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Recruitment & Retention Plans

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  1. Recruitment & Retention Plans New Administrators Training September 26, 2013

  2. Objectives • Explain requirements of the recruitment and retention plans • Discuss the data to use in creating the plans • Provide guidance for • improving or enhancing plans, • common areas of difficulty • Answer your questions Massachusetts Department of Elementary and Secondary Education

  3. Massachusetts Department of Elementary and Secondary Education

  4. Just the facts. • The charter school statute includes a requirement that all charter schools have an R & R plan in in place and that it is updated annually. • Charter schools submit their plan with the annual report. • The school’s annual report should contain a report on the school’s implementation of its previous R & R plan, and also include an updated R & R plan for the upcoming school year. Massachusetts Department of Elementary and Secondary Education

  5. The Law • The 2010 statute states that an application to become a charter school will include: • The statute also requires a R&R plan for all existing schools. (M.G.L. c. 71,§ 89 f; and § 89 i(3)) a student recruitment and retention plan, including deliberate, specific strategies the school will use to ensure the provision of equal educational opportunity as stated in clause (xiv) and to attract, enroll and retain a student population that, when compared to students in similar grades in schools from which the charter school is expected to enroll students, contains a comparable academic and demographic profile (M.G.L. c. 71, §89 e) Massachusetts Department of Elementary and Secondary Education

  6. Intent of the Statute • To have charter schools attract, enroll, and retain a student population that, when compared to students in similar grades in schools located in the sending district(s), contains a comparable academic and demographic profile. • The plans are expected to list deliberate, specific strategies to maximize the number of students who complete all school requirements and prevent students from dropping out. Massachusetts Department of Elementary and Secondary Education

  7. Intent of the Statute • The statute made the R and R plan a renewal factor. The “board (of elementary and secondary education) may impose conditions on the charter school upon renewal if it fails to adhere to and enhance its recruitment and retention plan as required.” (G.L. c.71 §89 (dd)) Massachusetts Department of Elementary and Secondary Education

  8. Intent of the Statute • The plan shall be: • Updated annually • Include annual goals for: • Recruitment activities • Student retention activities • Student retention (See: G.L., c. 71 §89 f) Massachusetts Department of Elementary and Secondary Education

  9. Report on Recruitment Plan Implementation in 2012-13 • Directions: • Using a brief narrative and any necessary data, please report on the implementation of your school’s 2012-2013 (current) recruitment plan. Describe any proposed changes, as necessary, that will be used to enhance the plan for the upcoming school year. • See page 10 in Annual Report Guidelines Massachusetts Department of Elementary and Secondary Education

  10. Template for R & R plan: Recruitment From Annual Report Guidelines (p. 11) Describe the school’s general recruitment activities, i.e. those intended to reach all students. Massachusetts Department of Elementary and Secondary Education

  11. Examples of general recruitment activities • Information meetings held at the school or in other locations such as local preschools or community settings • Flyers distributed through community groups or schools, posted in public places, or mailed • Radio or TV advertisements • Invitations to parent “coffees” where the school can be informally discussed, held in homes of current students or other local settings • Mailings to all families on list provided by the local sending district(s), using third party mailing house Massachusetts Department of Elementary and Secondary Education

  12. Template for R & R plan: Recruitment From Annual Report Guidelines (p. 11) • List the goals and strategies the school will implement during the upcoming school year to attract and enroll specific groups of students in order to promote a student population that reflects the demographics of the school’s sending district(s). • Create specific goals and strategies for each of the following categories. • Do not repeat strategies. • Each group should have its own specific and deliberate strategy. Massachusetts Department of Elementary and Secondary Education

  13. Template for R & R plan: Recruitment • Create goals and strategies for the groups below (unless indicated): • Special education students • Limited English-proficient students • Students eligible for free lunch • Students eligible for reduced price lunch • Students who are sub-proficient (as determined by a previous score of “Needs Improvement” or “Warning/Failing” on the mathematics or English language arts examinations of the MCAS for the previous two years) • Students at risk of dropping out of school (This includes elementary schools.) • Students who have dropped out of school (not elementary schools) • Other subgroups of students who should be targeted to eliminate the achievement gap Massachusetts Department of Elementary and Secondary Education

  14. Template for R &R plan Massachusetts Department of Elementary and Secondary Education

  15. General Tips and Assistance • Goals should be set for recruitment activities, but schools are not expected to set specific numeric goals for numbers of students in each category. • Remember: • Schools are recruiting students for their entering cohort. • Use the template provided in Annual Report Guidelines. • Don’t forget your implementation report regarding the success of last year’s recruitment plan. Massachusetts Department of Elementary and Secondary Education

