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3
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, if any, 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 budget items in the Consolidated Application link to the needs, goals, strategies and activities in the District Improvement Plan (DIP) or Single Building District Improvement Plan (SBDIP), which are based on an analysis of a 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 Demographic Representation
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On Site Review ProcessDistrict Selection (continued) Other Considerations (continued)
District Request Extenuating Circumstances Focus/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
Purpose Statement Description of Categorical Programs ESEA Glossary Follow-up Survey Form Materials District Must Submit to OFS District Study Guide/School Study Guide District and School Study Guides
w/Explanations
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On Site Review Process
Initial Contact with District
OFS makes initial contact with district
Formal Letter with OSR details is sent to the district
Pre-On Site Review Meeting is scheduled
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On Site Review Process District: Select OSR District Contact Identify stakeholders:
Superintendent (or designee) Directors or managers of the programs included
in the review Business manager Authorizers, Education Service Providers and
others as requested Building principals
Provide overview of related OSR process, procedures and documents
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On Site Review ProcessSchool(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 funding 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
Who will 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 OFS at [email protected]
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
The Annual Education Report URL website address for the district and all schools that will be visited
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District’s Responsibilities:Documents Submitted to MDE
District-Level Documentation The written district plan to ensure all
core academic teachers meet the highly qualified requirements
Private school consultation information
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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, organized by school
Additional documents as required by Financial Unit or others, if applicable.
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District’s Responsibilities:Documents Submitted to MDE
Completed 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 Completed 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 2014-15 should have been 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) Review of mischooldata.org
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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 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
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 for the next year