Brooklyn Borough Hall 209 Joralemon Street, Courtroom – 2nd floor Brooklyn, NY 11201

1. Brooklyn Borough Hall209 Joralemon Street, Courtroom – 2nd floor Brooklyn, NY 11201 March 25, 2011 10:00am – 1:00pm NYC Department of EducationSupplemental Education Services Orientation to the SES Contracting Process

2. Agenda • Overview of NCLB-SES • The SES Process • Doing Business with the DOE • Providing services in DOE schools • Conflict of Interest waiver • Fingerprinting/security clearance • Data systems – NCLB Attendance database and PETS • SES Directory • Contract Application Process

3. Overview of NCLB and SES • SES GOAL: • To increase eligible students’ academic achievement in English Language Arts (ELA), reading and mathematics that the state includes in its Elementary and Secondary Education Act (ESEA). • NCLB was built on four principles: • Accountability for results • More choices for parents • Local control and flexibility • Doing what works

4. Overview of NCLB and SES • Supplemental Educational Services (SES) are defined in the federal No Child Left Behind Act (NCLB). Under this act, the NYC DOE – working with each eligible school – is responsible for notifying parents that their children are eligible for SES from a provider on the state approved list. Also under this act, all Title I Schools in Need of Improvement (SINI) identified by the state for improvement, corrective action or restructuring phase must offer SES. • SINI schools have not made Adequate Yearly Progress (AYP) if: • They have not met state proficiency levels in ELA, math, science and/or high school graduation rates • They have not met standards for all students including English Language Learners (ELL), low-income students and those with disabilities • 95% of their students did not participated in state tests

5. Overview of NCLB and SES • WHO IS ELIGIBLE FOR SES? Students receiving free/reduced-lunch who are enrolled in Title I SINI schools. • WHEN/WHERE IS SES PROVIDED? Before or after school hours on weekdays and on weekends. Schools, in-home, on-line, provider sites and/or other approved locations. • Parents may select ONE provider program from the state approved list of NYC contracted providers.

6. SES Implementation Process • SINI schools are identified by the state • Schools/parents/providers notified of school eligibility by NYC DOE • Parents receive an SES Parent Guide including a notification letter, program information, an enrollment form and provider information at the beginning of the school year. • Other notification includes the DOE website, the provider orientation, provider fairs, PTA events and NYC Public Library postings. (Provider must market tutoring services without interfering with or disrupting school operations.) • DOE contract process begins - with NYS approved providers • Students enrolled – valid enrollments only • Enrollment forms must be completed by parents, providers sign, date and submit forms for processing by the NYC DOE • Only complete, accurate enrollment forms will be processed • Only one application will be accepted per student. This application must identify only one provider and one service type.

7. SES Implementation Process Attendance, certification, payment • Providers manage student enrollment and attendance using the NCLB/SES proprietary database • Providers certify services/attendance rendered in order to receive payment. False certification is deemed a breach of contract. • Only DOE attendance forms will be processed for payment • Monitoring The Office of the Auditor General, NYSED and SES field monitors observe and report on the quality and effectiveness of SES implementation and services as well as adherence to contractual obligations. Information gathered is reported to NYSED. • A violation of any of the provider’s responsibilities referenced in the NYSED or NYC DOE rules and regulations may be grounds for recommendation for removal from the state’s approved list and subject to DOE sanctions.

8. SES Implementation Process • Reporting • Student pre-assessment must be administered for each student at the start of the program and entered into the vendor portal. The results of this assessment must be included in and drive the Student Education Plan (SEP). • Assessments named in the RFQ to NYSED must be used. • Providers must develop individualized SEP within the first 2 sessions. • Attendance and progress reports must be issued on a quarterly basis and shared with parents, schools and the DOE SES office. (This applies to on-site, in-home and on-line providers.) • Providers must submit final program reports to the NYC DOE for inclusion in the DOE’s annual report to NYSED.

9. Providing Services in School Buildings • Providers must receive Principal approval and obtain a “usage” permit. Providers must complete a permit application for each school building in which they will offer SES. The application is presented to the principal and custodian for approval which must be obtain to reserve space and arrange for any labor required for the tutoring activity. • Permit cost is calculated on per hour room usage. There is a minimum permit charge of $50.00. • Any and all permit costs must be paid in full prior to the use of the building. • After permit approval, the principal and provider sign an Engagement Notice. A copy of the signed Engagement Notice must be submitted to the DOE SES Office. Complete information regarding policies, procedures and costs entailed with using school space can be found at: http://schools.nyc.gov/Offices/DFO/PayrollAdministration/AdministrativeSupportPayroll/WebEmployeeSelfService/extusecalc.htm

