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CENTRAL REGION OFFICE Scaled Leadership Regional Meeting October 11, 2017

CENTRAL REGION OFFICE Scaled Leadership Regional Meeting October 11, 2017. Mr. John D. Pace Region Superintendent. Hurricane Shelter Recognition. District Administrative Assistants. Ms. Eunice Morales Senior Administrative Assistant Ms. Raquel Diaz District Administrative Assistant

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CENTRAL REGION OFFICE Scaled Leadership Regional Meeting October 11, 2017

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  1. CENTRAL REGION OFFICE Scaled Leadership Regional Meeting October 11, 2017

  2. Mr. John D. PaceRegion Superintendent

  3. Hurricane Shelter Recognition

  4. District Administrative Assistants Ms. Eunice MoralesSenior Administrative Assistant Ms. Raquel DiazDistrict Administrative Assistant Ms. Ana PerezDistrict Administrative Assistant Ms. Rosa LewisSecretary III Ms. Theresa VazquezDistrict Administrative Assistant

  5. Numbers Tell a Story … • ELA Proficiency – 58% of schools had less than 50% or more students earning a Level 3 or higher • ELA Lowest 25% – 63% of schools had less than 60% of students in the lowest 25% population earn a learning gain • Math Lowest 25% – 69% of schools had less than 60% of students in the lowest 25% population earn a learning gain

  6. ACHIEVING 2017-18 Goals via SIP “Assessing Needs” School Budget should reflect investment in areas you plan to improve “Accountability”

  7. BELIEVING Administrative Calendar “Blueprint” Teacher Observation Calendar “Binoculars”

  8. COLLABORATING Provide feedback to teachers on PD you would like to see them attend based on observations/walkthroughs

  9. Expectations of Professionalism Questions and Answers https://docs.google.com/forms/d/e/1FAIpQLScuvzvknpWcCi1e6kTeoZX3ianeemo3alUkU8cY-XaBCuX8hQ/viewform?usp=sf_link

  10. CENTRAL REGION OFFICE Scaled Leadership Regional Meeting October 11, 2017

  11. Mr. Eric AcostaAdministrative DirectorAcademic & School Operations

  12. Community School Operations • Maintenance/Capital Improvements • October Principal Maintenance/Facilities concerns survey due the week of October 16th • Upcoming scheduled meeting October 26th • Hurricane Irma Damage • Please refer to memorandum from Mr. Ron Y. Steiger,Chief Financial Officer dated September 22nd for procedures • Hurricane Shelters • Debrief forthcoming • DECON Radios – Email me if you have issues • Immunization Report – Monitor & Take Appropriate Action

  13. Community School Operations • Miami-Dade County Health Inspection – Must be posted on your school’s web page (most recent) • Most current inspection of building and food service must also be posted in the main office and cafeteria • Any failed Health Inspection must be forwarded to Mr. Acosta • DCIRTS • Must be updated when resolved • Maintenance related DCIRT must be followed by aWork Order

  14. Community School Operations • Elected officials – notify Luis E. Diaz and Iraida Mendez-Cartaya, then Mr. Pace, Mr. Acosta and Line Director • Media – Daisy Gonzalez-Diego & Luis E. Diaz, then Mr. Pace, Mr. Acosta and Line Director • Information Regarding Legislative Changes for Student Progression for the 2017-2018 School Year – WB #21910 • Basics of Grant Writing Workshop - October 27th see WB #21940

  15. Community School Operations • United Way Employee & Student Campaigns – WB #21592 • October 3rd – November 3rd • October 17th enter first benchmark data • Principal TODAY 2017 New Kick-off Breakfast Location – WB #21942 • October 12th Principals re-confirm participation with Principal TODAY • October 26th Kick-off Breakfast • November 3rd School Site Visit Day

  16. Contact Information Mr. Eric Acosta, Administrative Director ericacosta@dadeschools.net (305) 499-5050 ext. 2102 – Office (305) 470-1801 – Private Line (786) 261-1861 – Cell Ms. Ana Perez, District Administrative Assistant 244943@dadeschools.net (305) 499-5050 x5061

  17. Dr. Janice Cruse-SanchezAdministrative DirectorFinancial Human Capital

  18. Budget • Personnel/HR • Processing hire requests; release of employees • Confidentiality • Overtime Requests • Custodial Overtime Request Forms must be submitted in advance (not after the fact) for review • Supplements • Submit required documents for Region via email. Items must be scanned in PDF and in color

