QA System Improvement Process

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System Improvement Process

The purpose of the system improvement process is to reduce the amount of time JJEEP staff spend monitoring programs that exceed state standards and increase time for providing technical assistance (TA) to lower-performing programs to improve their educational services and student performance. To meet this goal, JJEEP and the Department of Education (DOE) have developed and implemented a comprehensive system of corrective action and TA.

This process facilitates the collaborative efforts of program and school district personnel to identify and correct systemic problems that are contributing to unsatisfactory QA ratings.

• Programs who receive an overall below satisfactory rating instead of partial rating
• School districts who receive a partial rating for Standard 4 for two or more consecutive years will receive a corrective action plan (CAP).

To complete a CAP, programs and/or school districts must establish a corrective action team that includes the lead educator, the school district contract manager (or official designee), and others who relate to identified area deficencies. JJEEP and DOE staff provide assistance as needed.

The school district is responsible for ensuring that CAPs are completed and returned to JJEEP within 90 days of the date of the official notification letter from DOE. School districts must meet the State Board of Education (SBE) rule timelines for the implementation of CAPs.

If a program fails to submit its CAP by two weeks after the due date, the JJEEP Director sends a letter informing the lead educator, the contract manager, the school district superintendent, and the DOE that the CAP has not been submitted. DOE staff will send a follow-up letter to the contract manager and the superintendent if a response has not been received four weeks after the original CAP due date.

The school district superintendent verifies that the CAP has been implemented by signing the CAP Implementation Form and submitting it to the JJEEP Director, within six months of the date of the official notification letter from DOE.

JJEEP staff conducts final follow-up of implementation during the following year’s QA review and note in their QA reports progress that school districts and programs have made to address deficiencies identified in their CAPs.

Programs who fail overall or fail the same standard two consecutive years will receive more intensive follow-up or assistance from DOE.

The following tables outline the corrective action process for programs and school districts.

Program CAPs

QA Review Cycle	Trigger	Action
Year 1	Fail Standard 1, 2, or 3	CAP required
Year 2	Fail the same standard two consecutive years	CAP required DOE notified for intervention and/or sanctions
Year 3+	Fail the same standard for three (or more) consecutive years	CAP required Program remains on DOE list for intervention and/or sanctions

School District CAPs

QA Review Cycle	Trigger	Action
Year 1	Fail Standard 4	Deficiencies noted in QA report
Year 2	Fail Standard 4 for two consecutive years	CAP required
Year 3	Fail Standard 4 for three consecutive years	CAP required DOE notified for interventionand/or sanctions
Year 4+	Fail Standard 4 for four (or more) consecutive years	CAP required School district remains on DOE list for intervention and/or sanctions

JJEEP and/or DOE staff will provide technical assistance (TA) to a program and/or a school district required to complete a CAP.

Most TA is provided during the on-site QA review and through the recommendations in the written QA reports. Contact with program and school district staff is ongoing via mail, fax, telephone, and e-mail (answering questions, clarifying Florida policies, assisting programs in networking with other programs, and providing samples of exemplary forms and processes used by other DJJ programs).