Cross Functional Monitoring (Indicator 13)

Federal Requirements 

States must have policies and procedures to ensure compliance with IDEA monitoring and enforcement regulations. States must also provide a comprehensive general supervision and monitoring system for Local Education Agencies (LEA) to ensure compliant practices statewide. Georgia’s supervision and monitoring system includes the Cross Functional Monitoring (CFM) process. Each LEA is monitored once in a five-year cycle.  

 

Components of Cross Functional Monitoring of LEAs include:  

  • Review of LEA written Policies, Practices, and Procedures  
  • The policies, practices and procedures should ensure that everyone in the LEA implements special education rules and regulations in the same manner to ensure compliance with the IDEA.  

 

  • Review of LEA Student Records as evidence of compliant practices  

 

GaDOE staff will review the LEA’s procedures for compliance. Once reviewed, the components are listed on the second tab with the results. The following sections must be uploaded: 

  • Free Appropriate Public Education (FAPE) 160-4-7-.02 
  • Child Find Procedures 160-4-7-.03 
  • Evaluations and Reevaluations 160-4-7-.04 
  • Eligibility Determinations and Categories of Eligibility 160-4-7-.05 
  • Individual Education Program (IEP) 160-4-7-.06 
  • Least Restrictive Environments (LRE) 160-4-7-.07 
  • Confidentiality of Personally Identifiable Information 160-4-7-.08 
  • Procedure Safeguards and Parent Rights 160-4-7-.09 
  • Discipline 160-4-7-.10 
  • Surrogate Parents 160-4-7-.11 
  • Dispute Resolution 160-4-7-.12 
  • Private Schools 160-4-7-.13 
  • Personnel, Facilities, and Caseloads 160-4-7-.14 
  • Georgia Network of Therapeutic Supports 160-4-7-.15 



Student File Review 

Student names are randomly selected by the GaDOE from the October FTE-1 report and provided to the LEAs through the Special Education Applications Dashboard. Student records for these students should be reviewed by the LEA using the Due Process Checklist. The following criteria will be used for student selection if applicable. Selected high school students will be at least 16 years old to address Transition, Indicator 13.  

  • Two (2) preschool students  
  • Two (2) elementary students  
  • Two (2) middle school students  
  • Two (2) students served by GNETS  
  • Five (5) high school students aged 16 years old and older (to address Indicator 13)  
  • Two (2) students served in residential facilities  

 

If an LEA does not have students that meet the criteria, for example LEAs that do not have preschool, the LEA must select additional students for the minimum number of files reviewed.  

 

If an LEA does not have the minimum number of students/criteria, all files we be reviewed.  

 

If the LEA has fewer than 5 high school students aged 16 and older, the LEA will select additional high school students younger than 16. However, high school students under 16 are not reported in Indicator 13.   

  

Process for Student Withdrawal 

If students have withdrawn from the LEA or exit special education (no longer eligible or parental revocation) before the date of the file download, the CFM application allows for LEAs to request a replacement student for any student who has withdrawn or exited.  

 

The LEA may not request a replacement student because his/her IEP is not compliant.  

The LEA will be asked to provide a withdrawal date or exit date for the student.  

 

Labeling Process 

LEAs must upload the following records for each selected student: 

  • Record of Access Sheet  
  • Parent Consent to Evaluate  
  • Eligibility Report (if not older than 3 years)  
  • Most recent Reevaluation documentation  
  • IEP meeting notification  
  • IEP, including transition plan and FBA/BIP, if applicable  
  • Parental Consent to Placement/Services 

 

Uploaded documents must be labeled as follows: 

  • Last name, First Initial - Access Sheet  
  • Last name, First Initial - Parent Consent to Evaluate  
  • Last name, First Initial - Eligibility Report (if not older than 3 years)  
  • Last name, First Initial - Most recent Reevaluation documentation  
  • Last name, First Initial - IEP meeting notification  
  • Last name, First Initial - IEP, including transition plan and FBA/BIP if applicable.  
  • Last name, First Initial - Parent Consent for Placement/Services  

 

Note: Please scan all documents so they are readable by the reviewer.  


Entering the Cross Functional Monitoring Application 

 

A screenshot of a computer screen  Description automatically generated 

 

The application will open to reveal the list of names and demographic information (available below). For each student listed, ensure the appropriate documents are uploaded.

 

Screenshot of CFM landing page