10. Conflict of Interest Waiver • The Law: NYC Conflict of Interest law prohibits the hiring of any DOE employee by any contracted vendor without a waiver from the Conflict of Interest Board. • Who Can be Hired: The NYC DOE received a blanket waiver permitting the hiring of NYC DOE teachers as instructors, tutors and lead teachers – but NOT as supervisors. (Only the DOE employee’s last active license in PETS is used to vet eligibility.) • Note about Parents: If parents are hired by an SES provider, they may not work in the same school where their children receive SES. Additionally, parents hired may not have direct contact with the parents or staff of the schools in which their children are enrolled or receive SES. • Who Cannot be Hired: Providers may not hire any other NYC DOE employee including, but not limited to principals, assistant principals, parent coordinators, aides, guidance counselors, secretaries, district or regional staff.

11. Fingerprinting/Security Clearance Pursuant to Chancellor’s Regulation C-105 • All staff is required to undergo the NYC DOE’s security background – and must be cleared -- prior to commencing services with direct contact with students or access to confidential student information. • This obligation applies regardless of whether an individual has been fingerprinted by another agency such as the NYC Department of Investigations or by a private security firm. • If a staff member has been fingerprinted by the NYC DOE after July 1, 1990, pursuant to any Agreement with the DOE, the staff member does not have to be reprinted. However, the provider must add the staff member to the Personnel Eligibility Tracking System (PETS) Roster and ensure that the employee is currently cleared to work prior to providing any services or being given access to confidential student information. • Providers have a continuing obligation to send new hires for fingerprinting to the NYC DOE’s Human Resource Division at 65 Court Street and to list them in PETS.

12. Fingerprinting/Security Clearance • Staff includes all provider (and subcontractor) employees, officers, directors, members, partners, agents, tutors, volunteers or consultants who have the following contact at any time during the term of this agreement: • Direct -- including on-line, phone, email or internet -- contact with students • Work in or visit a location where students are present, unless such visitation is incidental and supervised • (iii) Have regular access to student confidential information

13. Fingerprinting/Security Clearance • Personnel Eligibility Tracking System (PETS) • What is PETS: An on-line application managed by the NYC DOE Division of Human Resources that allows vendors to manage rosters of employees that provide services to DOE students. • Once a provider is contracted, they will be given access to PETS in order to enter their staff into the system and review clearance eligibility. • Providers must update and review their rosters continually. • Failure to have all staff members cleared prior to any contact with students or confidential student information, will result in the withholding of payment and/or the termination of contract. • Current NYC DOE teachers must also be entered in PETS and listed as eligible prior tobeginning services.

14. Instructions for PETS • SES Providers must have Internet Explorer 8 to access the DOE’s PETS application. • For returning providers, once new contracts are in place, you must copy your current “Source Contract” PETS roster in to the “Designation Contract” roster.

15. Instructions for PETS

16. Instructions for PETS • All invoicing will be cross referenced to PETS eligibility. • PETS employee IDs can range from 3 – 5 digits.

17. Instructions for PETS • Reporting problems - Please use the technical request form within the PETS application to report issues. Complete the form and submit. • Password Reset and Provider Contract Profiles – contact: jinniss@schools.nyc.gov • Other - For any other PETS issues contact: PETSAdminSupport@schools.nyc.gov

18. Database System Minimum Requirements NYC DOE VENDOR PORTAL: • High speed Internet access • Internet explorer 6.0, 6.0+ (7 is recommended) • Cookie enabled in browser • Client script enabled (java script) in browser • MS Office 2003 and 2007 are compatible • Microsoft Excel and Adobe Acrobat Reader 6.0+ are useful for reading SES documents and information we distribute. • MacBook users - Safari 2.7.1 (or higher) are compatible

19. NCLB/SES Attendance Database The database is used for: • Processing SES enrollments • Creating, housing and tracking Student Education Plans (SEP) • Housing and tracking student progress reports • Validating student enrollment • Recording attendance • Automating vendor payments through invoice generation • Monitoring vendor program costs • Providing reports to the USDOE, NYSED and NYC DOE – including internal and external auditors

20. Contract Application Process: Timeline

21. Contract Application Process Timeline

22. Additional Resources • DOE SES website: http://schools.nyc.gov/RulesPolicies/NCLB/SES/ • DOE DCP website:http://schools.nyc.gov/Offices/DCP/Vendor/NoChildLeftBehind/Default.htm • USDOE website: www.ed.gov • NYSED website: www.emsc.nysed.gov/nyc/SES/SES.html • Vendor portal: https://vendorportal.nycenet.edu/vendorportal/login.aspx • Program support: nclbses@schools.nyc.gov • Cheryl Kaplan: ckaplan3@schools.nyc.gov