SES Spring 2013 - Spotlight on Practice
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Spotlight On Practice
OCR Investigations and Outcomes
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Spotlight on Practice Overview Steps in OCR Investigation Process Top Section 504 Trouble Spots Recent Guidance: Athletics Practical Response Tactics
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Upsurge in Complaint Filings
12,000 complaints (2009-11) Far more than ever before Reasons?
Easy to fileMedia attention
on discriminationissues
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Steps in Investigation Process
ComplaintWhat happened, who caused it, who was
injuredWon’t consider: Verbal or anonymous charges
JurisdictionSubject Matter: Section 504, Title II of ADAPersonal: Institution receiving ED funding
(504); all public schools (ADA)
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Steps in Investigation Process
Decision to Close Complaint If not timely filed (within 180 days)Other numerous reasons
Early Complaint ResolutionVoluntary processOCR serves as facilitator
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Steps in Investigation Process
Components of Investigation Interviews and/or site visitDocument examinationEvaluation of legal issues
Letter of FindingsOCR’s conclusion of legal complianceCan ask for reconsideration within 60 days
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Steps in Investigation Process
Resolution AgreementsDetails steps district will take to remedy
violationSets timelines for implementationEstablishes procedures to verify
implementation
Monitoring Notification of deficiencies and corrective actionClose complaint when terms satisfied
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Trouble Spots: Procedural Safeguards Investigation and Findings
Parent complained of receiving contradictory information
Numerous inaccuracies and inconsistencies Missing contact info for 504 coordinator No info on how to request 504 hearing No process in place for 504 hearing
decision-making
Berlin (NH) Pub. Schools (OCR 2009) No. 01-09-1140, 54 IDELR 205
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Trouble Spots: Procedural Safeguards Bottom Line
OCR routinely examines grievance procedures
Review all handbooks, polices, forms, and notices to ensure compliance
Although rare, 504 hearings can happen; have a process in place
Berlin (NH) Pub. Schools (OCR 2009) No. 01-09-1140, 54 IDELR 205
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Trouble Spots: Evaluations/Eligibility Investigation and Findings
Denied eligibility for Student with gastrointestinal disorder
Applied inappropriate eligibility standard by only considering impact on learning
Should have considered how Student would perform without accommodations
Oxnard (CA) Union High School Dist. (OCR 2009) No. 09-09-1195, 55 IDELR 21
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Trouble Spots: Evaluations/Eligibility Bottom Line
Understand Section 504 eligibility requirements
Review policies to ensure eligibility not restricted to impairments that affect only learning
Know changes in eligibility standards as a result of ADAAA
Oxnard (CA) Union High School Dist. (OCR 2009) No. 09-09-1195, 55 IDELR 21
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Trouble Spots: Bullying/Harassment Investigation and Findings
Parent provided District with “List of Bullies” that included acts of alleged harassment against her son
Investigation flawed: Did not interview witnesses, document charges, or inform Parent of outcome
Disability complaint policies also flawed
Westfield (MA) Pub. Schools (OCR 2009) No. 01-08-1216, 53 IDELR 132
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Trouble Spots: Bullying/Harassment Bottom Line
OCR takes peer-on-peer harassment charges extremely seriously
Review existing policiesDon’t conduct broad-brush investigation;
be thorough
Westfield (MA) Pub. Schools (OCR 2009) No. 01-08-1216, 53 IDELR 132
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Trouble Spots: Discipline Investigation and Findings
Student dismissed early (noon or 1 p.m.) for 17 consecutive days for yelling, howling, etc.
