Supplemental Educational Services (SES)

1. Supplemental Educational Services (SES) October 6, 2011 Title I Technical Assistance Session Ken Klau & Erica Adametz

2. Agenda • Timeline of Events • Background Knowledge • Massachusetts’ Conflict of Interest Law • Student Enrollment • Access to School Facilities • Health and Safety • Progress Reporting • Maintaining Relationships • Q & A • Resources • Contact Information Massachusetts Department of Elementary and Secondary Education

3. Timeline of Events Massachusetts Department of Elementary and Secondary Education

4. At this point in time, you should know… • Which schools in the district are required to offer SES • Which providers are approved to serve the district • The number of students that can be served based on the district’s per-pupil amount • How to prioritize eligible students when demand exceeds availability • Who to contact regarding setting up contract/agreements with the district • How the Conflict of Interest Law applies to district and external providers • Who in the district to contact regarding parent outreach • When all FY11 Title I/SES data was submitted to ESE Massachusetts Department of Elementary and Secondary Education

5. Massachusetts’ Conflict of Interest Law (G.L. c. 268A) • As it applies to external providers • External providers cannot hire anyone from a district to work with students from that district • There are no exemptions available at this time to permit full-time teachers in a district to work with external providers approved to serve the district • As it applies to district providers • Separating student enrollment from teacher hiring • Including payment for SES under the teacher’s regular contract • Teachers cannot tutor their own students • Online resources • ESE: http://www.doe.mass.edu/ses/conflict.doc • State Ethics Commission: http://www.mass.gov/ethics • Attorney of the Day at the State Ethics Commission • Telephone: (617) 371-9500 Massachusetts Department of Elementary and Secondary Education

6. Student Enrollment Guidelines • Be mindful of what you need to do in order to amend your grant later in the year to reallocate unspent funds reserved for NCLB School Choice/SES • Partnering with outside groups to help disseminate information • Ensure parents have a genuine opportunity to sign up to receive services (e.g., provider fairs, multiple enrollment windows, etc.) • Ensure fair & equitable access to school facilities for all providers • Document efforts • Understand the PPA and number of available “slots” • (SES Allocation $ Amount) ÷ (Per-pupil $ Amount) = # SES seats available • Ask parents to rank order providers and select subject(s) • Assess demand prior to prioritizing students/subjects • Prioritize students if not all can be served – and communicate this proactively to parents • Obtain meaningful consultation of parents with regards to writing the student learning plan Massachusetts Department of Elementary and Secondary Education

7. Access to School Facilities • Ensure providers are given access to school facilities using a fair, open, and objective process, on the same basis and terms as are available to other groups that seek access to school facilities • Assign on-site providers to schools after demand has been established • Assignments are based on parent demand, not school leader preference • Organization(s) with the highest demand should be given preference • No single organization should be advertised as the sole provider for a particular school • If there is equal demand among multiple providers who seek access to one facility, providers have access on a first-come, first-served basis (based on their longevity with the district) • If demand changes over the years, so should prioritized facility access Massachusetts Department of Elementary and Secondary Education

8. Health and Safety Requirements • Providers must have liability insurance and must furnish a copy of current policy to the district • Providers must ensure all staff are CORI’d (either by becoming an authorized CORI checker or by asking the district to perform a CORI check) • Provider must furnish list of names of everyone who has passed a CORI • District must share information about emergency procedures with providers who use school facilities, especially with provider staff who will be working in schools Massachusetts Department of Elementary and Secondary Education

9. Progress Reporting • Are goals SMART? • Are goals written in a parent-friendly way? • Are goals consistent with student’s individualized services under Section 504? • Are goals consistent with the student’s IEP under Section 614(d) of the IDEA? • What is the timetable for sharing progress reports with parents and relevant district personnel? • At the end of the student’s program, can the student’s progress be summarized in one of the following ways: • Exceeded goals • Met goals • Made progress but did not meet goals • Made no progress toward goals? • Will services be in ELA, math, writing, science, or a combination of subjects? • How will the hours be divided? • Will the student be served individually (22 hours minimum) or in a group (25 hours minimum)? • Who will write the learning plan and set the goals? • The district has overall responsibility, but may delegate this to the provider, if the provider agrees. The district is responsible for approval of all learning plans. • What data will you use to set the goals? • What data should the district share for this purpose? • Are the number and nature of goals appropriate for the number of hours of tutoring the student will receive? Massachusetts Department of Elementary and Secondary Education

10. Maintaining Relationships • Keys to maintaining a good relationship with providers: • Strive for proactive communication • Delegate a single contact person for the district and the provider • Establish a process for dispute resolution Massachusetts Department of Elementary and Secondary Education

11. Q & A • Questions and Best Practices regarding: • Massachusetts’ Conflict of Interest Law • Student Enrollment • Access to School Facilities • Health and Safety • Progress Reporting • Maintaining Relationships Massachusetts Department of Elementary and Secondary Education

12. Resources • List of Schools Required to Provide SES in 2011-12 http://profiles.doe.mass.edu/state_report/ayp2011.aspx?mode=school&orderBy • Find a Provider (State List of Approved Providers) http://www.doe.mass.edu/ses/search.aspx • FY12 (2011-12) SES Per-Pupil Amounts and Provider Hourly Rates http://www.doe.mass.edu/ses/SY11-12ppa.xls • Federal Non-Regulatory Guidance on Supplemental Educational Services http://www.ed.gov/policy/elsec/guid/suppsvcsguid.doc • Technical Assistance Handbook for District Administrators & SES Providers http://www.doe.mass.edu/ses/TAmanual.doc • Supplemental Educational Services (SES) and the Massachusetts Conflict of Interest Law http://www.doe.mass.edu/ses/conflict.doc • Sample Materials (learning plans, contract/agreements, policies) http://www.doe.mass.edu/ses/forms/attachmentc.doc Massachusetts Department of Elementary and Secondary Education

13. Contact Information Massachusetts Department of Elementary and Secondary Education