Sending LEA Responsibilities
Sending LEAs are ultimately responsible for all of their students seated in AEDY programs and are an integral part of the monitoring process as a result. The AEDY Cyclical Monitoring process focuses heavily on the policies, procedures, and practices of the AEDY Program, providing an opportunity for Sending LEAs to become more familiar with the operations of their AEDY Program(s). This page outlines the expectations for Sending LEAs to participate in the Cyclical Monitoring process.
Sending LEAs must do the following prior to the week of monitoring (no later than two weeks prior to the week of):
Complete the Sending LEA Survey in Leader Services (instructions are on this page, following the video transcript)
Provide any additional necessary student documentation for upload in Leader Services (provide documents directly to the AEDY Program)
Sending LEAs are also expected to participate in the pre-monitoring preparation meeting, administrative interview, and the Corrective Action meeting as well as jointly resolve any issued individual student corrective action - ICAPs - in cooperation with the AEDY Program.
Note: This video series was originally created for use in Schoology. While the video mentions Schoology, everything is now publicly available in the Monitoring module here on the website.
Video Transcript
Sending LEAs are ultimately responsible for all of their students seated in AEDY and are therefore an integral part of the monitoring process. Here we will address sending LEA responsibilities directly and explicitly.
The Sending LEA survey is located on the Leader Services dashboard for each sending LEA. This survey asks questions related to procedures and practices for sending and monitoring the progress of students placed in AEDY programs. The survey must be completed by each sending LEA for every AEDY program being monitored. If your LEA sending to multiple AEDY programs being monitored, you will need to complete the survey for each program. The administrator responsible for student referrals within your LEA should complete the survey(s). If more than one administrator refers students to AEDY, consider collaborating on the responses where appropriate. Please note that the survey(s) must be completed even if your LEA has not yet referred students to the program or has not referred students to the program recently. Surveys should be completed no later than two weeks prior to the week of monitoring and LEAs are encouraged to complete the survey early in the monitoring process.
As previously mentioned in the Student File Reviews section, Sending LEAs are required to provide any additional necessary documentation for upload in the system. This includes all standard parts of the student referral such as detailed behaviors and interventions, informal hearing signature pages, SAP referrals where appropriate, and parent/guardian contact information. LEAs must also provide the items outlined in the intake packet related to students with disabilities. Student files will be reviewed for ALL students in placement during the week of monitoring. Importantly, these additional documents which are required as part of monitoring but NOT required as part of the standard student referral should not be uploaded in the Leader system under any other circumstances.
Sending LEAs are required to participate in all compliance monitoring activities. Specifically three meetings:
The monitoring preparation meeting is held prior to the week of monitoring. During this meeting, the monitoring requirements and process will be reviewed. Both the AEDY Program and all sending LEAs have the opportunity to ask targeted questions of the monitoring chair. We recommend that you and your team create a list of any questions ahead of time, using this [module] as a guide.
The administrative interview occurs during the week of monitoring. The monitoring chair will ask the AEDY program staff questions about policy, procedure, and practice. Sending LEAs attend to gain additional perspective on the program's inner workings.
Lastly, the corrective action meeting. This meeting occurs within 30 days of the administrative interview. During this meeting, all corrective action will be reviewed, including ICAPs - Individual Corrective Action Plans. ICAPs address individual student files and are issued jointly to both the AEDY program and Sending LEA. For confidentiality purposes, ICAPs are not reviewed at the Corrective Action meeting when multiple LEAs send to the program. However, additional meetings to discuss any ICAPs may be held to support the Sending LEA and program in addressing these pieces.
Importantly, calendar invitations are sent to the AEDY program and all sending LEA staff listed in the Leader Services applications prior to the meetings, often several months before the week of monitoring. Ensure that the contacts listed in your Sending LEA application are up-to-date and that the PaTTAN team is whitelisted in your email inbox so the invitations are not accidentally filtered out.
Please note that sending LEAs should attend all meetings even if the LEA does not currently or has not recently placed any students in the AEDY program.
How to Complete the Sending LEA Survey
When an AEDY program is scheduled to be monitored, all sending LEAs that have the program listed as a site will receive a sending LEA survey. If your LEA sends to multiple sites which are scheduled to be monitored, you will receive a survey for each one.
It is important to complete the Survey as soon as possible after it is received so all of the data can be processed in a timely manner.
Q: If we are an in-house program for a school district, do we still need to complete the survey?
A: Yes - the Sending LEA survey should be completed by whoever is responsible for creating student referrals, often a principal or assistant principal.
Follow the steps below to complete the sending LEA survey:
(Step 1) Login to the Leader Services system using the PDE IMS (instructions on how to login using IMS for the first time can be found here). From the home page, click the blue number in the box at the top of the screen labeled "LEA Survey(s)/FSA Access." This number indicates how many surveys are available (one per monitored AEDY site).
(Step 2) Click on the blue text "Please Complete Survey" in the Action column of the table to access each site survey. There may be several surveys available, including surveys from past monitorings. Check the survey date to be sure you are completing the survey(s) for the current cycle.
(Step 3) Complete the sending LEA survey, beginning with your own name, title, and email address. As you work on the survey, it is a good idea to frequently save your work by clicking on the save button at the bottom of the screen. There are ten (10) questions total and one (1) additional text box for comments about the AEDY program.
(Step 4) When you have completed the survey and are ready to submit, click the "Submit Survey" button at the bottom of the page.
(Step 5) If your LEA sends to multiple AEDY programs which are scheduled to be monitored, repeat steps 2 - 4 to complete the Sending LEA Survey for each program site.
Q: I am not sure if we already completed the sending LEA survey, how do I check?
A: Follow Step 1 above to access the Sending LEA Survey page. Once completed, the sending LEA Survey will have a green "Survey Completed" in the actions column where it used to say "Please Complete Survey." Remember that the survey must be completed for every program site listed in your sending LEA Application.
