2013 MAS/FPS Winter Directors’ Institute

1. 2013 MAS/FPS Winter Directors’ Institute Three Easy Steps to Your On-Site Review David Gray, MDE Sara Shriver, MAS/FPS

2. Organization of Field Services

3. PURPOSE OF ON-SITE REVIEWS • Fulfill MDE’s oversight responsibilities for State and Federal programs administered by the Office of Field Services (OFS) • Identify, if any, program development and improvement needs of the district/school/s • Identify effective program practices • Encourage coordination and collaboration of State and Federal programs

4. PURPOSES OF OSR • To ensure that budget items in the Federal grants submitted through the Consolidated Application link to the needs, goals, strategies and activities in the District Improvement Plan (DIP) or School Improvement Plan (SIP) if a PSA or single school district – which are based upon an analysis of a Comprehensive Needs Assessment (CNA)

5. PURPOSES OF OSR REVIEW ACHIEVEMENT TREND DATA Discuss the following: 1. According to the trend data provided by OFS what is the achievement trend of the district or school in reading and mathematics? 2. How do your local assessment results compare to the MEAP/MME and ACT Readiness data?

6. PURPOSES OF OSR ACHIEVEMENT TREND DATA 3. Are there any areas or levels of concern that need to be/are being addressed? (a) If ‘yes’ how might the school improvement process and use of state and federal supplemental funds be used to address these identified areas, or (b) Based upon your significant levels of achievement, how might the school improvement process and use of supplemental State and Federal funds be used to improve your levels of success?

7. OSR SELECTION CRITERIA • Volunteer/district request • Regular 5 Year Review Cycle • Risk Assessment–OFS/OIAS • OFS Consultant input

8. OSR SELECTION CRITERIA • To combine or schedule a review in conjunction with other departments within MDE and OFS/Special Populations

9. Step 1: Planning • Notification from MDE that you will have an upcoming On-Site Review • 3 Month Notification Letter from OFS • Pre-OSR Visit from Consultant • Technical Assistance • Discuss Agenda • You will submit initial documentation to MDE within 3 weeks of your notification: District Level Documentation • A List of Required Evidence will be included in MDE Letter • Some evidence will need to be sent to MDE 3 weeks prior to visit • Some evidence will be viewed at time of OSR • The More Evidence That Has Been Gathered the Faster the Process • DO NOT CREATE EVIDENCE JUST FOR THE PURPOSE OF THE OSR !!!

10. Step 1: Planning Continued • You will collect more documentation for MDE to tell your story during the On-Site Review (See checklist) • Select your team of stakeholders for the On-Site Review • Print documents from the MDE website to help you prepare for your On-Site Review and review the requirements with the stakeholders (www.michigan.gov/ofs - On-Site Review Materials)

11. Step 1: Planning Continued • Decide how you will collect and store your documentation for the On-Site Review • Assign stakeholders to retrieve needed evidences for your On-Site Review • Meet with your team of stakeholders to discuss the evidences collected and determine who will share this documentation during the On-Site Review

12. Step 1: Planning Continued • Identify areas of Change Required prior to the On-Site Review and just be honest and state that during the review (Study Guide Rating System: H, M, L, CR) • Share the process requirements and seek input from your whole staff although they are not all a part of the On-Site Review • Determine the locations of the On-Site Review Meeting

13. DOCUMENTS TO BE REVIEWED BY CONTRACTORS PRIOR TO THE OSR School-Level Documentation Schoolwide or Targeted Assistance Plan/s located in AdvancED/ASSIST to include: • Complete index of all pages which address required components of Schoolwide or Targeted school plan/s • A narrative statement about the CNA and related detail

14. DOCUMENTS TO BE REVIEWED BY CONTRACTORS PRIOR TO THE OSR Targeted and/or Schoolwide Schools • Parental Involvement Plan* • A description of the evaluation process for the Title I Schoolwide or Targeted school/s

15. DOCUMENTS TO BE REVIEWED BY CONTRACTORS (Due 3 weeks after Announcing Letter) District-Level Documentation • The local district Board Policy on Parental Involvement (if not already audited) • The Annual Education Report (AER) URL website address for the district and ALL schools that will be visited (if not already audited) • A description of the Alternative Language Plan required by the Office of Civil Rights (Lau v. Nichols)

16. DOCS DUE 3 WEEKS PRIOR TO OSR District-Level Documentation • Copy of written plan to ensure that ALL core academic teachers and aides meet HQ requirements • On Site Review CONCENSUSDistrict Study Guide • Names of participants that generated responses to District Study Guide • District professional development plan (if not embedded in DIP)

