Order Following Prehearing Conference for Hearing by Videoconference

BEFORE THE

OFFICE OF ADMINISTRATIVE HEARINGS

STATE OF CALIFORNIA

IN THE CONSOLIDATED MATTERS INVOLVING:

RIVERSIDE UNIFIED SCHOOL DISTRICT

and

PARENTS ON BEHALF OF STUDENT.

OAH CASE NUMBER 2021110407

OAH CASE NUMBER 2021100120

ORDER FOLLOWING PREHEARING CONFERENCE FOR

HEARING BY VIDEOCONFERENCE

NOVEMBER 29, 2021

On November 29, 2021, Administrative Law Judge Laurie Gorsline, Office of Administrative Hearings, held a prehearing conference by videoconference. The Administrative Law Judge is called an ALJ. The Office of Administrative Hearings is called OAH. The prehearing conference is called a PHC.

Sheila Bayne, Attorney at Law, appeared on behalf of Student. Annalissa Maitz and Jack Clarke, Attorneys at Law, appeared on behalf of Riverside Unified School District. The PHC was recorded. Based upon discussion with the parties, the ALJ issues the following order:

HEARING DATES, TIMES, AND LOCATION

DISTRICT’S MOTION TO CONTINUE

On November 29, 2021, Riverside filed a motion to continue the hearing from December 7, 2021 to January 11, 2022 or later on the grounds its attorney is scheduled for another hearing on December 7 through 9, 2021. Specifically, on November 22, 2021, Riverside was notified that OAH continued to December 7 through December 9, 2021 the due process hearing in a matter involving Student’s sibling, OAH Case No. 2021090903. On November 22, 2021, Riverside emailed opposing counsel to seek agreement to the continue the hearing dates in Student’s case, but Student’s counsel never responded.

A due process hearing must be conducted, and a decision rendered, within 45 days of receipt of the due process notice unless an extension is granted. (34 C.F.R.

§ 300.515(a); Ed. Code, §§ 56502, subd. (f), 56505, subd. (f)(3).) Speedy resolution of the due process hearing is mandated by law and continuance of the hearing may be granted only upon a showing of good cause. (Ed. Code, § 56505, subd. (f)(3).) In ruling upon a motion for continuance, OAH is guided by the provisions found within the Administrative Procedure Act and the California Rules of Court that concern motions to continue. (Cal. Code Regs., tit. 1, § 1020; Cal. Rules of Court, rule 3.1332.) Generally, continuances of matters are disfavored. (Cal. Rules of Court, rule 3.1332(c).)

Riverside’s motion was argued at the PHC. Riverside immediately reached out to Student’s counsel when it learned OAH had continued the sibling case to December 7 through 9, 2021, dates which Riverside did not request in its continuance request.

Riverside never heard back from Student’s counsel so it filed the motion as soon as it could, given the Thanksgiving holiday.

At the PHC, Student’s counsel opposed the continuance on the grounds it was late and there was otherwise no good cause for the continuance because another lawyer could handle the hearing. Student’s counsel did not persuasively explain how Riverside could have timely filed the motion three business days prior to the PHC when Riverside did not become aware of the continuance until November 22, 2021. When Student’s counsel was asked by the ALJ why she did not respond to Riverside’s November 22, 2021 attempt to get Student’s agreement to the continuance before the Thanksgiving holiday, Student’s counsel stated that her silence was her response and there was no meet and confer requirement to seek Student’s counsel agreement to the continuance sought by Riverside before it filed the motion to continue. Student’s counsel also failed to convincingly explain why Riverside counsel’s calendar conflict on December 7 through 9, 2021 did not establish good cause given that District’s attorney is counsel in both matters and only learned of the conflict three business days before the PHC.

Student’s counsel did not persuasively explain how another lawyer in the law firm representing Riverside would be sufficiently familiar with the matter in such a short amount of time to competently represent Riverside at hearing. Student’s counsel objected to the ALJ entertaining oral argument on the motion at the PHC and insisted on filing written opposition.

