Letter of Instruction

The following letter was sent to Maine special education directors from Roberta Lucas, Special Services federal program coordinator, before the start of the 2012-13 academic year.

Dear Special Education Director,

The Maine DOE is required under federal law to monitor special education programs and services for students with disabilities as described under Section 616 of the 2004 Amendments to the Individuals with Disabilities Education Act (IDEA). The purpose of this letter is to outline the components of the review which the General Supervision System (GSS) will be looking at during your SAU’s monitoring cycle.

The GSS monitoring will provide the necessary information to determine compliance based on the expectations from the Office of Special Education Programs (OSEP). The items that are required to be provided by each selected SAU and those items that must be made accessible to the Maine DOE for collection are outlined below. The GSS team will be reviewing the completed forms and requested materials from SAUs. The documents outlined below must be received by the GSS team by Dec. 30, 2012.

In addition to the items listed below, you and a transition coordinator or special education team leader and/or one other secondary special education teacher are requested to attend a full day of professional development training on Jan. 14, 2013, from 8:30 a.m. to 4 p.m. in Room 103 at the Cross Building in Augusta regarding least restrictive environment (LRE), transition planning and aligning IEP goals with the Common Core State Standards.


Who is responsible

Indicator/Item to be collected


Maine DOE




Accuracy document

SAU to submit Accuracy Certification form.




Adverse Effect form, Learning
Disability Evaluation report, Speech/Language Eligibility form,
Summary of Performance form

SAU to submit three (3) of each completed Adverse Effect forms, Learning Disability Evaluation reports, Speech/Language Eligibility forms and accompanying Written





Alternate Assessment

SAU to submit three (3) IEPs of students
who take alternate assessments.




B8—Parental Involvement

Parent survey administered by
Maine DOE—no action needed by SAU.




B11—Child Find

SAU completion of CRAF item 13 to
review for 45 day timelines.




B13—Secondary Transition

SAU to submit five (5) IEPs after
mandatory training on Jan. 14, 2013 but before March 5, 2013.




Considerations in developing an IEP

Maine DOE on-site review of CRAF items 31C- 31F, 31H and 31J.




Due Process Data

Due process data from
Maine DOE—no action needed by SAU.




Effective and timely implementation
of policies and procedures

Maine DOE review of SAUs implementation of policies and procedures. SAU to submit current referral policy and child find policy
and procedures.




Fiscal review and cash management

Maine DOE review of information on file through desk audit and on-site visit.




IEP Fund Authorization Letter

SAU to submit copies of letters for all who are designated to commit funds.





IEP meeting procedures

Maine DOE on-site review of CRAF items 22- 27. SAU completion of CRAF items 28 and 29.




Individualized education program

Maine DOE on-site review of CRAF items 32H-32L.




Initial referral and consent for

Maine DOE on-site review of CRAF items 7A and 16.



Out-of-Unit Placements

SAU completion of CRAF items 36-48.



Qualified personnel

SAU to submit Personnel Certification form.

Please use the electronic CRAF form to review 15 percent of child records (minimum of five records) with representation from all schools within the SAU using the list generated by Maine DOE.

On site visits will be scheduled with each SAU, and the CRAF items noted above will be reviewed. The SAU will have available files with a 5 percent representation from all schools within the SAU, having an ethnic representation across disabilities and grades (where possible).

Maine DOE will review the completed electronic CRAF and the requested materials from SAUs. Letters of Finding will be generated around April 30, 2012, identifying any area(s) of noncompliance. SAUs who are found to have areas of noncompliance will have a Corrective Action Plan (CAP). Once approved, all CAP activities are to be completed and documentation sent to Maine DOE by Nov. 30, 2013.

For further information, please contact Roberta Lucas at roberta.lucas@maine.gov.

Please send all labeled material to the attention of Kara Farwell, Maine Department of Education, Special Services, 23 State House Station, Augusta, ME 04333-0023 or kara.farwell@maine.gov.


Roberta Lucas
Federal Program Coordinator, Special Services