No manifestation determination Suspensions constituted “pattern” (close
proximity in time for similar behavior)
South Bronx (NY) Classical Charter School (OCR 2012) No. 02-12-1064, 59 IDELR 231
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Trouble Spots: Discipline
Bottom LineKeep close tabs on suspension days; early
dismissal countsKnow legal standards for determining
“pattern” of suspensionsWhen in doubt, conduct manifestation
determination
South Bronx (NY) Classical Charter School (OCR 2012) No. 02-12-1064, 59 IDELR 231
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Trouble Spots: Extracurriculars Investigation and Findings
Student’s IEP called for band participation, integration with peers
During trip to Disneyland, band director excluded him from parade, recording session and picture
Reasons for exclusion (easily tired, unable to read music) not legitimate
Marana (AZ) Unified School Dist. (OCR 2009) No. 08-09-1054-B, 53 IDELR 201
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Trouble Spots: Extracurriculars Bottom Line
Inform staff responsible for field trips of Section 504’s requirements
Make sure they are aware of IEP or 504 plan provisions relevant to participation
Marana (AZ) Unified School Dist. (OCR 2009) No. 08-09-1054-B, 53 IDELR 201
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Trouble Spots: Accommodations Investigation and Findings
504 team approved accommodations for Student that included one-to-one and small group testing
No written confirmation/documentation of team’s decision
Led to different understanding among staff, inconsistent services
Mansfield (AR) Pub. Schools (OCR 2012) No. 06-12-1108, 59 IDELR 265
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Trouble Spots: Accommodations Bottom Line
Document all relevant 504 team decisionsEnsure teachers and staff responsible for
services Receive copy of plan Know what it requires of them Have opportunity to ask questions
Mansfield (AR) Pub. Schools (OCR 2012) No. 06-12-1108, 59 IDELR 265
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Trouble Spots: Transportation Investigation and Findings
District scheduled buses for studentswith disabilities to depart earlier thanother buses
Reason: “It takes longer to load disabled students”
Practice resulted in 15 students having shortened school day averaging 55 minutes lost
Blount County (TN) School Dist. (OCR 2004) No. 04-04-1030, 42 IDELR 65
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Trouble Spots: Transportation
Bottom LineParticularly with transportation, OCR looks
into general allegations of noncomplianceAdministrative convenience no excuse for
shortened school dayDeterminations on length of school day
must be individualized through IEP process
Blount County (TN) School Dist. (OCR 2004) No. 04-04-1030, 42 IDELR 65
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Trouble Spots: Retaliation
Investigation and Findings Parent filed unsuccessful OCR complaint
concerning refusal to allow Student to travel to Germany or enroll in advanced German class
Following year, District did not permit Student to enroll in advanced German class (stated reason: grades)
Retaliation? Staff discussed not placing Student in class because of prior OCR complaint
Pinellas County (FL) School Dist. (OCR 2008) No. 04-08-1333, 52 IDELR 23
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Trouble Spots: Retaliation
Bottom LineAvoid difficult parent-staff relations
following parent’s filing of complaintDon’t allow prior complaint to influence
future conduct
Pinellas County (FL) School Dist. (OCR 2008) No. 04-08-1333, 52 IDELR 23
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New OCR Guidance: Athletics
Dear Colleague LetterReasonable modifications to ensure equal
opportunityUnless “fundamental
alteration”New: Create “additional
opportunities” for studentswho can’t participate
Dear Colleague Letter (OCR 2013) 113 LRP 3326
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New OCR Guidance: Athletics
Dear Colleague LetterMany unanswered questionsNo timeline“Should create” vs.
“must create”
Dear Colleague Letter (OCR 2013) 113 LRP 3326
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Some Practical Response Tactics
Think ProactivelyReview, update notices, manuals, policies,
forms
Inform All Relevant Parties ASAPSuperintendent, attorney,
staff, insurance provider
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Some Practical Response Tactics
Understand the ComplaintContact OCR to discuss allegationsNot entitled to copy of complaint
Assure OCR of CooperationProvide requested documentsEstablish scheduleEnsure staff availability
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Some Practical Response Tactics
Gather and Organize DocumentsAnticipate requestsSelect appropriate documents
Supporting MaterialsCarefully draft response
or explanation if requested
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Some Practical Response Tactics
Ask for More Time If NeededOCR generally will agree to short
extensionDocument and reconfirm
Prepare for Interviews and Site VisitsConsider involving attorney
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Some Practical Response Tactics
Discuss/Develop Resolution StrategiesConvene meeting ASAP to discuss options
Understand Resolution AgreementMake sure everyone
knows responsibilities
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Information in this presentation, including but not limited to PowerPoint handouts and the presenters' comments, is summary only and not legal advice. We advise you to consult with legal counsel to determine how this information may apply to your specific facts and circumstances .