Student’s written opposition to the motion shall be filed and served by December 2, 2021 based on Student’s counsel representation that she could not file it any sooner. Student’s opposition shall address whether the proposed hearing dates of January 11 through 13, 2022 are agreeable hearing dates, in the event the continuance is granted. If these dates are not agreeable, Student’s counsel shall specifically state the reasons in a declaration filed under penalty of perjury and propose alternative dates after promptly meeting and conferring with Riverside’s counsel to obtain acceptable alternative dates. Student counsel’s failure to comply will be deemed Student’s agreement to the proposed January 11 through 13, 2022 hearing dates. Riverside’s motion to continue will be addressed by separate Order.

Student’s counsel is admonished for failing to respond to Riverside’s attempt to obtain her agreement to the requested continuance and then taking the position that Riverside’s motion was late, should have been filed on November 23, 2021 and that there was no meet and confer requirement. Student’s counsel offered no justification for her failure to respond. Student’s counsel is ordered to familiarize herself with the meet and confer requirements on the OAH website when one party is seeking a continuance of the hearing.

DUE PROCESS HEARING

The hearing will take place on December 7 through 9, 2021 and continue day to day at the discretion of the ALJ, unless otherwise ordered. The hearing shall begin at 9:30 AM each day and generally end at 3:30 PM, unless otherwise ordered. Student anticipates it will take six days to complete the hearing and Riverside estimates it will take four or five days to complete the hearing. Additional hearing dates will be discussed with the ALJ during the hearing.

HEARING LOCATION

OAH is authorized to conduct due process hearings by videoconference or telephone. (Cal. Code Regs., tit. 5, § 3082, subd. (g).) Based on state and federal guidance to address safety procedures due to the novel coronavirus, COVID-19, OAH will conduct the due process hearing by videoconference using the Microsoft Teams application. Unless otherwise ordered, participants are required to appear by videoconference using a webcam and Microsoft Teams.

The parties shall immediately notify all potential witnesses of the hearing dates and shall subpoena witnesses, if necessary, to ensure that the witnesses will appear to testify. A party’s failure to notify or subpoena a witness to testify will not be considered good cause to continue the hearing. Instructions for issuing and responding to subpoenas and optional forms for subpoenas can be found on the website at https://www.dgs.ca.gov/OAH/Case-Types/Special- Education/Forms/Subpoenas?search=special%20education%20subpoena.

ISSUES AND PROPOSED RESOLUTIONS

The issues at the due process hearing, and proposed resolutions, as alleged in the complaint and clarified by the parties and the ALJ during the PHC are:

ISSUES

DISTRICT’S ISSUE:

1. Are the multidisciplinary assessments conducted by Riverside Unified

School District in January and February 2020 appropriate such that Parents are not entitled to the independent educational evaluations requested in Student’s complaint at public expense?

STUDENT’S ISSUES:

1. Did Riverside Unified School District deny Student a free appropriate

public education, or FAPE, between the March 2020 school closure until the end of the 2019-2020 school year, including the extended school year by:

A. Failing to implement the services in her February 2020 individualized education program, or IEP, in-person, specifically, i. specialized academic instruction; and ii. speech and language? B. Failing to implement the accommodations in Student's February 2020 IEP in-person? C. Failing to evaluate Student’s need for additional accommodations and offering additional accommodations to ensure Student could receive a FAPE through distance learning?

2. Did Riverside Unified School District deny Student a FAPE during the 2020-

2021 school year by:

A. Failing to implement the services in her operative IEP in-person, specifically, i. specialized academic instruction; and ii. speech and language? B. Failing to implement the accommodations in Student's operative IEP, in-person? C. Failing to evaluate Student’s need for additional accommodations and offering additional accommodations to ensure Student could receive a FAPE through distance learning?

3. Did Riverside Unified School District deny Student a FAPE by failing to

assess Student in all areas of known or suspected disability in developing the April 23. 2021 IEP?

