Transcript 2012 MAS/FPS Fall Directors’ Institute

Three Easy Steps to Your On-Site Review
David Gray, MDE
Sara Shriver, MAS/FPS
Organization of Field Services
Office of
Field Services
Regional
Services
Unit
Special
Populations
Unit
Financial Unit
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
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)
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?
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?
OSR SELECTION CRITERIA
Volunteer/district request
Regular 5 Year Review Cycle
Risk Assessment–OFS/OIAS
OFS Consultant input
OSR SELECTION CRITERIA
To combine or schedule a
review in conjunction with
other departments within
MDE and OFS/Special
Populations
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 !!!
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)
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
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
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
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
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)
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 CONCENSUS District Study
Guide
 Names of participants that generated
responses to District Study Guide
 District professional development plan (if
not embedded in DIP)
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)
DOCS DUE 3 WEEKS PRIOR TO OSR
Business Office spreadsheet printout
that contains:
 All district 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
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
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
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)
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: [email protected]
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
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
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
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

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
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
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
IN CLOSING
Even though the focus of the visit
has to be compliance…
…we approach our visit as an
attempt to support, accelerate
and close the achievement
gaps rather than to solely
monitor and evaluate.
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
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