Implementing an Effective SES Program PAFPC 2013

Erin Oberdorf, SES Program Manager Dr. Jack Clark, Allentown School District 1

Agenda

• What is SES • Providers • Time Line • Requirements – Of PDE – Of Provider – Of LEA • Implementation 2

Purpose of SES

• To offer the parents of students attending Title I schools in need of improvement additional sources of academic instruction for their children outside normal school hours in: – Reading – Language Arts – Math – Science 3

What is SES

• Supplemental Education Services – After school or summer school – Actual program; NOT homework help • Provision of Title I of ESEA, No Child Left Behind Act (NCLB) – Title I School not making Adequate Yearly Progress (AYP) for three or more years – School Improvement II and beyond • Addresses the Needs of Low Income Students 4

State SES Website

http://www.education.state.pa.us/portal/server.pt/community/supplemental_education_services/7416/home Provider list Application Login Instructions

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Resources on PDE Site

Allocations Buildings Requirements Toolkit Cover Page Clearance Information Complaint Procedure Rubric USDE Guidance Monitoring Instrument

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Toolkit on PDE Site

•SES Overview •Responsibilities of each party •Samples and templates •District notification •Parent letters •Contract •Learning plan •Tracking and attendance forms •Report to parents and teachers 7

Eligible Students

• Low-income students attending Title I schools in need of improvement • Eligible students prioritized by greatest academic need if resources are limited • Students are identified by the local public school 8

SES Funding

• 20% of Title I funds are set aside for School Choice and SES – Per pupil funding is limited to the cost of services per child or the school’s Title I allocation per pupil.

– When more students request services than the school district can fund, the school district must place a priority on serving students who are the lowest achieving 9

PPA By District

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Non-Public Schools

• Non-public Schools/Students do not receive Supplemental Educational Services 11

Timeline: 2013

• Feb 4: Open provider application • April 12: Close provider application • April 26: Clearances & Assurances due to IU 4 • July: Pre-approval list posted • Aug: Mandatory meetings for providers • Aug: Approved provider list posted • Aug: Parent letters sent with provider list • Sept: Providers are contacted by parents • Oct: Providers sign agreement with LEAs • Nov: SES Services begin within 30 days of agreement signature 12

Provider Classification

• Local Educational Agency • School entity (public or private) • Charter School • Institution of Higher Education (public or private) • Non-profit organization – Faith based – Community based • For-profit organization 13

Provider Format

• Individual tutoring • Small group tutoring – Maximum of 5 • Distance Learning Technology – Tutors not permitted outside US 14

Application

• Contact Information • School District/County to provide services • Program Structure/Model • Staff Qualifications • Evaluation • Budget • Assurances 15

Instructional Strategies

• NOT HOMEWORK HELP • Instruction and content is aligned with PA State Academic Standards • Scientifically based research 16

Location of Services

• Listed on approved application but can be changed – LEA has veto power • Must be current with LEA contract • Must be in a safe area for students • Must be conducive to learning • Supervision of students at all times • NO IN-HOME TUTORING • Submit updates for application to PDE • On Site monitoring by State and LEA • Attendance verified with parent signature before payment issued 17

Clearances

• Required from the provider contact and all personnel who have contact with children.

– Criminal Background - approved by PDE – Child Abuse – approved by PDE – FBI – checked on line by LEA • PDE lists all approved tutors – Application – Background checks 18

PDE Responsibilities

• Approve provider applications and post on website • Develop standards and techniques for monitoring quality and effectiveness of providers’ services (Site Visit Checklist) • Provide technical assistance regarding SES to all stakeholders 19

Provider Responsibilities

• Provide approved program • Enter into contract with LEA • Show improvement of students • Provide necessary documentation during and at end of year • Have all student contact personnel approved by SEA/LEA • Report to parents/school personnel 20

Provider Responsibilities cont.