4. Did Riverside Unified School District deny Student a FAPE in the April 23,

2021 IEP by:

A. Failing to offer a program to address Student’s regression as a result of being assigned to distance learning since March 2020;

B. Failing to offer sufficient services, specifically, i. specialized academic instruction; and ii. speech and language services? C. Failing to offer a one-to-one aide;

D. Offering inappropriate goals which could not be achieved through online learning and were not sufficiently ambitious, specifically, the goals in the following eight areas as listed in the complaint:

academic reading, academic writing, academic math, academic motor skill, communication skill - language, communication - expressive language pragmatics, social emotional skill and communication?

PROPOSED RESOLUTIONS

DISTRICT’S PROPOSED RESOLUTIONS:

The resolutions requested by Riverside include a finding that each of its assessments was appropriate and Parents are not entitled to independent educational evaluations requested in Student’s complaint at public expense.

STUDENT’S PROPOSED RESOLUTIONS:

The resolutions requested by Student include a finding that Student was denied a FAPE beginning in March 2020 by failing to provide the required programs, services, and accommodations to allow Student to make progress in a distance learning environment, failing to address Student’s regression. Student also seeks an order requiring Riverside to fully implement Student’s IEP programs and services and provide services which by their nature need to be provided in-person at Student’s home or through a non-public agency. Student also seeks an order requiring Riverside to evaluate Student and provide all necessary accommodations, fund necessary programs and services to address and correct Student’s regression. Student also seeks compensatory education, funding for independent educational assessments in the areas of functional behavior, physical therapy, occupational therapy, and an order requiring Riverside to abide by those recommendations. Students requests an independent applied behavior analysis assessment and individual, clinical and supervision hours. Students requests that Riverside be ordered to develop appropriate goals and baselines, fund transportation for all services with a behavior aide as well as an aide for the entire school day. If there is no in-class instruction, Student seeks tutoring five hours per day for five days a week, as well as additional services in the areas of speech and language, occupational therapy, behavior counseling.

Riverside filed its response to Student’s complaint on November 12, 2021. (M.C.

v. Antelope Valley Unified School Dist. (9th Cir. 2017) 858 F.3d 1189, 1199-1200.)

EXHIBITS

The parties shall upload their exhibits electronically according to the Order Setting Procedures for Filing Exhibits Electronically.

The parties shall serve their exhibits on each other in compliance with Education Code section 56505, subdivision (e)(7). Timely uploading electronic hearing exhibits five business days before the first day of hearing constitutes that party’s timely exchange of evidence on each other in compliance with Education Code section 56505, subdivision (e)(7).

Except for good cause shown, or unless used solely for rebuttal or impeachment, any exhibit not timely exchanged as required by Education Code section 56505, subdivision (e)(7) shall not be admitted into evidence at the hearing unless the ALJ rules that it is admissible.

IDENTIFYING EXHIBITS AND PAGE NUMBERS

Each exhibit must be identified by a letter and number. Student must use the letter S before the number to identify Student’s exhibits. Riverside must use the letter D before the number to identify its exhibits. For example, S-1 means Student’s exhibit 1 and D-1 means Riverside’s exhibit 1. A cover sheet with this identifying letter and number should be the first page of each exhibit. The electronic evidence program will automatically number the exhibits and additional page numbering or bates stamping should not be added.

CONTENT

Each exhibit must consist of one document. Separate documents may not be combined into one exhibit. Emails or letters may be consolidated into one exhibit if they are part of a single chain of messages. Exhibits should be in chronological order.

Parties should include resumes or curriculum vitae for each witness who is expected to testify as an expert.

Riverside’s exhibits must include a copy of the school calendar for each school year in question.

Electronic copies of exhibits filed with OAH shall be filed by 5:00 PM at least five business days before the first day of hearing. Please refer to the General Order OAH issued with the Scheduling Order that contains the Order Setting Procedures for Filing Exhibits Electronically. It includes instructions for how to file exhibits electronically.