17. DOCS DUE 3 WEEKS PRIOR TO OSR • Documentation related to consultation/s with Private Schools (formerly PNPs) regarding equitable services (from Consolidated Application) • List of staff (and their positions) who have been identified to attend the On Site Review district meeting • Title III/LAP Plan (if applicable) • Copy of notification letter sent to parents of each child attending a Priority or Focus School (if applicable)

18. DOCS DUE 3 WEEKS PRIOR TO OSR Business Office spreadsheet printout that contains: • Alldistrict staff funded through Federal programs and Section 31a and Section 32e (if applicable) • Same staff listed by building and by FTE charged to each Federal program or Sections 31a or 32e – and general fund if split funded personnel

19. School Docs Due 3 Weeks PRIOR to OSR School-Level Documentation (for each school to be visited) • A list of staff funded by each State/Federal program, including FTEs and assignment • Notification Letter sent to parents of Limited English Proficient (LEP) students to inform them of the district’s LEP program and the right to decline (if applicable) • The consensus On Site Review School Study Guide

20. School Docs Due 3 Weeks PRIOR to OSR • The names of participants who generated each consensus School Study Guide • List of staff and their position who have been identified to attend the On Site Review meeting • Copy of notification sent to parents informing them of their right to request information regarding the professional qualifications of their child’s classroom teacher - and/or paraprofessional, working with their child

21. School Docs Due 3 Weeks PRIOR to OSR • Copy of 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 if notification has not been necessary)

22. WHERE TO SUBMIT DOCUMENTS • Date documents must be received electronically by MDE/OFS: (due 3 weeks prior to scheduled On Site Review) • Send documents electronically to following address: Team2OSR@michigan.gov

23. Step 2: the On-Site Review • Set up your On-Site Review Meeting Locations • One location in the buildings for review(s) • One location for the district review • Ideas for a Smooth Review • Name tents and job roles for each stakeholder • Plan for meals/refreshments • Sign-In Sheets • Copies of the District/School Study Guides for all stakeholders • Wireless internet accessibility for MDE Consultants • Organize your evidence electronically and show on screen • Let the evidence speak for itself

24. COLLECT EVIDENCES Have available for review as necessary at the District and School visits: • Examples of or copies of the evidences as described in the respective Study Guides • You will be asked for sample Personnel Activity Reports (PARs) at time of OSR

25. DAY of OSR - AGENDA Day 1 – School Site Visit • Introductions and overview of process • Possible Walk Through • Discussion of Study Guide Indicators and Evidences Day 2 – District Site Visit • Introductions and overview of process • Discussion of Study Guide Indicators and Evidences • MDE Team Prepares Preliminary Report • MDE Team Provides Oral Report

26. BIG DAY --- Protocol • Follow Pre-arranged Agenda • Provide Name Tags with Position (Prefer ‘tent’ style) • Discuss evidences in District or School Study Guide • Site Visits • 2 consultants per school level meeting • All consultants at district level meeting

27. Step 3: The Follow-Up • MDE Consultants will give you a verbal summary of the reviews conducted on the last day of your review “Observations” and “Change Required Areas” • MDE Consultants will send you a written report for each area identified as needing a change required within 30 days of the OSR

28. Step 3: The Follow-Up Continued A timeline for the school/district to develop Compliance Action Plan will be provided with a template to document the plan • District has 35 days to respond with planned corrective actions • Consultant will work with district to ensure corrective actions meet MDE standards • Letter from MDE verifying acceptance of corrective actions

29. Step 3: The Follow-Up Continued • Once the Compliance Action Plan is approved by MDE, you will have one year to implement your plan (from day of OSR Report Out) Failure to respond to timelines could result in withholding of Federal funds (25%) • MDE Consultant will visit your school/district the following year to gather evidences of implementation of the Compliance Action Plan • When all corrective actions have been implemented - with supporting evidence to MDE, the district will receive a compliance complete letter from MDE

30. IN CLOSING Even though the focus of the visit has to be compliance… …we approach our visit as an attempt to support, accelerate andclose the achievementgapsrather than to solely monitor and evaluate.

31. Resources • www.michigan.gov/ofs (Field Services) • http://www.michigan.gov/mde/0,4615,7-140-6530_30334_51051-52422--,00.html (All documents updated on 12-13-12) • Be sure to look at the Sample Compliance Action Plan Documents • All MDE OSR documents are found on your flash drive

32. Questions? • Questions ? • Contact Information: • OFS Office: 1-517-373-3921 • Your Field Service Consultant at: • www.michigan.gov/mde • Offices – Field Services – OFS Regional Support Team Map