K-L Special Ed Audit Finds Need for Procedural Improvement

"Implementing recommendations in this audit, will ultimately make us stronger and help us build better programs and services."

That's what Connie Hayes, director of the Katonah-Lewisboro Office of Special Services, said during a discussion of an audit of the policies and procedures in the department she oversees at the Jan. 13 school board meeting. 

The findings, presented by Claudia Cabello Glass of Accume Partners, the district's internal auditor, revealed four areas in five that need improvement and included recommendations in each:

• Policies and procedures: The district should develop a procedures manual for use by staff and faculty.
• IEP (Individualized Education Program) Development and review: The district could do a better job, among other things, documenting each staff member's role in the IEP process. "There's a lot of people involved," said Cabello Glass.
• Committee meetings: The district could improve documentation on what is required to complete CSE and CPSE meetings (Committee on Special Education and Preschool Special Education).
• Pre-CSE/) procedures: Auditors recommended better defining responsibilities for team members.

Auditors rated the district's method of reporting progress to parents as adequate but recommended a better tracking of communications.

Board member Michael Gordon asked if any of the recommendations had a budget impact. Cabello Glass said they did not.

"We want to make sure the work is being done effectively and look for ways you can save time and costs. We look for best practices," she said, noting the highly regulated and complex rules around special education services.

The administration has already put into place a corrective action plan and will be monitored on their progress.

Kathryn Lin and Lorey Leddy—the current and former presidents of the special education PTA—raised the concern that spending time on improving procedures would take time away from improving programs.

"We don’t want to lose focus on students in an effort to improve the paper trail," said Lin. Leddy said she thought a more substantive program audit was going to be done and that looking for overall program efficiences was equally as important.

"We discussed 18 months ago looking more thoroughly at the services we are delivering to the students to make sure they are delivered as efficiently as possible...I find myself come back every year when you get ready to cut people, and we haven't even looked at the overarching program for the department," she said.

Alice Cronin, assistant superintendent of curriculum, said that type of evaluation was part of Hayes' responsibilities. "Connie is looking at the program that we have, and trying to see what programs we need to develop to meet the needs of our students," she said.

Board member Peter Treyz wanted to know if the auditors had any recommendations "to intercept potential lawsuits from parents disgruntled with IEPs," to which Hayes replied having consistent procedures would help build trusting relationships with parents.

Michael Jumper, assistant superintendent for business, said the entire audit process, in place in New York since 2006, ensured the district would receive follow up compliance testing by external auditors and the state comptroller.

"There is a paper trail of accountability that continues a significant while once an audit is completed," he said.