Compensatory Services — End-to-End Workflow

Source: Sped Team Meeting Agenda 1-9-26 (and follow-up 1-23-26) — Shannon Flaherty walked the team through this 8-step process. Localized 2026-05-10.

When to use: When DCPS cannot deliver a service that's on a student's IEP (e.g., extended provider absence, capacity shortage, scheduling failure not made up). Comp services are the legal remedy for the gap.

The 8-Step Process (Verbatim from Shannon)

Step	Owner	Action
1	Case Manager	Call parent to discuss comp services
2	Case Manager	Complete meeting notes using the template → comp-services-meeting-notes-template.md
3	Case Manager	Create a PWN using the template → comp-services-pwn-template.md
4	Case Manager	Document the meeting and provision of PWN in the communications log → parent-communication-log.md
5	Case Manager	Let Shannon know when all is completed
6	Shannon (MSI)	Advises DCPS Resolution Specialist
7	DCPS Central	Issues Authorization Letter (specifies how comp services will actually be delivered — frequency, duration, provider)
8	Case Manager	Send Authorization Letter to parents, create a second PWN if needed, document all in Comms log

What this workflow ties together

This is the operational glue between the templates we already have. Before this doc, the templates existed but the order + handoff points + DCPS Central involvement weren't clear.

┌────────────────────────────────────────────────────────────────────┐
│  CASE MANAGER (you)                                                │
│  ─────────────────                                                 │
│  1. Call parent                                                    │
│  2. Meeting notes (template)  ← comp-services-meeting-notes-tmpl   │
│  3. PWN (template)            ← comp-services-pwn-template         │
│  4. Log it                    ← parent-communication-log           │
│  5. Notify Shannon                                                 │
│           │                                                        │
│           ▼                                                        │
├────────────────────────────────────────────────────────────────────┤
│  SHANNON (MSI)                                                     │
│  ─────────────                                                     │
│  6. Advises DCPS Resolution Specialist                             │
│           │                                                        │
│           ▼                                                        │
├────────────────────────────────────────────────────────────────────┤
│  DCPS CENTRAL                                                      │
│  ────────────                                                      │
│  7. Issues Authorization Letter (specifies how services delivered) │
│           │                                                        │
│           ▼                                                        │
├────────────────────────────────────────────────────────────────────┤
│  CASE MANAGER (you again)                                          │
│  ────────────────────                                              │
│  8. Send Authorization Letter to parents                           │
│     Create 2nd PWN if needed                                       │
│     Document everything in Comms log                               │
└────────────────────────────────────────────────────────────────────┘

Common scenario context (from Jan 2026)

The Jan 2026 comp services work was triggered by speech-language services not being delivered SY25-26 due to a DCPS SLP shortage. As of Jan 2026:

DCPS could not find a full-time SLP for Bancroft.
DCPS hired an SLP Aide instead — works Mon/Tue only, can deliver treatment + document treatment but cannot collaborate, document beyond treatment, or write reports.
Existing SLP (Ana) had to reduce caseload to accommodate documentation time the Aide can't cover.
Affected students became eligible for comp services for the months without service.

This is the kind of systemic gap that triggers comp services workflow.

How to know if a student needs comp services

Signals:

IEP specifies a service (frequency, duration) that hasn't been delivered for an extended period
Service log / progress notes show no provider contact for the relevant period
Provider has been on extended leave with no make-up plan
DCPS Central capacity gap (like the Jan 2026 SLP situation)
A parent has requested it

If in doubt: ask Shannon. She has visibility into systemic gaps you don't.

Connection to other docs

Templates: comp-services-pwn-template.md + comp-services-meeting-notes-template.md
Why parent comm log matters: parent-communication-log.md
Federal/legal background on comp services PWN: research/pwn-drafting-guide.md §4B
DCPS legal context (OCR finding flagged service-delivery failures specifically): research/dcps-context-and-risks-2026.md

Source

Local file: ~/Downloads/Sped Team Mtg Agenda 1-9-26.docx (Sped Team Meeting Agenda for 2026-01-09, with Jan 23 update).

Side notes from these January 2026 agendas (unrelated to comp services but worth capturing)

Testing Accommodations spreadsheet rule: "Update after each meeting" (so it stays current as IEPs change)
Special Olympics partnership (Ms. Hernandez) — open to any DCPS student with an IEP, grades 3-5, school-day commitment only as of Jan 2026
Team meeting norms (Shannon's standard): Follow the agenda, Start and end on time, Stay on topic