• Providers responsible to have strategies in place: – Model designed to increase student achievement – Ongoing assessments • May not: – Change parent choice – Provide incentives which are excessive – Charge registration fees – Provide services during the regular school day 21

Qualifications of Tutors

• Not required to be certified teachers – Must meet qualifications on application • Professional development is aligned with classroom instruction • Clearance requirements apply to all staff members prior to direct contact with students 22

LEA Responsibilities

• SES Notification – To all eligible children – In addition to SI letter • In a language that parents understand • Set reasonable timeline for parent response • Attach waiver to disclose student information • Response by mail, email, fax, in person • Provide information through newspapers, posters, and internet • Template in Toolkit 23

Invite Participation

• Telephone – Invite Parent Participation – Answer Questions • Provider Fair – Agreement Procedures (set deadlines) – Achievement Goals and Timelines – Assessment and Evaluation Procedures – Parents meet providers – Incentive Policy must be observed • Provider can call once FERPA is received 24

Process

• Provider confirms services to the school district • Letter of Eligibility to be mailed to parents from district • Procedures for SES providers – Parent to contact provider directly – Parent to determine dates and times for tutoring, also transportation • After parent selects provider: – LEA signs agreement with provider, begin services within 30 days – Evaluation and Accountability Reports are provided to LEA from provider 25

Changes for 2013

• NEW rates this year!

– Student to tutor ratio of 3 or fewer:1 is $50 – Student to tutor ratio of 4-5: 1 is $45 – Online tutoring with no student/tutor interaction is $30 • NEW student sign-in sheets – Mandatory use at all provider locations 26

Tips for LEAs

• Verify accuracy of all invoices submitted • Conduct on-site monitoring • If fraud is suspected, contact the Office of Inspector General – OIG is conducting a session during the conference 27

Top 5 Issues

• Change in local representatives – work is not seamlessly transitioned and the new reps are completely unaware of what’s going on and where to start • Allowing providers to have access to student applications – Used as a marketing tool – Provider signs up students who are not eligible – Provider completes applications for parents (falsifying student applications) • Frequent site changes- either closing or adding a site – hard to keep track of when you have many different providers • Providers signing up students and never serving them • Incorrect completion of student sign-in sheets – Sign-in is supposed to occur daily - never in advance 28

Approved Provider List

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Additional Requirements

• At least 2 enrollment periods • Allow same access to buildings as other groups • SES information must be posted on their website – Benefits of SES – Number of eligible/enrolled • LEA’s partnership with Community organizations 30

SES Agreement

– Achievement Goals • Develop goals in consultation with parents • Provide grade level standards.

– Timeline for Improving Achievement • Include instructional calendar – Evidence-based Model – Sample agreement in SES toolkit 31

SES Agreement (cont’d)

– Assessment and Evaluation • Provide description of how student progress will be measured • Describe how parent and teacher will be regularly informed of progress – Written Communication – Informal Oral Communication – Formal Meetings – Liability Insurance if required by LEA 32

On Site Reviews: Monitoring

• Copies of Child Abuse and Background Clearance Forms (Forms must also be received by state prior to any instruction.) • Individual Education Plan (for each child) • Student Assessment Data • Student Progress Report (signatures of parents and classroom teachers to verify communication) • Student Sign-In Sheets (signatures required to verify attendance) • Instructional materials for all students (model must match that in the state application and district agreement) • Student Enrollment Forms • FERPAs • Teacher certificates (if stated in the application) 33

Immediate Revocation

• At on-site review – Assurances not verified – Clearances not available • Student health and safety issues • Provider defrauds the contracted school districts 34

NCLB Complaint Procedures

• A “complaint” is a written, signed statement filed by an individual or an organization.

– Statement that PDE or a LEA has violated a requirement of federal statute or regulations which apply to program under NCLB – The facts and evidence on which this statement is based.

– Information on any discussions, meetings or correspondence with PDE or LEA regarding the complaint.

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LEA Provider Policy

• Written policy given to all providers • How to work with the LEA and the process for providing services – Contact for LEA – How to market program – Requirements of LEA – Communications of changes (and due dates, if necessary) – Children arriving/leaving – School policies if in LEA building 36

Contact

• Erin Oberdorf: PDE – [email protected]

– 717-787-7135 • Justi Glaros: IU 4 – [email protected]

– 724-458-6700 x1224 37