Beginning three business days before the hearing, the electronic evidence system will not allow parties to upload exhibits unless permitted by the ALJ during the hearing at the ALJ’s discretion.

WITNESSES

The parties shall serve their list of witnesses on each other in compliance with Education Code section 56505. No party shall be permitted to call any witnesses not timely disclosed except for good cause shown, supported by written declaration under penalty of perjury, and at the discretion of the ALJ.

Parties are responsible for ensuring that all participants are familiar with and follow the Instructions for Joining the Online Due Process Hearing provided with this Order. Participants that have not previously used the MS Teams platform, may also find informative videos available like the one at this link from Microsoft:

https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-4414- 8bb9-ee88e9236ee4.

The parties are responsible for ensuring that witnesses join the virtual hearing room at the designated date and time to testify. Witnesses are required to join the due process hearing by computer and appear by videoconference unless they do not have the necessary computer equipment. If a witness does not have the necessary equipment, the ALJ may permit the witnesses to appear by audio only or by telephone.

“Audio only” means using a computer without webcam. Witness ability to attend the hearing by videoconference will be discussed at the start of the hearing.

The parties are responsible for producing their own witnesses unless otherwise ordered by the ALJ. Parties shall make witnesses under their control reasonably available. The parties must schedule their witnesses to avoid delays in the hearing and to minimize or eliminate the need for calling witnesses out of order. Neither party will be permitted to call any witnesses not timely disclosed except for good cause shown, and at the discretion of the ALJ.

The ALJ has discretion to limit the number of witnesses and the time allowed for witnesses’ testimony. Education Code, section 56505.1, subdivision (h), empowers the ALJ to set a reasonable limit on the length of the hearing after consideration of four factors. The first two factors are the issues to be heard and the complexity of facts to be proven. The second two factors are the ability of the parties or their representatives to present their respective cases and the parties’ estimates of the time needed to present their cases.

MEET AND CONFER

The parties are encouraged to review and shorten their witness and exhibit lists before the hearing. Evidence may be excluded if it is repetitive, cumulative, or insufficiently probative to justify the time it would take to hear.

The parties are ordered to meet and confer no later than December 2, 2021 at noon to discuss scheduling witnesses and how much time each witness will take to testify. The parties shall discuss any issues related to counsel and witnesses appearing by videoconference for hearing and electronically viewing exhibits during the hearing, or subpoenas, if any. The parties should attempt to eliminate duplicate exhibits from their hearing exhibits. The parties shall discuss whether they can produce a written stipulation as to pertinent facts, contentions, resolutions and authenticity and admissibility of documents to shorten the length of time needed for the hearing.

As part of the meet and confer process, Riverside shall inform Student which proposed witnesses are district employees. Riverside shall also identify the witnesses on Student’s list that require a subpoena. Riverside may agree to accept service for witnesses under its control or provide Student with the witness’ most recent contact information.

PARTICIPANT INFORMATION FORM

Both parties have an ongoing obligation to ensure that OAH has current information on the Participant Information Form filed with OAH and shall file an updated Form as necessary. The Participant Information Form is not served upon the opposing party. The ongoing obligation to ensure that the Participant Information Form filed with OAH is current does not change the parties’ statutory obligation to timely disclose their witnesses to the other party(s) at least five business days prior to hearing.

The parties must file an updated Participant Information Form to inform OAH of any changes, additions, or deletions, including the required information no later than 5:00 PM at least two business days before the first day of hearing.

Any contact information provided shall be used for the limited purpose of issuing subpoenas or for contacting the witness(es) for purposes of attending the hearing and shall not be disclosed to any other person(s).

EVIDENCE PRESENTATION

In an administrative proceeding, the burden of proof is ordinarily on the party requesting the hearing. (Schaffer v. Weast (2005) 546 U.S. 49, 62.) In this case each party bears the burden of proof on the issues in their own case. In this consolidated matter, Riverside’s case-in-chief shall be presented first, followed by Student, unless otherwise ordered.

