ORIENTATION MEETING FOR SES PROVIDERS

1. ORIENTATION MEETING FORSES PROVIDERS Palm Beach County Schools June 27, 2011

2. District Contacts for SES • Department of Federal and State Programs -Supplemental Educational Services - Suite C-206 • Terry Pitchford, Manager (561) 629-8559 • Jane Glabman, Resource Teacher (561) 357-7520 FAX (561) 357-7618 • SES Invoices • Kathy Donnelly (561) 434-7464

3. District Contacts for SES (Cont.) • Department of Federal and State Programs • Dr. Marcia Baldanza, Director (561) 357-5949 • Celia Elrod, Assistant Director (561) 434-8446

4. Timeline • July 18-19, 2011 – Cayen SST training at FHESC, Ibis Building • July 21, 2011 - Signed contracts due to District • August 22, 2011 - List of SES School Contacts • August 27-31, 2011 - Provider Fairs • September 23, 2011 (Tentative) - Student rosters provided through the Cayen SST • By October 15, 2011 - Tutoring begins

5. Procedures for Palm Beach County • Provider packets – review contents • Contract • Incentives – • may not be used for recruitment • may be awarded for student performance or attendance and may not exceed $50 per student per year • Provider Fairs – all attendees MUST have a current vendor badge (not a school ID)

6. Procedures (Cont.) • Maximum per student allocation for FY12 is $1251 (preliminary allocation from FDOE) • Fingerprinting and background checks – vendor badges www.palmbeachschools.org/schoolpolice/ Fingerprintingandbadges.asp

7. School Police Webpage

8. VendorInformation

9. SES Tutoring Webpage

10. Web address www.palmbeachschools.org/federalprograms/SESTutoring.asp

11. Real Estate Services – Leases

12. Facility Leasing

13. Web address for Real Estate Services www.palmbeachschools.org/realestate/

14. SES Tutoring • Qualification of students for SES – we have been required to prioritize for the past three years • Aligned to Sunshine State Standards • Must be reliable and in fidelity with the approved state application • Is NOT homework assistance, snack time, mentoring, or pre-testing, post-testing

15. Tutoring (Cont.) • Must begin by October 15, 2011 • Students must have a district-approved SLP prior to the start of tutoring

16. Cayen Systems’ SST • Use of the Supplemental Services Tracker (SST) system is mandatory for all providers • Training and support will be provided by Cayen Systems • All SLPs, progress reports, and invoices will be completed using the Cayen Systems’ SST

17. District Calendar

18. Student Learning Plan (SLP) Development • Assessment may begin upon receipt of the students placed with your agency • Immediately following assessment, an SLP must be completed using the Cayen Systems’ SST and submitted electronically for review • Pre & post test data must be entered into Cayen Systems’ SST (initial and goal percentage of mastery) • Goals must be measurable (SMART)

19. SMART Goals • S – specific, significant • M – measurable, meaningful • A – agreed upon, attainable, acceptable, action-oriented • R – relevant, realistic, reasonable • T – time-based, timely, tangible

20. SMART Goal Examples • After 20 hours of tutoring, Jasmine will increase from 60% to 75% mastery in the use of context cues to determine meaning of unfamiliar words in a third grade passage as measured by the SmartStudent pre and post test. • After 25 hours of tutoring, Pascual will use the order of operations to simplify expressions which include exponents and parentheses with an increase from 25% to 50% accuracy as measured by the MathExpert pre and post assessment.

21. SMART Goal Non-examples • Following tutoring, Darius will be reading on grade level and his grades will improve! • Simone will write narratives to develop real or imagined experiences or events using effective technique, relevant descriptive details, and well-structured event sequences. (Note: Please create Reading, not Writing goals.)

22. SLP Procedures • SLPs must be electronically submitted to the District for review and approval prior to obtaining parent signature • SLPs must align with the program approved in the state application • Tutoring may not begin without an approved SLP

23. SLP Amendments • District-approved SLPs with original parent and provider signatures are required prior to processing the first invoice • Section I-B-4 (page 2) – “Changes in any student’s SLP may be made only … and approved by Board.” Any change in tutoring days, times, subjects or location requires submission of an amended SLP prior to the change

24. Marketing Materials • FDOE has provided language for providers’ marketing materials that will be used as a statewide requirement for all LEAs: • Your child may qualify for free tutoring if your child is eligible for free or reduced-priced meals AND attends an eligible SES school.  If parental requests for free tutoring exceed the amount of funding available, the school district will serve the students with the greatest need. • Neither the Florida Department of Education nor the School District of Palm Beach County promote or endorse any particular supplemental educational services (SES) provider.