  16. Comparative Demographic Data • Think of it as a diagnostic tool. • It is up to the school to look at the data and determine areas in which the school needs to increase recruitment and retention of certain populations to reach comparable levels as schools in its districts. • Use only ESE data (available in Edwin Analytics, or “School/District profiles”). Massachusetts Department of Elementary and Secondary Education

  17. CS301: First of two ways to access your data: • CS301: Summary of Steps: • 1. Login to the Security Portal at https://gateway.ejladu.state.ma.us/ • 2. Click on  Edwin Analytics • 3. Click on the District or School tab Massachusetts Department of Elementary and Secondary Education

  18. Accessing CS301 (continued) • 4. Click on the Enrollment & Indicators tab (blue menu strip) • 5. Click on Charter School Demographic Comparison (CS301) (found at top of list) Massachusetts Department of Elementary and Secondary Education

  19. Accessing CS301 (continued) 1. 2. 1. Find school name Click on: 2. Reprompt 3. Select all 4. Finish 4. 3. Massachusetts Department of Elementary and Secondary Education

  20. Comparative Demographic Data • Administrators use an Edwin Analytics report designed to provide the demographic comparisons for this purpose • Report name: CS301: Charter School Demographics • Enrollment rates for four subgroups are given in this report: LEP, Students with disabilities, Free lunch, and Reduced price lunch Massachusetts Department of Elementary and Secondary Education

  21. Comparison Demographic Data continued…. • The list of schools your charter is compared with is part of the CS301 report • The appropriate comparison schools are those in the sending district(s) where your students live, which also serve one or more grade levels overlapping with grade levels in your school. • Support for how to access the CS301 report is available from the charter school office Massachusetts Department of Elementary and Secondary Education

  22. Comparative Demographic Data Comparison school list: see second page of report: click on Page Down) Massachusetts Department of Elementary and Secondary Education

  23. Sample page 2 of CS301: Massachusetts Department of Elementary and Secondary Education

  24. Accessing Demographic data on DESE website: School Profiles Click on School/District Profiles, Quick statewide Reports, Then Student Indicators Massachusetts Department of Elementary and Secondary Education

  25. Data Terms • Quartile: In a distribution of a set of values, (e.g. percentage of students in a subgroup for many schools), the values that divide the set into four groups of equal size. Four quartiles together equals one whole distribution. • Comparison First Quartile: The value among all those found among the comparison schools where 75% of the schools have a greater percentage, and 25% have a similar or smaller percentage of students than the stated first quartile percentage for that student subgroup. • The Percentage of Total represents the percentage of the total number of students in a given category in all comparison schools combined. Massachusetts Department of Elementary and Secondary Education

  26. Data Terms continued • Comparison Minimum refers to the lowest percentage of students in a given category found among the comparison schools (the low end of the range of percentages) • Comparison Median refers to the middle percentage value of students in a given category among the comparison schools (50% or halfway point in the distribution). • Comparison Maximum refers to the highest percentage of students in a given category among the comparison schools Massachusetts Department of Elementary and Secondary Education

  27. Example: LEP data • Comparison First Quartile refers to the cut point in the distribution separating the schools with the lowest quarter or 25% from the highest 75% of students in a given category—among the 11 comparison schools). Massachusetts Department of Elementary and Secondary Education

  28. Some examples of recruitment ideas • Special education students: • Parent Advisory Council • Use of approved mail house • SPED-PACS at feeder schools • Non-profit contacts • LEP students: • Flyers in other languages • Immigrant advocacy groups • Newspaper, radio or TV ads in the target language Massachusetts Department of Elementary and Secondary Education

  29. Some examples of recruitment ideas • Students eligible for free/reduce lunch • Distribute flyers at food banks • Distribute flyers at homeless shelters • Collaborate with social service agencies • Students who are sub-proficient • Contact tutoring agencies • Distribute flyers that highlight remedial strategies • Recruit students at each entry level Massachusetts Department of Elementary and Secondary Education

  30. Some examples of recruitment ideas • Students at risk for dropping out of school • Distribute flyers at GED programs • Distribute flyers alternative schools • Distribute flyers drop out youth centers • Connect with local homeless shelters, probation officers • Students who have dropped out of school • Collaborate with job corps programs Massachusetts Department of Elementary and Secondary Education

