Coordinating Equitable Services for Private Schools

1. Coordinating Equitable Services for Private Schools Christine T. Miller Red Clay Consolidated School District December 7, 2010 DSU – Martin Luther King Center

2. What did I do to deserve this?

3. Getting Started • Letters of Intent Sent to private schools within the district’s identified attendance zone (Annual process for DE DOE) • Collecting Poverty Data from those schools that request to be a participating school and have district students in attendance (CONFIDENTIAL FAMILY SURVEY) • Meaningful Consultation Meetings - Keeping lines of communication open and ongoing (TWO TYPES) a) All Federal Programs b) Title I Schools with your students (AGENDA/MINUTES/EVALUATION/DECISION MAKING/DETERMINING PROCESS) • Consolidated Grant – Determine reserve and school allocations based on data from the Family Survey.

4. Affirmation of Consultation Criteria Use this to guide Meaningful Consultation Meetings • Signed document due to DE DOE – September 15th • Reflects signatures of all LEA’s working together – Consortium • Agenda Items: Will need to be included for more than one meeting • How the LEA/s will identify needs • What services the LEA/s will offer – What will the program offered look like? • How, where and by whom the LEA/s will provide services (3rd party contractor) • The provisions of the services – RFP/Contract • Assessment strategies and tools • Reserve and allocations calculated each fiscal year in the Consolidated Grant • Per Pupil Allocation • Professional Development • Parent Involvement and Education • Compliant process • Eligibility-Academic • Ranking of students • Monitoring What you do for the public schools you do for the private schools.

5. Referral Process • Identifying the district’s Title I schools • Determining Eligibility – Residency First!! If they don’t live in a Title I feeder, services can not be provided. • Submitting a Student Referral Form 1. Standardized Test Score 2. Academic Grades • Comments • Creating the Master List of Eligible Students for the start of School – This is a fluid list and can be changed as students leave the school, a parent denies services or other reasons that may interfere with receiving services. Must establish a start and end date for services.

6. Reserve and School Allocations • Determining the number of units that can be offered - Reading/Math/Combination-grade K based on your vendor’s per pupil cost from their RFP Based on the data provided by the Confidential Poverty Data forms. • Offer services based on the reserve for the district and individual school allocations. • The district may pool funds for services to students attending schools within the feeder district but may not provide funding to other districts.

7. Student Referral Form • Establish academic criteria during Meaningful Consultation Meetings • Use the Student Referral Form to establish rankings for services • All items on the Student Referral Form need to be completed. 1. Address/phone (Contact Information) 2. Test Scores 3. Grades 4. Feeder – School District 5. Principal’s Signature – To be sure the principal is kept in the loop! 6.LEA signature – Acceptance/Denial of Services

8. Ranking and Approval for Services

9. Parent Permission • Parents must approve services. • First round of invitations – First week of school • Vendor will need to follow-up as letters often are not returned in a timely manner. • As acceptance letters are returned, services are scheduled. • As denials are returned, additional students are added to the list. (Based on the available allocation for each school.)

10. Organizing the Mess • Coordinate with the other LEAs that have students in your schools or where your student attend. • Be consistent with your expectations of the vendor. • Keep copies of everything-Hard copies and electronic documentation • Student portfolio - review during Site Visits • BINDERS – FOR EVERYTHING!!!! (Meetings/Emails/Phone log/Student Referrals/Parent Approvals/denials/Evaluations) • Establish protocols and practices. The LEAs in NCC are still doing that this year! Follow the timeline of the DE DOE Desk Audit Calendar!

11. Monitoring Services/Vendors • Meaningful consultation with private school staff - every eight weeks • Site Visits – Assuring equitable services are provided by vendors (LEA staff) • Consultation with Vendor Supervision • Vendor Supervisor should be making monthly visits to each school. • Complying with contract and criteria of the RFP. • Review student portfolios for documentation. • Monthly updates – how many students are being served

12. Documentation - Student Student Portfolio • Assessments • Student work • Parent communications • Teacher/Tutor communication • Student Referral Form • Signed Parent Acceptance Letter • LEA maintains files at the district office at the end of each school year.

13. Documentation - Compliance • Student Referral Form • Student Eligibility Information • Parent Acceptance Letter • Communications – Vendor, Parent, School Staff, School Administration • Invoices – Very Detailed • Agenda/Minutes – Any document provided at Meaningful Consultation Meetings • Allocations/Reserves • Complaints If you would keep it for a public school student, keep it for the private school student!

14. Invoices The LEA must know what they are paying for each month. Allocation/Reserve Instruction – Students and Staff Professional Development Parent Involvement Administrative Cost The LEA/s must know how the money is being spend each month. Not acceptable: Monthly invoice with just an amount.

15. Parent Involvement Must provide the same opportunities to private schools. • Title I information night(s) • Connecting with PIC of DE and other community resources • Opportunity to purchase supplies/materials/resources (Channing-Bete, Lakeshore) • December 7th and 9th – Parent/Student Title I Events • Private schools are encouraged to make suggestions based on needs of the school/s.

16. Professional Development • Administrators • School Staff • Vendor staff • Allocation is small, so collaboration is essential. • Ask for ideas during Meaningful Consultation Meetings • Use LEA staff!

17. LEA needs to Maintain Control • Include • Discuss • Consult But always, always remember - The LEA/s makes the final decision. • Good Cop – Bad Cop Supplies and Materials – Property of LEA/s • Inventory all supplies • Label all supplies purchased • Order/Purchase • No funds go to the private schools. • LEA is responsible for all orders and payments.

18. DE DOE Resources and Technical Assistance • NCLB Toolkit • DE DOE Title I Annual Calendar • Email Communications – Create a distribution list and use it. • NCLB Advisor • DE DOE Communications and Emails • DE DOE Desk Audit Reports • Quick Guidance from DE DOE • DE DOE Website • US ed Website • US ed Personnel • US ed Audits • National Title I Convention • DE DOE Title I Newsletter – The Messenger • Each other….. LEAs working together to get right!

19. Suggestions/Questions • Work as a consortium. Don’t go it alone!!! • Communicate clearly and regularly. • Always have an agenda and minutes for Meaningful Consultation Meetings. • Keep Documentation!!!! • It is a frustrating process, but there is a light at the end of the tunnel.  Questions????????????????