25. Marketing Materials (cont.) • Materials must advertise your legal agency name, not your DBA. • Do not use abbreviations or acronyms on your advertising materials • You may not advertise that you will provide more hours of service following the exhaustion of the student’s PPA as that is considered to be an incentive • Do not include statements such as “student is guaranteed to increase one grade in Reading”

26. Marketing Materials (cont.) • All marketing materials must be approved by District staff prior to distribution • Please allow ample time for approval (the contract requires a minimum of two weeks) • Marketing materials may not include information regarding incentives

27. Marketing Example

28. Marketing Non-Example

29. Provider Contract • Please carefully review the contract as many changes have been made • You are required to submit 3 copies of the contract with original signatures (in blue ink); copy it before writing on it • On page 8, you must enter the minimum number of students per site that you agree to serve

30. Provider Contract (cont.) • District must report Provider to FDOE if the Provider withdraws from offering services after submitting a Letter of Intent, signing a contract, and receiving the minimum number entered on page 8 of contract • Upon two such withdrawals, Provider will be ineligible to provide services in the state the following school year

31. Provider Contract (cont.) • Two major changes to the contract follow: • Section III–9: Providers are prohibited from transporting students (page 6)

32. Provider Contract (cont.) • Section III–33: No officer, agent or employee of Provider or Board shall be deemed an officer, agent or employee of the other party. Any employee of the Board who holds a position within the ownership structure of the Provider Company and is listed on… Sunbiz must either divest themselves of their interest in the Provider organization or resign their position with the Board (page 10.)

33. Contract Compliance • Section III-4: Record of Attendance • “…initialed ONLY by the student’s Parent or the student if the Parent is not in attendance…” • the form may NOT be pre-populated by provider • FDOE recommends that each provider maintain a detailed “sign-in/sign-out” log for each tutorial session to document the time of arrival and departure for each student. This log should include student signatures for each tutorial session and may be requested as audit documentation.

34. Record of Attendance (sample)

35. Attendance – Online Providers • Section III-4: Online/Distance Providers must submit log-in timesheets to verify attendance

36. Student Enrollment Compliance • Section III–19: Only the Parents have the right to enroll or apply for enrollment for their children to participate in SES. Provider is prohibited from completing and submitting enrollment forms on behalf of Parents. Board is not required to enroll students submitting pre-populated or questionable forms.

37. Student Enrollment Compliance (cont.) FDOE Compliances: • Providers are prohibited from distributing or filling out enrollment forms or recruiting students • Providers are prohibited from altering the form, distributing to parents, or enrolling students

38. Student Enrollment Compliance (cont.) • Third parties (ex. community or church leaders, youth organizations, after care centers, etc.) may not act on behalf of the provider to duplicate, distribute, complete or submit forms for parents • Source – FDOE Conference Call for SES Providers – August 18, 2010

39. Student Records - FERPA • Section III–20 requires compliance with Family Educational Rights and Privacy Act (FERPA) and Section 1022.22, Florida Statutes • Personally identifiable records or reports of students are confidential and exempt from public records • Providers may not include student names in email communication with district as district emails are public records

40. Student Records - FERPA • All student records shall be kept in a secure location preventing access by unauthorized individuals • Providers may only access student records while student is being served by the provider; once services have ended, no further contact with student or parent is permitted (example: post card marketing, etc.)

41. Code of Ethics • Teachers, tutors, or assistants who are also Board employees are required to be compliant with Board Policy 3.02 (Code of Ethics) • Section III-24 (page 9) – Code of Ethics –Failure by Provider’s teachers, tutors, and assistants to agree and adhere to the EIC Code of Professional Conduct and Business Ethics…may be grounds for immediate termination

42. Additional Compliances • Monitoring – staff members will make unannounced monitoring visits at tutorial sites utilizing the supplied monitoring instrument • Accident Reporting – PBCSD Form 0335 – Section III–10 (page 6) • Child Abuse Reporting – Section III–11 (page 6) 1-800-962-ABUSE • Supervision of students – Section III–13 (pages 6-7)

43. Questions ?