2011-2012 On Site Review Process

1. 2011-2012On Site Review Process Office of Field Services Last Revised 8/15/2011

2. Overview of On Site Review Materials and Process

3. Purposes of the On Site Review • Meet Federal compliance requirements for the Michigan Department of Education’s (MDE’s) oversight of programs administered by the Office of Field Services (OFS) and also…. • Encourage program coordination and collaboration • Identify program development and improvement needs

4. Purposes of the On Site Review • Identify effective Statewide programs and practices Last but not least…. • “Ensure that strategies and activities are implemented to achieve goals established through the Comprehensive Needs Assessment.”

5. On Site Review Process District Selection • Risk Factors • Non-compliance with previous OSR reports/findings • Concerns with Consolidated Application • Single Audit Findings • Rotation Cycle

6. On Site Review Process District Selection (continued) • Other Considerations • Allocation Size • Title I Allocation – key determiner • Total Allocation in Consolidated Application • Section 31a • Demographic Representation

7. On Site Review Process District Selection (continued) • Other Considerations (continued) • District Request • Extenuating Circumstances • AYP Data or High Priority School Status • Coordination of review schedule with other MDE Offices • Annual Measurable Achievement Objectives (AMAOs) • OFS Consultant Input

8. OSR Materials Available on the Website • List of Materials District Must Submit to OFS with Submission Timeline • Office of Field Services Consultant Map • Purpose Statement • Categorical Program Outline • Process Checklist • Attachment – Sample Compliance Plan Form • District Study Guide – new focus this year

9. OSR Packet Materials • Title I, Part C Self Assessment Checklist • Title I, Part D Self Assessment Checklist • Title III Self Assessment Checklist • McKinney-Vento Homeless Self Assessment Checklist

10. On Site Review Process • Initial Contact with District • Lead consultant makes initial contact with district • Pre-visit is scheduled • Pre-visit participants identified • Formal Letter with OSR details is sent to the district

11. Purpose of the Pre-Visit District: • Select OSR District Contact • Identify stakeholders: • Superintendent (or designee) • Directors or managers of the programs included in the review • Business manager • Building principals

12. Purpose of the Pre-Visit • Identify stakeholders (continued): • Teachers and paraprofessionals or aides funded by any of the programs being reviewed • At least one regular classroom teacher and • Parent(s) of students served by any of the programs included in the review • Provide overview of related OSR process, procedures and documents

13. Purpose of the Pre-Visit School(s): • Establish Preliminary Agenda • Identify Stakeholders: • Principals • School Improvement Team Representatives • Classroom Teacher(s) • Parent(s) of students supported by Federal programs • All staff paid with fund sources being reviewed • Provide overview of related OSR process, procedures and documents

14. OSR District Contact Responsibilities • Ensure stakeholder participation in consensus process for respective Study Guides • Finalize the agenda and contact participants • Attend the district and school OSR visits

15. On Site Review Process: District and School Level • Convene stakeholders for district and schools • Explain the purpose and process of OSR • Make copies and distribute all documents to respective stakeholder groups • Allow time for individual reflection and scoring • Reconvene stakeholders to prepare consensus documents – district and school level

16. On Site Review Process District: • Contact collects district and school-level documents for submission to MDE/OFS • Submit electronically to the designated MDE/OFS mailbox or mail documents using the required timelines. • Reminder: no documents required for early submission will be accepted for review at the On Site Review

17. District’s Responsibilities:EARLY Submission documents • The local District Board Policy on Parental Involvement • District Parent Involvement Policy • The Annual Education Report URL website address for the district and all schools that will be visited • The written process describing the alternative program and services [Office of Civil Rights, 1964 – Lau v. Nichols] for English language learners (ELLs)/limited English proficient (LEP) students. This is required by all districts receiving federal funds.

18. District’s Responsibilities:Documents Submitted to MDE District-Level Documentation • The written district plan to ensure all core academic teachers meet the highly qualified requirements • Private School consultation information • A list of staff funded by each program, including FTEs and assignment, organized by school

19. District’s Responsibilities:Documents Submitted to MDE • Business Office printout of FTEs and assignment of all personnel funded by Consolidated Application andSection 31a, organized by school • Additional documents as required by Financial Unit, if applicable.

20. District’s Responsibilities:Documents Submitted to MDE • On Site Review District Study Guide • Include list of participants who generated the District Study Guide • A list of staff (and their positions), who have been identified to attend the On Site Review district meeting

21. District’s Responsibilities:Documents Submitted to MDE School-Level Documentation • On Site Review School Study Guide • Include list of participants who generated the School Study Guide • List of staff and their position identified to attend the school or district OSR • List of staff funded by each program, including FTEs and assignment

22. District’s Responsibilities:Documents Submitted to MDE • Notification Letter sent to parents of LEP students to inform them of the student’s placement in the district’s LEP/ELL program and the right to decline services • Notification sent to parents informing them of right to request professional qualifications of their student’s teacher or paraprofessional

23. District’s Responsibilities:Documents Submitted to MDE • Notification sent to parents if their child was taught by a teacher who is not highly qualified for four or more consecutive weeks (or template letter)

24. School Improvement Plans • School Improvement Plans for schools visited will be retrieved from AdvancEd. • All School Improvement Plans for 2011-12 must be submitted in AdvancEd by the due date of September 1.

25. On Site Review Day(s) • District Meeting • Discuss the consensus District Study Guide • Discuss and review FTEs and related budget and staffing • School Meeting(s) • Discuss the consensus SchoolStudy Guide • School Walkthrough (optional but preferred)

26. On Site Review Day(s) • Exit Meeting – Oral Report • Invite Stakeholders – school principals, key administrators, key office personnel, district program contacts and others invited by the district • Highlight Observations and Recommendations • Identify Change Required (CR) Items

27. On Site Review Follow -up • 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 with a written Compliance Plan, using the template • Submit Plan electronically within 30 business days from receipt of written Report to the designated mailbox

28. On Site Review Follow-Up • Technical assistance upon request • Compliance Plan approval • Consultant schedules follow-up visit for the next year

29. Questions and Answers Contact Your Regional Office of Field Services 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

30. Questions and Answers Contact Your Special Populations or Financial Unit: • Special Populations • 517-373-6066 • Finance • 517-373-2519