This document summarizes the monitoring process for districts' Highly Capable Programs (HCP) during the 2013-14 school year. It outlines that (1) districts in certain ESD regions, large districts, and those on the at-risk list will have their HCP reviewed, (2) districts using a transition year to develop their K-12 HCP will have a modified review allowing for work in progress, and (3) there are 15 HCP items that will be reviewed covering areas such as identification procedures, program services, and evaluation. Contact information is provided for questions.

1. Highly Capable Program &
2013-14 CPR Monitoring Webinar
Gayle Pauley
Director, Title I/LAP, & CPR
Kristina Johnstone
Supervisor, Highly Capable Program
December 9, 2013

2. Which districts will be monitored?
• Districts in ESDs 123 and 189, the four largest
school districts, and districts on the CPR at-risk
list will have their HCP reviewed during the
2013-14 CPR cycle
• Limited Review Districts will NOT include HCP
monitoring

3. How will districts using the
transition year be monitored?
• The HCP Checklist has been modified so that the
review process includes a method for districts to
demonstrate compliance for HCP items that are
currently in place and those that are in progress
per their transition year plan.

4. How many HCP items are there?
• 15 HCP Items (checklist #’s 11.0 - 11.14)
*All items are District Level
• 11.0 Districts using the transition year for
developing a Grades K-12 HCP complete item
• 11.1 – 11.13 Districts may submit
documentation as an item in place or as a
transition year item in progress
• 11.14 All districts provide documentation

5. Item 11.0 Transition Year Activities
The 2013-14 SY is a transition year for districts to develop a
HCP for Grades K-12 (WAC 392-170)
To be completed by districts using transition year only
Evidence
⧠ Description of the steps the district will take/has taken
during the transition year to implement the requirements.
⧠ Evidence of activities taken, to date, for completing the
steps outlined in order to meet the requirements.
⧠ Description of the additional steps the district will need
to take in order to meet the implementation deadline for
serving students, Grades K-12, at the beginning of the
2014-15 school year.

6. Item 11.1 Annual Public
Announcement of ID Activity
• Annually public notification of parents and students before any
major identification activity (WAC 392-170-042)
Evidence
• Transition Year – Item in Progress:
⧠ Status update including a description and evidence of activities
and progress to date.
⧠ Anticipated date of completion.
⧠ Description of what district will be doing for the item.
⧠ Evidence of annual public announcement of identification
activity. Description of how notice is circulated. For example,
announcement in newspaper, district newsletter, on district website
adequate to notify parents and students throughout the district. If
website posting, must also have other format .
• Item in Place:

7. Item 11.2 Nomination Procedure
• A clearly defined and written assessment process for
students nominated for the HCP (RCW 28A.185.030;
WAC 392-170-055)
Evidence
• Transition Year – Item in Progress:
⧠ Status update, including a description and evidence of activities
and progress to date.
⧠ Anticipated date of completion.
⧠ Description of what district will be doing for the item.
⧠ Description of procedure used for student nomination for HCP.
⧠ A copy of the nomination procedure and referral form(s).
⧠ Evidence of completed nomination/referral form(s).
• Item in Place:

8. Item 11.3 Assessment Process
• A clearly-defined and written assessment process for
students nominated for HCP (RCW 28A.185.030;
WAC 392-170-055)
Evidence
• Transition Year – Item in Progress:
⧠ Status update including a description and evidence of activities
and progress to date.
⧠ Anticipated date of completion.
⧠ Description of what district will be doing for the item.
⧠ A copy of written assessment process.
⧠ List of the multiple objective criteria used for identification of
students who are among the most highly capable.
• Item in Place:

9. Item 11.4 Selection Policy and
Procedure
• Each district’s board of directors shall adopt policies and procedures for
selection of the most highly capable students by multidisciplinary selection
committee (RCW 28A.185.030; WAC 392-170-075).
⧠ Status update, including a description and evidence of activities and
progress to date.
⧠ Anticipated date of completion.
⧠ Description of what district will be doing for the item.
Evidence
• Transition Year – Item in Progress:
⧠ A copy of policy for selection of the most highly capable students by the
multidisciplinary committee.
⧠ A copy of procedure for selection of the most highly capable students by
the multidisciplinary committee.
⧠ Evidence of the use of a multidisciplinary selection committee, as
described in WAC 392-170-070, for the final selection of the most highly
capable students for participation in the district’s HCP, which lists
committee members and areas of expertise who participated in the
selection activities.
• Item in Place:

10. Item 11.5 Appeal Procedure
• School districts shall implement procedures for appealing the
multidisciplinary selection committee’s decision ( WAC 392170-076)
Evidence
• Transition Year – Item in Progress:
⧠ Status update including a description and evidence of
activities and progress to date.
⧠ Anticipated date of completion.
⧠ Description of what district will be doing for the item.
⧠ A copy of the procedure for appealing the
multidisciplinary selection committee’s decision.
⧠ Evidence of dissemination of the process of appeals to
the public.
• Item in Place:

11. Item 11.6 Permission to TEST
• District must obtain in writing parent/legal guardian permission before
conducting assessment(s) to determine eligibility for participation in
programs for highly capable students (WAC 392-170-047)
Evidence
• Transition Year – Item in Progress:
⧠ Status update including a description and evidence of activities and progress to
date.
⧠ Anticipated date of completion.
⧠ Description of what district will be doing for the item.
⧠ A copy of the parent/legal guardian permission to conduct assessment
• Item in Place:
Permission to TEST notice includes:
⧠ A full explanation of the procedures for ID of a student for entrance into HCP.
⧠ An explanation of the of the appeal’s process.
⧠ An explanation of the procedures to exit a student from the program.
⧠ Information on district’s program and options available to identified students.
⧠ One sample of a completed parent/guardian permission to TEST.

