2008-09 On Site Review Process

1. 2008-09On Site Review Process

2. Overview of On Site Review Materials and Process

3. Purpose of the On-Site Review • Meet Federal requirements for programs administered by the Office of School Improvement (OSI) • Encourage program coordination • Identify program improvement needs • Identify effective statewide programs & practices

4. On Site Review Process District Selection • District request • Regular review cycle • Districts identified for extenuating circumstances • Adequate Yearly Progress data • MEAP data and district summary reports • OSI information from visits, application, or financial reviews • OSI consultant input • Geographic distribution

5. OSR Purpose Statement OSR Categorical Program Outline OSR Process Overview OSR Process Checklist District Study Guide (SG) District Study Guide Explanation District Level Program SG District Level Program SG Explanation School SG School SG Explanation OSR NCLB Glossary Sample Compliance Form Materials District Must Submit to OSI Materials

6. On Site Review Process • Initial Contact with District • District notified 3 months prior to OSR • Pre-visit is scheduled • Pre-visit participants identified • Formal letter sent

7. 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

8. 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

9. OSR District Contact Responsibilities • Participate in consensus process for respective study guides • Present at the OSR • District - time needed determined at pre-visit • School - present for entire discussion of OSR consensus study guide (approximately 3 hours)

10. 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

11. On Site Review Process District: • Contact collects district and school level documents for submission to MDE • Mail, or submit electronically, documents to MDE no later than 3 weeks prior to On Site Review MDE: • Prepare and review internal and external documents

12. District’s Responsibilities:Documents Submitted to MDE • District Plan for Highly Qualified • McKinney-Vento • Homeless Liaison • Homeless Dispute Resolution Process • Local District Board Policy on Homeless • Title I Set Aside Formula • Private School Consultation Information • OSR Stakeholders & Positions by School

13. District’s Responsibilities:Documents Submitted to MDE • District Study Guide (SG) • School SG • District Level Program SG • District Improvement Plan including Professional Development Plan • List of Stakeholders who completed the SGs • School Improvement Plans for selected schools • Annual Report for district and selected schools

14. District’s Responsibilities:Documents Submitted to MDE • Business office printout of FTEs and assignment of all personnel funded by Consolidated Application, Section 31a, and Section 41 grants organized by school • Board Policy on parent involvement • Title III plan • Notification sent to parents of Limited English Proficient (LEP) students to inform them of the district’s LEP program and right to decline services

15. 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 • Notification sent to parents if their child was taught by a teacher who is not highly qualified for four or more consecutive weeks • Two year Improvement Plan for schools in Phase 1 or 2

16. MDE Internal Documents: District Study Guide Review • Appendix A - Highly Qualified Teachers/ Paraprofessionals • Appendix B - School(s) Identified for Improvement • Appendix C - Parent Involvement • Appendix D - Homeless Provision • Appendix E - Publicly Disseminated Annual Report Card • Appendix F - Private Schools

17. On Site Review Day(s) • District Meeting(s) • Discuss District Study Guide (SG) • Discuss District Level Program SG • School Meeting(s) • Discuss the consensus schoollevel SG • School walkthrough (optional)

18. 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 changes required (CR) • Share report timeline

19. 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 • Technical assistance upon request

20. On Site Review Follow Up • Plan Approval • Consultant schedules a follow up visit the next year

21. Questions and Answers • Contact your regional Office of School Improvement 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