WITNESS LISTS

The parties must provide a joint proposed witness list to the ALJ on the first day of hearing. The list should include the first and last name of the witness, which party(s)

are calling the witness to testify, and include dates and time estimates of each witness’ expected testimony. In the event an agreement cannot be reached, each party shall prepare a separate written list. The parties must have witnesses available in case there is no agreement.

At the beginning of the hearing, the ALJ and the parties will discuss the length of time anticipated for each witness and scheduling issues for individual witnesses. The ALJ will finalize the witness schedule. Parties must be prepared at the end of each day to discuss the witnesses to be presented the next day and the estimated time for the testimony each witness.

SCOPE OF WITNESS EXAMINATION

Each witness will be called to testify only once, except for rebuttal purposes. All parties must examine witness on all issues when the witness is first called. Requiring a witness to appear only once takes priority over the order in which parties present their case in chief.

AUDIO ONLY OR TELEPHONIC TESTIMONY

Whether a witness may appear by audio only or telephone instead of videoconference is a matter within the discretion of the ALJ. (Cal. Code Regs., tit. 5, § 3082, subd. (g).) Any party seeking to present a witness by audio only or telephone shall request permission to do so before the hearing. Any party seeking to present a witness who cannot access exhibits electronically must inform the ALJ at the beginning of the hearing.

ELECTRONIC RECORDINGS

AUDIO RECORDING

A party may request permission to make an audio recording of the hearing.

Permission to make an audio recording is subject to the ALJ’s discretion and based upon certain conditions. The conditions are:

1. the OAH recording is the only official recording;

2. participants shall not use Teams to record the hearing;

3. the parties shall turn their recording device on and off at the same time

that the ALJ is on and off the record to avoid recording conversations while off the record;

4. operation of the party’s recording mechanism will not be allowed to delay

the hearing;

5. a parties’ recording may not be given, provided or played to a witness, or

potential witness; and

6. the recording is subject to the same confidentiality as the due process

hearing;

7. use of the chat function in the videoconference is prohibited and shall not

be part of the official record;

8. participants shall not take screenshots of the videoconference or share or

publish any portion of the videoconference or audio recording.

The parties’ request to audio record the hearing is granted, subject to these conditions.

VIDEO RECORDING

No party, witness or anyone else may make any video recording of any part of the proceedings or stream live through any means.

RECORDINGS AS EXHIBITS

Neither party proposes to introduce all or part of a recording of an individualized education program team meeting. Recordings may not be uploaded electronically without the ALJ’s permission. The ALJ has discretion to admit or exclude evidence in the form of a recording. Any request to submit a recording shall be considered at the time of hearing.

The ALJ may grant or deny the request or grant the request subject to certain conditions. The party offering the recording must establish that all or a part of the recording is relevant. The ALJ may request a transcript of the portion of the recording requested or have the party offering the recording to provide an exact identifiable portion of the recording the party seeks to admit. The identities of any person speaking on the portion of the tape being introduced must be established. An ALJ may allow the opposing party to offer additional portions of a recording to establish the context, or to rebut, the recording.

COMPENSATORY EDUCATION OR REIMBURSEMENT

Any party seeking reimbursement for expenditures shall present admissible evidence of these expenditures, or a stipulation to the amount of the expenditures. A party seeking compensatory education should provide evidence regarding the type, amount, duration, and need for any requested compensatory education. Documents offered as evidence to support a request for reimbursement must be separated by vendor.

MOTIONS

Other than Riverside’s motion to continue the hearing, no prehearing motions are pending or contemplated. Any motion that was not filed three business days before the PHC, shall be supported by a declaration under penalty of perjury establishing good cause why the motion was not timely filed.

STIPULATIONS

Stipulations to pertinent facts, contentions, resolutions and authenticity and admissibility of documents are encouraged. Any proposed stipulation shall be submitted to the assigned ALJ in writing prior to the start of the hearing.