  31. Report on Retention Plan Implementation in 2012-13 From Annual Report Guidelines (p. 10) • Using a brief narrative and any necessary data, please report on the implementation of your school’s 2012-2013 (current) retention plan. Describe any proposed changes, as necessary, that will be used to enhance the plan for the upcoming school year. • Consider: Did our numbers change? What worked? What didn’t? Massachusetts Department of Elementary and Secondary Education

  32. Retention Plan Template From Annual Report Guidelines (p. 12) Massachusetts Department of Elementary and Secondary Education

  33. Retention Plan Template: • Your goal should be: • based on your attrition data. • Quantitative—what percentage of the students will the school retain (keep from leaving or dropping out)? • Attrition data is located here: http://profiles.doe.mass.edu/state_report/attrition.aspx Massachusetts Department of Elementary and Secondary Education

  34. Attrition data is located here:http://profiles.doe.mass.edu/state_report/attrition.aspx “Attrition Rates” Massachusetts Department of Elementary and Secondary Education

  35. Your Current Rate of Retention • Retention refers to the percentage of enrolled students who RETURN to your school to re-enroll in the fall (June to Oct) • Retention = 100 minus rate of attrition • Stability = percentage of students enrolled in the fall who are still enrolled at the end of the school year (Oct to June) Massachusetts Department of Elementary and Secondary Education

  36. Retention Plan Template: From Annual Report Guidelines (p. 12) • Identify the retention goals and strategies the school will implement during the upcoming school year to maximize the number of students who successfully complete all school requirements and to prevent students from dropping out. • The retention plan may include activities that address the needs of all students in the school, but must be designed to impact the target groups identified above. Massachusetts Department of Elementary and Secondary Education

  37. Retention Plan Template Massachusetts Department of Elementary and Secondary Education

  38. Some examples of retention activities Massachusetts Department of Elementary and Secondary Education

  39. Five Golden Rules of R & R Plans Rule 1: Read the directions in the Annual Report Guidelines, and follow the template for creating or revision of your R & R plan. • The template was changed for the 2013-14 annual report, so that last year’s R & R plan is no longer in the requested format. • The template has been simplified to make it quicker and easier to complete Massachusetts Department of Elementary and Secondary Education

  40. Five Golden Rules of R & R Plans Rule 2: If your school’s rate of enrollment is too low for one or more subgroups in R & R plan, you need to enhance or improve your recruitment strategies. • Your goal: Serve at least an equal or greater percentage than the first quartile in each subgroup. Massachusetts Department of Elementary and Secondary Education

  41. Five Golden Rules of R & R Plans Rule 3: Get to know the communities of your local sending district(s). • Research the statistics and trends regarding the targeted subgroup(s) in the sending district(s). • What data is available to describe targeted subgroups? • Is this group growing in size or shrinking? • For language groups: Do they live in the same area(s) as previously, or are their neighborhoods changing? • What is the history of subgroups here? Are services for their needs well developed in the community? Massachusetts Department of Elementary and Secondary Education

  42. Five Golden Rules of R & R Plans Rule 4: Be thoughtful and strategic in identifying new possibilities for recruitment links and tools. • Challenge staff and other stakeholders to put out their “antennae” on behalf of the school. • For ELLs, low income families, students with disabilities, at risk groups: What are the community organizations that serve this group? What are the places/neighborhoods where they can be found? What newsletters, newspapers, bulletin boards or other communication vehicles exist to reach this group? Massachusetts Department of Elementary and Secondary Education

  43. Five Golden Rules of R & R Plans Rule 5: Be creative. Consider alternative methods of recruitment and retention not used previously. • Not just more flyers or ads, but face to face interactions. • Celebrate your successes! Use testimonials from the students in that subgroup who already attend your school as recruitment material • Reach out to a new community connection and dialogue with them. Massachusetts Department of Elementary and Secondary Education

  44. Think-Pair-Share • Established charter schools: Which demographic groups are not well represented in your school, even if they exist in the sending district(s)? • New schools as of SY ‘13-’14: • Can you predict which subgroups will be more difficult to recruit and retain? (LEP? SPED? Free/reduced price lunch?) • ALL: How can your staff, board members, parents and community connections help you to serve more comparable numbers of students in one or more of the target subgroups? Massachusetts Department of Elementary and Secondary Education

  45. Questions • Ellie Rounds, 781-338-3212 • Jane Haltiwanger, 781-338-3229 Don’t forget to register for the Access, Equity, and Excellence Charter Leader meeting on October 30th! Massachusetts Department of Elementary and Secondary Education