12. Item 11.7 Permission to PLACE
• District must obtain in writing parent/legal guardian permission before
placement of a student in the district's HCP before any special services and
programs are started for an identified highly capable student (WAC 392-170047)
Evidence
• Transition Year – Item in Progress:
⧠ Status update including a description and evidence of activities and progress to
date.
⧠ Anticipated date of completion.
⧠ Description of what district will be doing for the item.
⧠ A copy of the parent/guardian permission to place a student in the district’s HCP prior to
initiating any special services or programs.
• Item in Place:
Permission to PLACE notice includes:
⧠ a full explanation of the procedures for ID of a student for entrance into HCP.
⧠ an explanation of the of the appeal’s process.
⧠ an explanation of the procedures to exit a student from the program.
⧠ information on district’s program and options available to identified students.
⧠ One sample of a completed parent/guardian permission to PLACE.

13. Item 11.8 Program Services
• Districts shall make a variety of appropriate program services available.
Districts shall provide educational opportunities which takes into account
such students’ unique needs and capabilities. Once services are started, a
continuum of services shall be provided from K-12. Districts shall periodically
review services for each student to ensure that the services are appropriate.
(RCW 28A.185.030; WAC 392-170-078, 080)
Evidence
• Transition Year – Item in Progress:
⧠ Status update including a description and evidence of activities and
progress to date.
⧠ Anticipated date of completion.
⧠ Description of what district will be doing for the item.
• Item in Place:
⧠ List of program services available to students selected for the district HCP.
⧠ Evidence of educational program and continuum of services from point of
initial service for two identified HCP students.
⧠ Evidence showing a review of HCP services provided to an individual
student and changes to student program based on review.

14. Item 11.9 Program Evaluation Identification
• The district regularly evaluates the HCP for
effectiveness of the district’s process to identify highly
capable students (RCW 28A.185; WAC 392-170-030,
087).
Evidence
• Transition Year – Item in Progress:
⧠ Status update including a description and evidence of activities and
progress to date.
⧠ Anticipated date of completion.
⧠ Description of what district will be doing for the item.
• Item in Place:
⧠ Evidence of program evaluation to determine the effectiveness of the
district’s process to identify highly capable students.
⧠ Evidence of impact and action taken as a result of evaluation findings for
the district’s identification process.

15. Item 11.10 Program Evaluation –
Meeting Academic Needs of Students
• The district regularly evaluates the HCP to analyze assessment
data and other indicators to determine the degree to which
districts are meeting the academic needs of identified students
(RCW 28A.185; WAC 392-170-030, 087).
Evidence
• Transition Year – Item in Progress:
⧠ Status update including a description and evidence of activities
and progress to date.
⧠ Anticipated date of completion.
⧠ Description of what district will be doing for the item.
• Item in Place:
⧠ Evidence of district’s evaluation activities for meeting the
academic needs of identified students.
⧠ Evidence of impact and action taken as a result of evaluation
findings for meeting the academic needs of identified students.

16. Item 11.11 Program Evaluation –
Program Goals
• The district regularly evaluates HCP goals and outcomes
(RCW 28A.185; WAC 392-170-030, 087)
Evidence
• Transition Year – Item in Progress:
⧠ Status update, including a description and evidence of activities and
progress to date.
⧠ Anticipated date of completion.
⧠ Description of what district will be doing for the item.
• Item in Place:
⧠ Evidence of program evaluation activities that show analysis and
measurement of program goals.
⧠ Evidence of impact and action taken as a result of evaluation findings
for attainment of district, state, and national goals and objectives.

17. Item 11.12 Program Evaluation –
Student Achievement
• The district regularly evaluates and measures HCP student
achievement outcomes (RCW 28A.185; WAC 392-170-030, 087)
Evidence
• Transition Year – Item in Progress:
⧠ Status update, including a description and evidence of activities and
progress to date.
⧠ Anticipated date of completion.
⧠ Description of what district will be doing for the item.
• Item in Place:
⧠ Evidence of program evaluation activities that analyze and measure
student achievement outcomes.
⧠ Evidence of impact and action taken as a result of evaluation findings for
measuring student achievement outcomes.

18. Item 11.13 CEDARS Reporting
• The district has developed and is using an effective, accurate, and timely
process for reporting HCP student data into the district’s student
information system, which uploads to the OSPI CEDARS database (RCW
28A.185.050; WAC 392-170-090)
Evidence
• Transition Year – Item in Progress:
⧠ Status update, including a description and evidence of activities and
progress to date.
⧠ Anticipated date of completion.
⧠ Description of what district will be doing for the item.
• Item in Place:
⧠ Description of the process used by the district to assign CEDARS
gifted values in the district’s student information system to students
selected and placed in the district’s HCP.
⧠ Description of procedures to ensure accuracy of gifted value
assignment and to reconcile inaccuracies.

19. Item 11.14 Fiscal Report
• Activities charged are allowable. Expenditures are for allowable
activities (RCW 28A.185; WAC 392-170-087).
Evidence
• District Level:
⧠ One month transaction recap for the HCP.
⧠ One example of back-up documentation for one activity on the
transaction recap.

20. Contact Information
Gayle Pauley, Director
• gayle.pauley@k12.wa.us
Kristina Johnstone, Program Supervisor
• kristina.johnstone@k12.wa.us