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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.

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2011 2012 on site review process

2011-2012On Site Review Process

Office of Field Services

Last Revised 8/15/2011



Purposes of the on site review
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


Purposes of the on site review1
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.”


On site review process
On Site Review Process

District Selection

  • Risk Factors

    • Non-compliance with previous OSR reports/findings

    • Concerns with Consolidated Application

    • Single Audit Findings

    • Rotation Cycle


On site review process1
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


On site review process2
On Site Review Process

District 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


Osr materials available on the website
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


Osr packet materials
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


On site review process3
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


Purpose of the pre visit
Purpose of the Pre-Visit

District:

  • Select OSR District Contact

  • Identify stakeholders:

    • Superintendent (or designee)

    • Directors or managers of the programs included in the review

    • Business manager

    • Building principals


Purpose of the pre visit1
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


Purpose of the pre visit2
Purpose of the Pre-Visit

School(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


Osr district contact responsibilities
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


On site review process district and school level
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


On site review process4
On Site Review Process

District:

  • 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


District s responsibilities early submission documents
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.


District s responsibilities documents submitted to mde
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

  • A list of staff funded by each program, including FTEs and assignment, organized by school


District s responsibilities documents submitted to mde1
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.


District s responsibilities documents submitted to mde2
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


District s responsibilities documents submitted to mde3
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


District s responsibilities documents submitted to mde4
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


District s responsibilities documents submitted to mde5
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)


School improvement plans
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.


On site review day s
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 SchoolStudy Guide

    • School Walkthrough (optional but preferred)


On site review day s1
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


On site review follow up
On Site Review Follow -up

  • 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 up1
On Site Review Follow-Up

  • Technical assistance upon request

  • Compliance Plan approval

  • Consultant schedules follow-up visit for the next year


Questions and Answers

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

Contact Your Special Populations or Financial Unit:

  • Special Populations

  • 517-373-6066

  • Finance

  • 517-373-2519


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