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DMS Topical Working Series: Digging into Content to Prepare for OSEP DMS Engagement

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The OSEP TA centers, ECTA, DaSy, CIFR, and CADRE, are collaborating to provide four separate DMS topical working series for Part C systems in 2023:

  1. Monitoring and Improvement
  2. Dispute Resolution
  3. Data
  4. Fiscal Management

Each topical working series:

  • Is designed to support 6-8 Part C state teams from DMS Cohort 1 who will have visits in Fall/Winter 2023, Cohort 2, and possibly Cohort 3.
  • Will support state teams as they review their current systems, complete the DMS protocol(s), identify system gaps, and plan next steps in preparation for the OSEP discovery and engagement phases of DMS.
  • Will be scheduled over a four-month period with monthly two-hour virtual cross-state meetings.

Schedule

All four topical working series will occur from April 2023 through November 2023 and will overlap each other.

Topic 1: Monitoring and Improvement (Early April – Early July)
Topic 2: Dispute Resolution (Early June – Early September)
Topic 3: Data (Early July – Early September)
Topic 4: Fiscal Management (Early August – Early November)

Monitoring and Improvement DMS Topical Working Series Schedule

The Monitoring and Improvement DMS Topical Working Series is the first of the four working series and will begin in late March. The 4 sessions are scheduled as follows:

  • Friday, March 31, 2023 (1:00-3:00 ET)
  • Friday, May 5, 2023 (1:00-3:00 ET)
  • Friday, June 9, 2023 (1:00-3:00 ET)
  • Friday, July 14, 2023 (1:00-3:00 ET)

Application Process

States must apply separately to participate in one or more of the topical working series. Interested states must be ready to dedicate significant time to review their state system and complete the protocols related to the topic to be fully prepared for the discovery and engagement phases of DMS with OSEP. Space is limited and priority will be given to states in Cohort 1 with an OSEP visit scheduled for Fall/Winter 2023 and those in Cohort 2. States in Cohort 2 that apply for multiple working series will be eligible for at least one working series, with the possibility of participation in more. States in Cohort 3 will be included as space allows.

State team members who will participate in the topical working series need to be identified in the application. Team members for each topical working series will vary by topic. Generally, Part C team members may include Part C Coordinators, Part C Data Managers, and other state staff that are involved in or responsible for the topic area.

Outcomes

As a result of participating in one of the topical working series, each state team will:

  1. Describe how they are currently implementing the system (related to the topic) and develop a visual depiction of that system.
  2. Complete the DMS protocol(s) related to that topic and compile evidences.
  3. Identify areas in that system needing modifications or additions to meet requirements.
  4. Develop a summary of these gap areas and next steps for addressing them (what can be done in the short-term vs. articulated in a plan for future action).

Expectations for Participation

State teams participating in each topical working series will be expected to:

  1. Complete preparation work for each of the 4 sessions in the topical working series.
  2. Attend and actively participate in the 4 sessions by sharing information and engaging in small group discussion.
  3. Complete the protocol(s) related to the topic.
  4. Identify areas where state work in the topic needs to occur and develop a plan of next steps (what can be done in the short-term vs. articulated in a plan for future action).

Time Commitment Considerations

When making decisions to apply for one or more topical working series, state teams should consider the time commitment needed to participate. The time commitment includes participating in each of the two-hour sessions across the four months of the working series and completing the preparation work for each of the four sessions as outlined below.

Outline of Sessions within Each Topical Working Series and Required State Preparation Activities

Session 1: Implementation of Current State System
Prior to Session 1, states will:

  • Develop a description of the state’s current implementation of their state system related to the topic.
  • Prepare a visual depiction of their system related to the topic.
  • Prepare a short presentation of this information to share at Session 1.

Session 2: DMS Protocol(s)/ Discussion of Challenge Areas
Prior to Session 2, states will:

  • Complete assigned section of DMS protocol(s).
  • Flag areas in the assigned sections of the DMS protocol(s) that need modification or additions according to the following:
    • Not currently implementing or don’t currently have in place (e.g., list of hearing officers, monitoring indicators besides SPP/APR)
    • Not currently implementing correctly
    • Currently implementing correctly but not written or not written accurately
  • Prioritize areas of concern to discuss with state colleagues at Session 2.
  • Be prepared to share at Session 2 effective strategies currently implemented to support state colleagues in addressing their implementation challenges.

Session 3: DMS Protocol(s)/ Discussion of Challenge Areas
Prior to Session 3, states will:

  • Complete assigned section of DMS protocol(s).
  • Flag areas in the assigned sections of the DMS protocol(s) that need modification or addition according to the following:
    • Not currently implementing or don’t currently have in place (e.g., list of hearing officers, monitoring indicators besides SPP/APR)
    • Not currently implementing correctly
    • Currently implementing correctly but not written or not written accurately
  • Prioritize areas of concern to discuss with state colleagues at Session 2.
  • Be prepared to share at Session 3 effective strategies currently implemented to support state colleagues in addressing their implementation challenges.

Session 4: Gap Analysis and Plan for Next Steps
Prior to Session 4, states will:

  • Summarize areas where there are gaps in the state’s system related to the topic.
  • Develop next steps to address these gaps, including when gaps can be addresses or processes written:
    • Before document request date
    • Before OSEP engagement month
    • After OSEP engagement month
  • Prepare presentation on summary of gaps and next steps to share at Session 4.

Please reach out to Anne Lucas at Anne.Lucas@unc.edu if you have any questions about the DMS Working Series!