Optional Extended Year Program 2008-2009

1. Optional Extended Year Program2008-2009 Socorro Independent School District State and Federal Programs / Information Services February 17, 2009

2. Today’s training will cover: What is the Optional Extended Year Program (OEYP)? Who participates? How do we document participation? OEYP Administrator OEYP Teacher PEIMS Clerk TEA/Information Services How do we evaluate the program? How much money will you receive?

3. Under Texas Education Code Section 29.082, school districts may apply to Texas Education Agency for funding of an extended year program for a period not to exceed 30 instructional days to provide academic enrichment for students in kindergarten through Grade 11 who are unlikely to be promoted to the next grade, or students in Grade 12 who are unlikely to graduate. What is the Optional Extended Year Program?

4. What is the Purpose of the OEY Program? Provide students with additional time to master the state’s challenging content and student performance standards in order to be promoted or complete graduation requirements. It is designed to lead to immediate reduction and ultimate elimination of student retention.

5. Who Participates in the OEY Program? Students who do not meet district standards or policies for academic achievement and/or have not demonstrated proficiency of the subject matter of the course or grade level.

6. SISD PolicyRetention and Promotion: EIE Local Pre-K and Kinder Grades 1-5 Grades 6-8 Grades 9-12 Students identified as at-risk of retention should be provided extended day, week, or year services. Services are designed and implemented by individual schools. Individualized and small group assistance, not to exceed a ratio of 16:1 shall be given to students specifically addressing reading and mathematical skills not yet achieved.

7. Eligibility Criteria (EIE Local Policy) Include one of the following, with the exception of the applicable state mandated assessment. *IF failure of the applicable state-mandated assessment is used for eligibility, one additional criteria shall also be identified: 1. A student who has been retained; 2. *A student who failed at least one portion of the most recent applicable state-mandated assessment; 3. A student who is at least two years below grade level in reading; 4. A student who is at least two years below grade level in mathematics; 5. A student who scores less than 70 percent in grades 6-12 and less than a score of 1 on the District checklist of essential knowledge and skills; or 6. A student who has a documented teacher recommendation.

8. Locating OEYP Eligible Students As per EIE (Local) Criteria

9. Helpful Tools Found at My SISD

10. #1. A student who has been retained:Conduct an OSP Advanced Search for Code A

11. #2. A student who failed at least one portion of the most recent applicable state-mandated assessment:Conduct an Advanced OSP Search for Code D

12. #3. A student who is at least two years below grade level in reading: Use TPRI for grades 1-3 @TANGO http://10.0.51.40/TDA. Do not use Code F.

13. #3. A student who is at least two years below grade level in reading: Use Tejas LEE for grades 1-3 @TANGO http://10.0.51.40/TDA. Do not use Code F.

14. #3. A student who is at least two years below grade level in reading: Use Lexile scores for grades 3 & up

15. #3. A student who is at least two years below grade level in reading: Use Lexile scores for grades 3 & up

16. #4. A student who is at least two years below grade level in math: Use Quantile scores for grades 3 & up

17. #4. A student who is at least two years below grade level in math: Use Quantile scores for grades 3 & up

18. #5. A student who scores less than 70 percent in grades 6-12 or less than a score of 2 on the District checklist of essential knowledge and skills: Use eSMART tutorial list for grades 1-5

19. #5. A student who scores less than 70 percent in grades 6-12 or less than a score of 2 on the District checklist of essential knowledge and skills: Use eSMART tutorial list for grades 1-5

20. #5. A student who scores less than 70 percent in grades 6-12 or less than a score of 2 on the District checklist of essential knowledge and skills (i.e., report card): Use OSP Advanced Search for Code C for grades 7-12 or use TAC (Teacher Access Center) for grades 6-12

21. #6. A student who has a documented teacher recommendation: Use TST process

22. What is an OEY Program acceptable instructional design? Address the skills not yet achieved through: Extended Day Extended Week Extended Year An OEYP may extend the day, the week (Saturdays), or the year (summer or intersession). The OEY Program must be conducted beyond the required state mandated instructional days which may include intersession for year-round programs.

23. A tutorial program is not an acceptable instructional design for the OEYP. The OEYP is an Academic Enrichment Program.