  19. Budget • Internal Funds • Procurement/Purchases • Monitor funds usage to ensure no negative balances • Audits • Internal Funds and Payroll • Mini-Property Audits (school-site)

  20. Updates • Communication Procedures • When communicating about Budget related matters include in Subject Line • Name of School • Location # • Confidentiality • Funds • All Funds must be monitored on a monthly basis • Negative amounts at end of year will be taken from next year’s budget

  21. Class Size • Check the portal daily and compare it to the previous day and note all changes • Review items such as rooms/FISH, course codes, co-teachers, etc., as that may clear up situations for you • You will attempt to meet class size to the extent that your resources allow you to • Utilize all available resources wisely

  22. Class Size • F.T.E Week is October 9th – 13th • Teachers Without a Workload (TWOW) Product T1309E62-01 Teacher Usage Report is available on Control-D • Principals should be utilizing all core teachers to reduce class size • TBA reports are also available through Control-D  • TBA schedules will not generate FTE

  23. Payroll • Principal should approve payroll and the alternate approver should only be used when you’re not available, not the other way around • Once payroll is approved no corrections are to be done that day, it will show your school as incomplete • Share this information with your clerical staff who inputs payroll • Reminder: 8 days per pay period for temporary instructors and Hourly can only do 50 hrs./pay period

  24. Contact Information Budget Office Mr. Paul Mickey, Budget Coordinator pmickey@dadeschools.net (305) 995-1574 – Office Ms. Gabriela Petrini, Instructional Staffing Officer gabrielapetrini@dadeschools.net (305) 995-7225 – Office Mr. Henry Tablada, Non-Instructional Staffing Officer htablada@dadeschools.et (305) 995-7244 – Office Mr. Zachary Garvin, Non-Instructional Staffing Officer (ETO) zachgarvin@dadeschools.net (305) 995-4896 – Office

  25. Reporting Incidents/Complaints • Principal must attend District Conference for the Records • Ensure that Notification for meeting is given the date that you receive and signature acquired; scan and send back to OPS District Director, Dr. Cruse-Sanchez and Ms. Vazquez • Employee must attend • Communication • Contact me immediately if an urgent incident occurs • If you do not speak with me, send me an email indicating “personnel related”

  26. Reporting Incidents/Complaints • Call 911 (For emergencies) • Call School Police at 305-995-COPS • Call DCF (1-800-962-2873, if applicable) • Complete the Incident Reporting Form Fax to: 305-995-4161 Follow up after a few days if you have not heard anything All complaints of civil rights violations must bereported directly to theOffice of Civil Rights Compliance(Contact Ms. Vazquez for Sample memo)

  27. Incidents That Must Be Reported Non-Criminal “Serious Incidents” Serious incidents that are non-criminal that involve: • Code of Ethics • Corporal Punishment • Inappropriate Employee-Student Relationships • Violation of Internet Acceptable Use Policy • Violation of Responsibilities and Duties (SERIOUS) • Violence in the Workplace Criminal An incident that involves an act(s) that violates a state or federal statute, for which the law, upon conviction provides a penalty, i.e.,: • Aggravated Assault • Arson • Burglary • Domestic Violence • Extortion • Grand Theft • Robbery • Sexual Assault NO EXCEPTIONS

  28. Incidents That Must Be Reported Civil Rights Violations • Any claim/complaints of discrimination, harassment and/or retaliation based upon any of the protected categories must be addressed immediately and reported to the Office of Civil Rights Compliance at (305)995-1580 Child Abuse Incident • ALL incidents of child abuse must be immediately reported to the Department of Children and Family Services at 1-800-96-ABUSE or(1-800-962-2873) AND to Miami-Dade Schools Police at (305) 995-COPS NO EXCEPTIONS

  29. PIM/Incident Reporting When writing the narrative be: • Specific (who, what, when) • Clear (state what was reported) • Concise (avoid using extraneous information) *Keep in mind: What you write in the narrative is what you will write in the notification of allegation letter that goes to the employee District Review Team (DRT) • Team comprised of multiple District offices representatives will contact the principal for additional information • Provide the facts, based on your preliminary fact finding and share any witness statements

  30. Professional Standards • Employee Absences • If you have an employee that does not come to work or call in for 3 days, contact me in order to begin the Abandonment process • Employment Intention Letter sent by school site • Abandonment Letter sent by OPS • Attendance Directive • Memo has changed to include absence and tardies • If issued last year, it is a carry-over for this year; issue Attendance Directive - Reminder memo • If you are new to school or the employee is new to the school but was under the directive, the reminder memo is different (please be specific with Ms. Vazquez as to the template needed) • Contact Ms. Theresa Vazquez to send Sample memos (template) that must be given to employee • I must review prior to meeting with employee

