Monitoring Overview & Timeline

Details

Your program will receive a notice of regular cyclical monitoring, inclusive of the scheduled week of monitoring, with sufficient notice to prepare all documentation.

Prior to the monitoring, your program will schedule a call with the chair of your monitoring. This call will review everything which needs to be completed prior to the monitoring and the monitoring process. This call also serves as an opportunity to answer any questions you may have about the monitoring. 

The Facilitated Self Assessment (FSA) is to be completed in Leader Services the week prior to the week of monitoring or sooner. See the FSA pages for more details on completing the seven sections of the FSA.

A Pre-Monitoring Visit Survey will be distributed to all Sending LEAs who have marked the AEDY Program as a Program Site in their application prior to the on-site monitoring visit. See Sending LEA Responsibilities for more details.

Interviews about the AEDY program are to be distributed by the program to all stakeholder parties, including the Program Director, Counselors, Regular Education Teachers, Special Education Teachers, ESL Teachers, Students, Parents, and any additional parties. See the Interviews page for more details.

Files for every student *in placement* during the week of monitoring must be uploaded to the monitoring section of the Leader Services site prior to the site visit. This includes all  Formal Periodic Reviews with goals (uploaded into the student referrals) for all students and the following, uploaded into the Student Records section, as applicable: Individualized English Learner plans, 504 plans, all special education documents. See the Student File Reviews page for details.

The AEDY Program will provide a tour of the facilities which students access while seated in the program. This may occur on-site or virtually and occurs prior to the administrative interview - see your monitoring chair and the Facility Review page for more details.

Details

The AEDY Program will provide any and all student files kept on site, including uploads of any paper copies of the documents uploaded as part of the Student Record Review, Counseling records, and Behavior records. The PDE/PaTTAN team will use these documents to complete the student file review process and create the Individual Corrective Action Plans (ICAPs), as necessary.

The PDE/PaTTAN team may follow up on some interviews. This may include students, teachers, parents, and other stakeholders. The AEDY Program will provide an appropriate space for the interviews if the interviews will be conducted on-site. Phone or virtual follow-ups will be scheduled using the contact information provided by the AEDY program upload. 

The PDE/PaTTAN team will meet with the AEDY Program and all Sending LEAs to discuss the policies, procedures, and practices of the program. This interview is used to answer any questions that result from the FSA, interviews, or document review process. See the Administrative Interviews page for more details.

Details

Within 30 days of the administrative interview, the Chair for your monitoring will issue Corrective Action, including the areas to be addressed and the required evidence of change. A meeting will be held with all parties to review the process and evidence of change needed for closure. See the Corrective Action page for more details.

The AEDY Program & Sending LEAs will address all ICAPs through the Leader Services system within 30 days of the report being issued. See the Corrective Action page for more details.

Within 30 days of receiving the Corrective Action, the AEDY Program will address the Corrective Action issued by the Chair. This includes providing evidence of change for items which have already been addressed and an Action Plan to address long-term systemic changes. Corrective Action also often includes training and technical assistance. See the Corrective Action page for more details.