24. An extended day program may be implemented beyond the regular seven hour day and may not include tutorials or extended in-school day care. Minimum 60 minutes in length per day Divide total minutes by 60 Each 4-hour increment equals one day Report days as whole numbers Once aggregated, if a fraction is the result, round down Extended Day (Before/After School)

25. Minimum two-hour sessions, each two-hour session counts as one-half (.5) day Maximum four-hour sessions. A four-hour session equals one day. Sessions in excess of 4 hours in a 24-hour period equal one day and may not be aggregated to include any portion of an additional day. Question to TEA: If a student attends 4 hours during the week, and two hours each Saturday, because this student only needs two hours of Math instruction, should we accumulate the time on Saturdays as half days and round down if we end up with a .5 day? Bryce Templeton with the PEIMS division of TEA has responded to the following questions regarding OEYP: Yes, Extended week -  a session of at least 2 hours but less than 4 consecutive hours constitute one-half (.5) day.  The district may aggregate 2 half day sessions held on Saturday to be counted as 1.0 day.  Instruction in excess of 4 hours in a 24 – hour period may not be aggregated.  For example, 5 hour session will be counted as 1.0 day. Extended Week (Saturdays)

26. Minimum two-hour sessions, each two-hour session counts as one-half (.5) day Maximum four-hour sessions. A four-hour session equals one day. Sessions in excess of 4 hours in a 24-hour period equal one day and may not be aggregated to include any portion of an additional day. Extended Year (Intersession)

27. How Many Days Can We ServeStudents Through the OEY Program? For extended year students, four-hour increments equal one OEYP day The Number of Days Taught must be less than or equal to 30 days (120 hrs.) The Number of Days Taught may be different for each student NOTE: Students participating in OEYP must be assigned to attend at least 16 hours (4 OEYP days).

28. How do we document participation?

29. Sign Certification and Acknowledgement Develop Initial Program Plan for extended day, extended week, and extended year services Identify eligible students Ensure documentation of program recommendation Recruit and train teachers Ask secretary to prepare teacher extra duty pay time sheets with correct account number OEYP Administrator Responsibilities:

30. Certification and Acknowledgement

31. Initial Plan

33. Send, receive, and maintain copies of student permission slips to participate Plan lessons based on student needs Maintain accurate records of attendance Sign extra duty pay time sheet Return all documents to OEYP administrator OEYP Teacher Responsibilities:

34. OEYP Permission Slip

36. PEIMS Submission Process Train administrators and campus clerks Gather and maintain information OEYP Administrator OEYP Teacher PEIMS Clerk PEIMS clerk Inputs information into Student System Information Services processes file through TEA EDIT+ Communicate data entry corrections to campus personnel until the PEIMS submission file is error free (fatal free) Process & Distribute Reports Consolidate and validate data with the Department of State and Federal Programs Collect oath from campus principal Collect oath from Superintendent Submit OEY data to TEA

37. PEIMS Clerk Responsibilities: Enter the OEYP students identified by the OEYP administrator into e-SchoolPlus+ by entering the county district building number on e-SchoolPlus+ select student center, demographic, Optional Extended Year Services, OEYP campus ID field. For example: 071909101(Building Number) Enter data from attendance card following student participation for PEIMS submission Communicate completion of data entry to Information Services and resolve data entry discrepancies.

38. What Data Are Reported? Student ID Campus ID of Enrollment Grade Level Local Student ID Optional Extended Year Program Code Number of Days Taught Total Days Absent Total Eligible Days Present OEYP Promotion Retention Indicator Code SEE OEYP CALENDAR CARD

39. Special Notes Campus ID of Enrollment Regardless of where the student is served for the OEY program, the campus of enrollment is the campus the student attended during the regular school year in 2008-2009 Student Attending More Than One Campus The campus the student last attended will be the campus to report the information in e-SchoolPlus+ on the Optional Extended Year Services screen. However, the days taught, present, and absent must be combined.

40. e-SchoolPlus+ - Optional Extended Year Services Campus IDfor OEYP students is the campus of enrollment during regular school year regardless of where the extended year service is actually provided. (county-district-campus number = 071909101 for Rojas) OEYP PEIMS Codeclick on the drop-down menu for available coding options # Days Taughtmust be less than or equal to 30 Districts must only report ADA eligible students. (example: 7 days taught=007) # Days Absentindicate the number of days the student was absent, whole numbers only, the field must always end in 0 (example: 2 days absent =0020) # Days Presentindicate the number of days the student was present, whole numbers only, the field must always end in 0 (example: 7 days present= 0070) Promotion/Retention Code indicate whether the student met the academic criteria for promotion or if the student was retained. Click on “SAVE” when you are done updating the student’s record.

41. What is Extended Year Data Used For? Monitor both OEYP and ESY Programs TEA performs desk audits A district’s OEY funding is based on 10% of the district’s at-risk population as reported in PEIMS.

42. Important OEYP Dates

44. Program Evaluation Form: Program Focus

45. Program Evaluation Form: Professional Development

46. Program Evaluation Form: Parental Family Awareness

47. OEYP Funding How much money will you receive for the 2008-2009 OEYP? The amount each campus receives is based on: Minimum number of students to be served Number of participating campuses

48. OEYP Funding Split funding may be necessary to serve all students meeting the OEYP criteria

49. OEYP Funding Campus allocation and account Hourly rate $40 plus fringe benefits (Medicare 1.45% and TRS 6.58% = 8.03%). Figure $43.21 per hour Monthly reports Copies of electronic time sheets “Epad”

50. Program Cost and Configuration