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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
slide29

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
slide30

Questions and Answers

Contact Your Special Populations or Financial Unit:

  • Special Populations
  • 517-373-6066
  • Finance
  • 517-373-2519
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