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131 Livingston Street Conference Room 610 July 9, 2008

131 Livingston Street Conference Room 610 July 9, 2008. NYC Department of Education Supplemental Education Services End of Year Provider Conference 2007-2008. Topics of Discussion. Update on SES 2007-08 Update on the Contract Application Process Results of Monitoring Report

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131 Livingston Street Conference Room 610 July 9, 2008

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  1. 131 Livingston Street Conference Room 610 July 9, 2008 NYC Department of EducationSupplemental Education Services End of YearProvider Conference2007-2008

  2. Topics of Discussion • Update on SES 2007-08 • Update on the Contract Application Process • Results of Monitoring Report • End of Year Report • End of Year Reconciliation Process • Certification and Final Payments • Incentives Policy • New NCLB SES Database and System • SES 2008-09

  3. Update on SES 2007-08 • APPROXIMATELY • 205,000 eligible students • 80,000 enrolled students • 67,000 students served • 63 providers enrolled students

  4. Update on the Contract Application Process • Change in PPA • Amendment to Contracts

  5. Results of Monitoring Process • 234 provider programs visited (at 175 schools) • 30 providers observed • Findings will be mailed shortly. • Monitoring results will be shared with the NYSED as part of end of year report • Monitoring will continue in 2008-09

  6. End of Year Report • Pursuant to the Regulations of the NYS Commissioner of Education, LEAs must annually submit a monitoring report to the NYSED for each provider it contracts with to provide SES. The Regulations further provide that a copy of a report prepared annually by each SES provider and submitted to the LEA, be attached to the LEA's monitoring report submitted to the Department (see 8 NYCRR §120.4(f)). TO BE COMPLETED BY ALL PROVIDERS: • Part C • Questions 1-5 • Questions 6-19 • Complaint Form • “Unsuccessful” Explanation Form • Part D • Provider Assurance Form

  7. End of Year Report – Part C DOE: Student Counts provided by NCLB/SES Database as of 6/30/08 P: Number of complaints, fill out “Complaint Form” which describes nature/resolution of complaints P: “S”,”U”, or “NA” if you successfully served students with different needs P: “S” or “U” to indicate if met expectations, fill out “Unsuccessful Explanation Form” to explain why you did not meet expectation

  8. End of Year Report • PART C TEMPLATE DATA 08-09.xls

  9. End of Year Report – Part D • Providers will attest that they have met the expectations as outlined in their contract with SED and NYCDOE • Provider Assurance Form (Part D of the End of Year Report) will be sent out to providers and must be signed in BLUE ink only and the hard-copy returned to DOE by mail at the below address: • Kathleen Lawrence • NYC Department of Education • Division of Financial Operations • NCLB/SES Implementation • 65 Court Street, Room 1001 • Brooklyn, NY 11201

  10. Sample of PART D

  11. End of Year Reconciliation Process • Final certification ends July 21 • Rejected entries to be corrected and resubmitted by July 24 • File will be processed by July 31 • This will be your final chance to correct 2007-08 attendance

  12. Certification and Final Payments • Last formal certification period: July 14, 2008 – July 21, 2008 • ALL ATTENDANCE MUST BE CERTIFIED AT THIS TIME. THE SYSTEM WILL BE SHUT DOWN AT 12:01AM July 22. • Final payment will be contingent on satisfactory submission of data for annual report, any outstanding documents: signed assurances, copies of student plans and/or attendance/progress reports, and where applicable, payment of all outstanding fingerprinting fees • Payment will be withheld until all required documents have been submitted

  13. Reminders • For 2008-09, organization chart with names and positions of SES employees should be submitted to our office. • PETS Process All personnel associated with SES are subject to background checks and fingerprinting • All attendance must be entered/submitted on monthly basis to NCLB prior to certification • Signed copies of the SES student plans will have to be submitted prior to the first payment

  14. Incentives Policy • The Contractor shall not offer any rewards, gifts, and/or incentives to students for any reason whatsoever pertaining to services rendered under this Agreement unless said rewards, gifts and/or incentives is part of Contractor’s State approved program. • Before Contractor can offer any rewards to students pursuant to their State approved program, Contractor must submit a written description of the source of funding used to pay for any proposed incentives as well as a description of the type of incentives proposed to the Board for review. • Failure to submit written description will result in the withholding of payment and/or termination of this Agreement. • If at any time during the Term of this Agreement, the State enacts legislation or NYSED promulgates rules and/or regulations or sets policy which specifically allow for performance related rewards, gifts and/or incentives, Contractor will remain obligated to (1) submit a written description to the Board before implementing any rewards program; (2) update the Board if said program is changed for any reason; and (3) comply with the State law and/or rule/regulation and/or policy. • Contractor’s failure to submit written description and/or update will result in the withholding of payment and/or termination of this Agreement.

  15. SES 2008-09 • SES Policy & Implementation Manual to guide the work of providers, principals, parent coordinators & Integrated Service Centers will be updated • Orientation for SES 2008-09 will be conducted on Tuesday, August 19, 2008 • More rigorous monitoring and review of programs • Overview of enhanced NCLB database

  16. New Application for SES-NCLB

  17. Overview of new application • Access through DOE Vendor Portal • User management; allow/restrict access to parts of the application • Easier upload function, (text file instead of XML) • Groups/Location/Instructor set-up in upload • Online validation on uploaded file • Option to correct (some) errors • Option to only certify/invoice when all records are accepted

  18. Download format • The download function will provide a list of all students who have enrolled with the provider. • After first upload of attendance, the attendance groups, instructors, and locations are stored and returned on next download. • As of second upload, only attendance date, begin time and end time need to be entered.

  19. Upload of attendance • Upload will be on-line real time • Edit or delete the error records • Batch must be without error to proceed to next step • Submit Batch, to creates the invoice number • Certify invoices will cue the invoice for payment

  20. Screen shot of managing upload batches

  21. Editing error records

  22. Planning for implementation • Invitations to start testing in July • As of August 4th each day 10 providers will be added to the list. • A successful test for every provider before go live by the end of September.

  23. OUR NEW URL: • http://schools.nyc.gov/RulesPolicies/NCLB/default.htm

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