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2011-2012 On Site Review Process. Office of Field Services Last Revised 8/15/2011. Overview of On Site Review Materials and Process. Purposes of the On Site Review. - PowerPoint PPT Presentation
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2011-2012On Site Review Process
Office of Field ServicesLast Revised 8/15/2011
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Overview of On Site Review Materials and Process
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Purposes of the On Site Review
Meet Federal compliance requirements for the Michigan Department of Education’s (MDE’s) oversight of programs administered by the Office of Field Services (OFS) and also….
Encourage program coordination and collaboration
Identify program development and improvement needs
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Purposes of the On Site Review
Identify effective Statewide programs and practices
Last but not least….
“Ensure that strategies and activities are implemented to achieve goals established through the Comprehensive Needs Assessment.”
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On Site Review Process
District Selection Risk Factors
Non-compliance with previous OSR reports/findings
Concerns with Consolidated Application
Single Audit Findings Rotation Cycle
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On Site Review Process
District Selection (continued) Other Considerations
Allocation Size Title I Allocation – key determiner Total Allocation in Consolidated
Application Section 31a
Demographic Representation
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On Site Review ProcessDistrict Selection (continued) Other Considerations (continued)
District Request Extenuating Circumstances AYP Data or High Priority School Status Coordination of review schedule with
other MDE Offices Annual Measurable Achievement
Objectives (AMAOs) OFS Consultant Input
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OSR Materials Available on the Website List of Materials District Must Submit to
OFS with Submission Timeline Office of Field Services Consultant Map Purpose Statement Categorical Program Outline Process Checklist Attachment – Sample Compliance Plan
Form District Study Guide – new focus this
year
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OSR Packet Materials
Title I, Part C Self Assessment Checklist Title I, Part D Self Assessment Checklist Title III Self Assessment Checklist McKinney-Vento Homeless Self
Assessment Checklist
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On Site Review Process
Initial Contact with District Lead consultant makes initial
contact with district Pre-visit is scheduled Pre-visit participants identified Formal Letter with OSR details is
sent to the district
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Purpose of the Pre-VisitDistrict: Select OSR District Contact Identify stakeholders:
Superintendent (or designee) Directors or managers of the
programs included in the review Business manager Building principals
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Purpose of the Pre-Visit Identify stakeholders (continued):
Teachers and paraprofessionals or aides funded by any of the programs being reviewed
At least one regular classroom teacher and
Parent(s) of students served by any of the programs included in the review
Provide overview of related OSR process, procedures and documents
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Purpose of the Pre-VisitSchool(s): Establish Preliminary Agenda Identify Stakeholders:
Principals School Improvement Team Representatives Classroom Teacher(s) Parent(s) of students supported by Federal
programs All staff paid with fund sources being
reviewed Provide overview of related OSR process,
procedures and documents
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OSR District Contact Responsibilities
Ensure stakeholder participation in consensus process for respective Study Guides
Finalize the agenda and contact participants
Attend the district and school OSR visits
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On Site Review Process: District and School Level Convene stakeholders for district and
schools Explain the purpose and process of OSR Make copies and distribute all documents
to respective stakeholder groups Allow time for individual reflection and
scoring Reconvene stakeholders to prepare
consensus documents – district and school level
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On Site Review ProcessDistrict: Contact collects district and school-level
documents for submission to MDE/OFS
Submit electronically to the designated MDE/OFS mailbox or mail documents using the required timelines.
Reminder: no documents required for early submission will be accepted for review at the On Site Review
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District’s Responsibilities:EARLY Submission documents
The local District Board Policy on Parental Involvement
District Parent Involvement Policy The Annual Education Report URL website address
for the district and all schools that will be visited The written process describing the alternative
program and services [Office of Civil Rights, 1964 – Lau v. Nichols] for English language learners (ELLs)/limited English proficient (LEP) students. This is required by all districts receiving federal funds.
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District’s Responsibilities:Documents Submitted to MDEDistrict-Level Documentation The written district plan to ensure all
core academic teachers meet the highly qualified requirements
Private School consultation information
A list of staff funded by each program, including FTEs and assignment, organized by school
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District’s Responsibilities:Documents Submitted to MDE
Business Office printout of FTEs and assignment of all personnel funded by Consolidated Application andSection 31a, organized by school
Additional documents as required by Financial Unit, if applicable.
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District’s Responsibilities:Documents Submitted to MDE On Site Review District Study Guide
Include list of participants who generated the District Study Guide
A list of staff (and their positions), who have been identified to attend the On Site Review district meeting
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District’s Responsibilities:Documents Submitted to MDE
School-Level Documentation On Site Review School Study Guide
Include list of participants who generated the School Study Guide
List of staff and their position identified to attend the school or district OSR
List of staff funded by each program, including FTEs and assignment
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District’s Responsibilities:Documents Submitted to MDE
Notification Letter sent to parents of LEP students to inform them of the student’s placement in the district’s LEP/ELL program and the right to decline services
Notification sent to parents informing them of right to request professional qualifications of their student’s teacher or paraprofessional
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District’s Responsibilities:Documents Submitted to MDE
Notification sent to parents if their child was taught by a teacher who is not highly qualified for four or more consecutive weeks (or template letter)
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School Improvement Plans
School Improvement Plans for schools visited will be retrieved from AdvancEd.
All School Improvement Plans for 2011-12 must be submitted in AdvancEd by the due date of September 1.
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On Site Review Day(s) District Meeting
Discuss the consensus District Study Guide
Discuss and review FTEs and related budget and staffing
School Meeting(s) Discuss the consensus School
Study Guide School Walkthrough (optional but
preferred)
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On Site Review Day(s)
Exit Meeting – Oral Report Invite Stakeholders – school
principals, key administrators, key office personnel, district program contacts and others invited by the district
Highlight Observations and Recommendations
Identify Change Required (CR) Items
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District receives written Report in30 business days
District responsibilities following receipt of the On Site Review Report: Share Reports with schools and
stakeholders Respond to CR with a written Compliance
Plan, using the template Submit Plan electronically within 30
business days from receipt of written Report to the designated mailbox
On Site Review Follow -up
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On Site Review Follow-Up
Technical assistance upon request
Compliance Plan approval
Consultant schedules follow-up visit for the next year
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Contact Your Regional Office of Field Services Consultant: Region 1 . . . . . . . . . 517-373-4009 Region 2 . . . . . . . . . 517-373-0161 Region 3 . . . . . . . . . 517-373-6341 Region 4 . . . . . . . . . 517-373-4004 Region 5 . . . . . . . . . 517-373-4212
Questions and Answers
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Contact Your Special Populations or Financial Unit:
Special Populations 517-373-6066
Finance 517-373-2519
Questions and Answers