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2009-10 On Site Review Process. Office of Field Services. Overview of On Site Review Materials and Process. Purpose of the On Site Review. Meet Federal requirements for MDE’s oversight of programs administered by the Office of Field Services (OFS)

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2009 10 on site review process

2009-10On Site Review Process

Office of Field Services

purpose of the on site review
Purpose of the On Site Review
  • Meet Federal requirements for MDE’s oversight of programs administered by the Office of Field Services (OFS)
  • Encourage program coordination and collaboration
  • Identify program development and improvement needs
  • Identify effective Statewide programs and practices
purpose of the on site review1
Purpose of the On Site Review

In addition, in Michigan…

“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
    • OFS Consultant Input
materials
Materials

Materials District Must Submit to OFS

Office of Field Services Consultant Map

Purpose Statement

Categorical Program Outline

Process Checklist

Attachment – Sample Compliance Plan Form

District Study Guide

District Study Guide Explanation

School Study Guide

School Study Guide Explanation

Attachment A – Schoolwide Rubric

Attachment B – Targeted Assistance Rubric

NCLB Glossary

Follow-Up Survey Form

on site review process3
On Site Review Process
  • Initial Contact with District
    • District notified by a Pre-Visit Letter in September of the year of OSR
    • Pre-visit is scheduled
    • Pre-visit participants identified
    • Formal Announcing Visit Letter sent
purpose of the pre visit
Purpose of the Pre-Visit

District:

  • Establish Preliminary Agenda
  • Select OSR District Contact
  • Identify stakeholders:
    • Principals
    • Program Directors, Central Office Representatives, Management Company
    • Authorizers and Superintendents, if applicable
  • Provide overview of related OSR process, procedures and documents
purpose of the pre visit1
Purpose of the Pre-Visit

School(s):

  • Establish Preliminary Agenda
  • Identify Stakeholders:
    • Principals
    • School Improvement Team Representatives
    • Classroom Teacher(s)
    • Parent(s) of Title I Student(s)
    • 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
  • Participate in consensus process for respective Study Guides
  • 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
  • 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 or mail documents to MDE/OFS no later than 3 weeks prior to On Site Review

MDE/OFS:

  • Prepare and review internal and external documents
district s responsibilities documents submitted to mde
District’s Responsibilities:Documents Submitted to MDE
  • The District Improvement Plan, plus district Professional Development Plan (if this is a separate document)
  • The local District Board Policy on Parental Involvement
  • The written district plan to ensure all core academic teachers meet the highly qualified requirements
district s responsibilities documents submitted to mde1
District’s Responsibilities:Documents Submitted to MDE
  • McKinney-Vento
    • Homeless Liaison
    • Homeless Dispute Resolution Process
    • Title I Set Aside Formula
    • Local District Board Policy on Homeless
  • On Site Review District Study Guide
    • Include list of participants who generated the District Study Guide
district s responsibilities documents submitted to mde2
District’s Responsibilities:Documents Submitted to MDE
  • Private School consultation information
  • A list of staff funded by each program, including FTEs and assignment, organized by school
  • Business Office printout of FTEs and assignment of all personnel funded by Consolidated Application andSection 31a, organized by school
district s responsibilities documents submitted to mde3
District’s Responsibilities:Documents Submitted to MDE
  • Annual Education Report
    • District
    • All schools identified for review
  • Title III Plan
  • Limited English Proficient notification letter to parents
district s responsibilities documents submitted to mde4
District’s Responsibilities:Documents Submitted to MDE
  • On Site Review School Study Guide
    • Include list of participants who generated the School Study Guide
  • School Improvement Plans for all schools indentified for review
  • List of staff and their position identified to attend the school or district OSR
district s responsibilities documents submitted to mde5
District’s Responsibilities:Documents Submitted to MDE
  • Additional Documents for Title I Schools:
    • School level Parent Involvement Policy
    • School-Parent Compact
    • 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 mde6
District’s Responsibilities:Documents Submitted to MDE
  • Additional documents for Title I schools,continued
    • Notification sent to parents if their child was taught for four or more consecutive weeks by a teacher who was not highly qualified
    • Two Year Improvement Plan for Schools Identified for Improvement
osr district contact responsibilities1
OSR District Contact Responsibilities

Remember – New Procedure!!!

  • Ensure early submission of the following documents for prior approval:
    • Targeted Assistance Plans
    • Schoolwide Plans
    • Annual Education Report
    • District Parental Involvement Policy
on site review day s
On Site Review Day(s)
  • District Meeting
    • Discuss the consensus District Study Guide
  • School Meeting(s)
    • Discuss the consensus SchoolStudy Guide
    • School Walkthrough (optional)
on site review day s1
On Site Review Day(s)
  • Exit Meeting
    • Invite Stakeholders – school principals, key administrators, key office personnel, district program contacts and others invited by the district
    • Highlight Observations and Recommendations
    • Identify Change Requireds (CR)
on site review report
On Site Review Report
  • 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 in a Compliance Plan
    • Submit Plan within 30 business days from receipt of written Report
on site review follow up
On Site Review Follow-Up
  • Technical assistance upon request
  • Compliance Plan approval
  • Consultant schedules follow-up visit for the next year
slide27

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
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