  31. Professional Standards • Professional Responsibilities • Progressive Discipline • Process begins with a verbal • Contact me immediately if the Progressive Discipline process will proceed to Written documents; • ALL written documents must be reviewed by me and Ms. Carmen Gutierrez (OPS – Instructional) or Ms. Maria Zabala (OPS – Non-Instructional), prior to meeting with the employee

  32. Professional Standards • Procedural Manuals • Job – specific manual should be reviewed with custodian and clerical personnel • A “Receipt of Manual” memo with signature line should have been acquired indicating acknowledgment of review/receipt • See e-Folder for Sample Clerical Handbook and District’ Custodial Handbook • Review School Board Policy 8462 Student Abuse and Neglect with all non-instructional personnel • Clerical Personnel • OPS manual has Evaluation Procedures for Clerical • See page XII-2 for specific required Progressive Discipline steps

  33. Instructional Performance Monitoring and IPEGS • Assessment Timeline Calendar for Site Supervisors • See OPS Manual page I-2 for specific dates/deadlines • Instructional Performance Evaluation and Growth System (IPEGS) • Online IPEGS document must be used • Formal Observation results in “unsatisfactory” level of performance requires that formal assistance and support be provided the following documents are only issued after review by this administrator: • Support Dialogue (SD) • Improvement Plan (IP) – follows a Support Dialogue when the professional’s job performance has not improved within the SD time frame • Support Dialogue • Initiated by the assessor at any point during the school year • Designed to facilitate discussion about identified performance standards and to identify ways to address improvement • The Support Dialogue (SD) Form is submitted to this administrator in Word format for review and discussion with the principal (prior to giving the SD Notification form)

  34. IPEGs • Support Dialogue Process • Contact me immediately after an unsatisfactory observation that will require initiating an SD, prior to providing notification of the SD meeting, and prior to meeting with the instructional professional; ALL documents must be reviewed by the principal FIRST and sent to me via the principal’s email • Should arrive prior to the period beginning and stay for the entire lesson • SD for Performance Standard 2-8 (teachers) or 2-7 (instructional support or student services) must occur within ten (10) calendar days of the observation • 48 hours notification must be provided to the professional prior to the SD meeting via the Support Dialogue (SD) Meeting Notification Form (which is available in the online system); UTD representation and/or peer support professional (mutually agreed upon by professional and assessor)

  35. IPEGs • Support Dialogue Process cont’d • Timeframe for Support • 21 calendar day period • Upon completion of the 21 calendar day SD process, a subsequent observation must be conducted by the same assessor; ensure that support identified on Observation of Standards Form (OSF) occurs and is documented • Second observation should be conducted as soon as possible, within 2-3 days after the 21 calendar day period has ended • Recommended that the second observation be conducted during the same class/period/event as the initial observation • Possible outcomes • Professional improves/remediates • Professional made “some” progress, SD can be extended for up to 10 days • Professional makes “no” progress; Improvement Plan (IP) initiated

  36. Professional Development • Scaled Regional Leadership Monthly Meetings • Revised Meeting dates, please see e-Folder • Registration must be completed the Friday prior to the meeting • ALL assistant principals must attend the monthly meetings • The Annual Schedule for assistant principals’ with assigned time to attend was sent with registration procedures • Reminder: no copies of the Agenda, presentation or handouts will be given at the meeting, please print from e-Folder

  37. Contact Information Dr. Janice Cruse-Sanchez, Administrative Directorjcruse-sanchez@dadeschools.net (305) 499-5050 ext. 5058 – Office (305) 470-9464 – Private Line (305) 305-499-5074 – Fax (786) 229-5412 – Cell Ms. Raquel Diaz, District Administrative Assistant radiaz@dadeschools.net (305) 499-5050 x5047 Office of Professional Standards Theresa Vazquez, District Administrative Assistant tvazquez@dadeschools.net (305) 499-5050 ext. 5048

  38. Contact Information Non-Instructional Ms. Maria G. Zabala, District Director Office of Professional Standards mzabala@dadeschools.net (305) 995-7106 – Office Instructional Ms. Carmen G. Gutierrez, District Director Office of Professional Standards carmengutierrez@dadeschools.net (305) 995-7104 – Office

