Transcript orientation meeting for ses providers

ORIENTATION MEETING FOR
SES PROVIDERS
Palm Beach County Schools
2012-2013
Agenda and Goals
• Introduce District SES staff members
• To provide an overview of SES program
implementation, policies, and
procedures in Palm Beach County
• To review materials provided including
the contract
• To provide web resources for Providers
• Questions and answers
District Contacts for SES
• Department of Federal and State Programs
Supplemental Educational Services - C-206
• Terry Pitchford, Manager
(561) 629-8559
• Jane Glabman, Resource Teacher
(561) 357-7520
FAX (561) 357-7618
District Contacts for SES (Cont.)
• Department of Federal and State
Programs
• Debbie Battles, Director
(561) 357-5949
• Celia Elrod, Assistant Director
(561) 434-8446
What has changed?
• Student eligibility – ONLY students who
attend Title I schools AND scored Level 1 or
2 on FCAT are eligible
• Funding – funding for SES for 2012-2013 is
reduced; fewer students will be served
• Provider Fairs – Two (2) will be held
Extended Day Schools - 17
Seventeen elementary schools will have the
school day extended by one hour.
Barton
Belle Glade
Belvedere
Bethune
Galaxy
Glade View
Grove Park
Lake Park
Lincoln
Northmore
Pahokee
Pioneer Park
Pleasant City Rosenwald
South Grade
Washington
West Riviera
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/tutor badge (not a school ID)
Procedures (Cont.)
• Maximum per student allocation (PPA) for
FY13 is $1104
• Fingerprinting and background checks –
vendor badges
www.palmbeachschools.org/schoolpolice/
Fingerprintingandbadges.asp
School Police Homepage
Timeline
• August 30, 2012 - Signed contracts due to District
• August 22, 2012 - List of SES School Contacts
• August 25-28, 2012 - Provider Fairs
• August 30, 2012 – Cayen Software training at FHESC, Ibis
Building (Southwest corner of parking lot – “E”)
• Early October (Tentative) - Student rosters provided
through the Cayen System
• Twenty (20) days after placement - Tutoring begins
Provider Fairs
When?
What time?
Where?
Fulton-Holland Educational
Service Center
Saturday, August 25, 2012
10:00 AM – 12:00 PM
3300 Forest Hill Blvd
West Palm Beach
West Technical Education
Center
Tuesday, August 28, 2012
4:00 - 6:00 PM
2625 State Road 715
Belle Glade
SES Tutoring
• Student eligibility – ONLY students who
attend Title I schools, AND scored Level
1 or 2 on FCAT are eligible.
• Ineligible this year – All K – 2 students,
grade 3 (non-retained), students new
to Palm Beach County Schools (who
have not as yet taken the FCAT)
Tutoring (Cont.)
• Is NOT homework assistance, snack
time, mentoring, or pre-testing, posttesting
• Must be reliable and in fidelity with
the approved state application
• Aligned to NGSSS or Common Core
Standards
• Must begin within 20 days of
placement with agency
Cayen Systems’ SES
• Use of the Cayen Systems’ SES software is
mandatory for all providers
• Training and support will be provided by
Cayen Systems
• All SLPs, progress reports, and invoices will be
completed using Cayen
• IMPORTANT: Students must have a districtapproved SLP prior to the start of tutoring
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 Cayen and
submitted electronically for review
• Pre & post test data must be entered into
Cayen (initial and goal percentage of
mastery)
• Goals must be measurable (SMART)
SMART Goals
• S – specific, significant
• M – measurable, meaningful
• A – agreed upon, attainable,
acceptable, action-oriented
• R – relevant, realistic, reasonable
• T – time-based, timely, tangible
SMART Goal Examples
• After 20 hours of tutoring, Juana 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, Deandre 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.
SMART Goal Non-examples
• Following tutoring, Bradley will be reading on
grade level and his grades will improve!
• Natalia will write narratives to develop real
or imagined experiences or events using
effective technique, relevant descriptive
details, and well-structured event sequences.
(Note: Must create Reading, not Writing
goals.)
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
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 with written
consent of Parent…and approved by Board.”
Any change in tutoring days, times, subjects
or location requires submission of an
amended SLP prior to the change.
District Calendar
Facilities Leasing – Real Estate Services
• www.palmbeachschools.org/realestate/
Facility Leasing (Cont.)
Another weblink for leasing
• www.pbcleasing.info
• Leasing rates
• Rental brochure
• Many audit findings from leasing;
agencies must ensure that there are
internal controls to avoid findings.
Marketing Materials
• Required disclaimer (page 7 of contract):
• Your child may qualify for free tutoring if your child
attends a Title I school and has scored Level 1 or 2
on the FCAT. 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.
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
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”
Provider Contract
• You are required to submit 2 copies of
the contract with original signatures (in
blue ink); please copy it before writing
on it
• On page 9, you must enter the
minimum number of students per site
that you agree to serve
Provider Contract
• 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
9 of contract
• Upon two such withdrawals, Provider
will be ineligible to provide services in
the state the following school year
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.
Record of Attendance (sample)
Contract Compliance (cont.)
• Section III–9: Providers are prohibited
from transporting students (page 6)
• Section III-13: Provider will inform any
tutors who are currently employed by
Board that they are not to tutor any
student they presently have in their
class…Tutoring services may not be
provided to any student by a family
member. Public libraries shall only be
utilized for individual tutoring with the
permission of the library. (page 7)
Contract Compliance (cont.)
• Section III-17: This Agreement may be
terminated immediately if the Provider
engages in fraud or misrepresentations
with regard to the provision of services.
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 prepopulated or questionable forms.
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
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
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
• Student names may not be included in
emails or attachments to district as they
are public records
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
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)
SES Tutoring Homepage
• www.palmbeachschools.org/federalprograms/SESTutoring.asp
Questions?