CONDUCT OF COUNSEL AND HEARING ROOM DECORUM

All participants to the videoconference should observe the same decorum as in an in-person due process hearing. Counsel, all parties, and all witnesses must conduct themselves in a professional and courteous manner at all times. Cellular phones, telephones and computer notifications must be shut off or set to silent during the hearing unless the ALJ grants permission otherwise. Counsel, parties, and witnesses should appear from a private location, unless otherwise ordered. Participants should take reasonable efforts to minimize background noise and maintain adequate room lighting. Use of virtual background images are at the discretion of the ALJ. Witnesses are prohibited from reading exhibits, documents, notes, text messages, telephones or computers while testifying, unless permitted to do so by the ALJ. Parties, counsel and witnesses are prohibited from passing notes to, exchanging electronic messages with, or signaling the witness in any way while the witness is testifying.

LANGUAGE INTERPRETERS AND REASONABLE ACCOMMODATIONS

Neither party requested an interpreter or other accommodations. A party or participant in this case, such as a witness, requiring reasonable accommodation to participate in a mediation or hearing may contact OAH at (916) 263-0880, or send an email to OAHADA@dgs.ca.gov as soon as the need is known. The e-mail should have “Request for Accommodation” in the Subject Line. Additional information concerning requests for reasonable accommodation is available on OAH’s website at:

https://www.dgs.ca.gov/OAH/Services/Page-Content/Office-of-Administrative-Hearings- Services-List-Folder/Accommodations-at-OAH.

HEARING OPEN TO THE PUBLIC

The hearing is OPEN to the public. Special Education hearings are closed to the public unless Student requests the hearing to be open to the public.

An ALJ may restrict attendance because of the physical limitations of the hearing facility or take other action to promote due process or the orderly conduct of the hearing. (Cal. Code Regs., Tit. 1, § 1030.) Government Code, section 11425.20 empowers the ALJ to order an open hearing to be closed or make other protective orders to the extent necessary or proper to ensure a fair hearing in the circumstances of the case. Currently, amid COVID-19 concerns, all hearings are being conducted via videoconference without observers present or participating in the videoconference. OAH will provide the hearing recording upon request.

SETTLEMENT

The parties are encouraged to continue working together to reach an agreement before the due process hearing. The parties shall inform OAH in writing immediately if they reach a settlement or otherwise resolve the dispute before the scheduled hearing.

In addition, if a settlement is reached within five days of the scheduled start of the due process hearing, the parties shall also inform OAH of the settlement by telephone at (916) 263-0880. At the same time, the parties should send the signature page of the signed agreement or a letter withdrawing the case to OAH at https://www.applications.dgs.ca.gov/oah/oahsftweb.

If a full and final written settlement agreement is reached after 4:00 PM the day prior to hearing, the parties shall leave a voicemail message regarding the settlement at (916) 274-6035. The parties should also leave contact information such as cellular phone numbers of each party or counsel for each party.

Dates for hearing will not be cancelled until the letter of withdrawal or signature page of the signed agreement has been received and processed by OAH. If an agreement in principle is reached, the parties should plan to attend the scheduled hearing unless different arrangements have been agreed upon by the assigned ALJ. The assigned ALJ will check for messages before the hearing.

If the matter settles subject to board approval, in addition to a signed copy of the signature page of the settlement agreement, the parties shall provide the date of the next board meeting. The hearing dates will not be cancelled without this information.

FAILURE TO COMPLY

The failure to comply with this Order may result in the exclusion of evidence or other sanctions.

ORDER INCLUDES ALL RULINGS

This Order includes all rulings made at the prehearing conference. Any discussion and conversation not referenced in this Order is not binding on the ALJ conducting the hearing and may not be relied upon by the parties. The parties should be aware that, at hearing, the ALJ conducting the hearing has discretion to reconsider any part of this Order.

IT IS SO ORDERED.

Laurie Gorsline Administrative Law Judge Office of Administrative Hearings