  39. Mr. Michael LewisAdministrative DirectorAcademic Operations K-12

  40. Academic Operations • Attendance • Weekly updates will be conducted for lowest attendance % each week. • 1st Grading Period ends on October 26th. Please ensure attendance corrections are up to date. • Attendance Action Plan due October 12th • Attendance Review Committee (FM #6704) • iAttend • Monthly attendance Reports must be submitted to this administrator. “Target Student Status Form” due October 31st

  41. Academic Operations • Attendance Boundary Committee • ABC reviews Permanent FISH Capacities and identifies initially Targeted/Advised Schools • Principals will be notified of initially Targeted/Advised Schools • Student Transfers • Please submit All transfer requests on the date received • As a reminder, Principals or Designees are obligated to meet with parents

  42. Suspension/Expulsions • Student Success Center (SSC) Toolkit 2017-2018 - Weekly Briefing #19863 • Code of Student Conduct • Remember, there are NO SUSPENSIONS • The Code of Student Conduct (COSC) is designed to promote and maintain a safe learning environment free from disruptions that interfere with teaching and learning activities • Required that grade level assemblies be conducted to highlight areas of the COSC handbook, District Policy Against Bullying and Harassment, and your expectations

  43. Suspension/Expulsions • Student Success Centers • provides an educational setting and safe haven for referred students (ages 11 and older) • Continue to use “Roadmap to Progressive Discipline” • Level I and II infractions of the Code of Student Conduct require Region Approval FM #6810 (Rev. 08/16) and FM #7604 (Rev.03/16) • Principal completes, signs and emails both documents as an attachment to me and cc Ms. Perez • Subject of the email must be student first initial, last name and student ID# with Referral to SSC • Documents must come from Principal’s email • Must establish a Placement Review Committee which convenes when teachers request permanent removal of student from class

  44. Suspension/Expulsions Student Success Centers continued • Attendance Procedures • Revised with updated coding • See Step #4 in the document titled “Entering a Student into the SSC” • Transportation Procedures is now provided • See Chart indicating procedures for requesting and Sample Temporary Bus Pass • Updated List of SSC Locations – New Location • Overtown Youth Center (OYC)

  45. Serious Fights • No longer need SPAR # • Principals will have authorization to record a Serious Fight through SCM using the new code 3S • It is imperative that the 3S is only used when in fact it is a Serious Fight as described in the Student Code of Conduct • All 3S codes will be transmitted to the state and becomes public record

  46. Inputting of SCM Information • Inputting of SCM in ISIS allows the option of inputting more than one student ID# • Suggestion to alleviate one incident being recorded several times: • Get a SCM form and make copies • Fill out the copied form for all parties involved • Input of SCM into ISIS allows for multiple ID#’s to be inputted for one SCM # (remember all SCMs must have the incident occurring at the same time) • Will allow that one incident to be recorded as only one incident and not the possibility of being recorded numerous times through different SCMs

  47. Suspension/Expulsions Student Success Centers and Pathways • Pathways • Program is for students exhibiting Level IV- V behavior. Students that normally would have received a 10-day outdoor suspension during the expulsion process will now be temporarily assigned by the Division of Educational Opportunity and Access (DEOA) to one of the Pathways locations • For students in grades 6-12 • Requires completion of a form and parent permission(FM-7603, Rev 08-15) • Locations: Jan Mann Opportunity School or Miami Mac Arthur South

  48. Suspension/Expulsions • Procedures for Non-Disciplinary (Voluntary Assignment) - Weekly Briefing #19783 • Procedure has been streamlined. No longer required to submit FM #3666 • Submit only Request for Non-Disciplinary Assignment to Opportunity School • Complete in its entirety. Ensure parent is aware that the student must remain in the program for two successful grading periods in order to be dismissed • Requires Region approval. Therefore, the Form must be scanned and emailed to me from the Principal only. Indicate in the Subject of the email: Request for Non-Disciplinary Assignment to Opportunity School – Student Initials and ID # • After review, I will respond Approved/Disapproved. Principal will be to utilize the email response as proof of Region approval

  49. Suspension/Expulsions • PATH Academy • Program is for students in elementary schools exhibiting inappropriate behavior. Behavior is the main focus! • For students in grades 3-5 • ONLY 75 Seats • 22 CRO Schools • 18 weeks or more • Requires completion of a form and parent permission • Locations: 500 Role Model/Educational Alternative • Transportation is provided

  50. E.S.E. • Coding of SPED students and FTE Preparation • Individual emails are being sent by Ms. Alfredia Robinson, CRO ESE Instructional Supervisor, with follow-up phone calls by her staff • Schools must complete correctly and adhere to timeline • Review information with Assistant Principal, Registrar and SPED Department Chair

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