Implementing SES in the LEA PAFPC Conference 2011

1. Implementing SES in the LEAPAFPC Conference 2011 Karl Streckewald: SES Program Manager Dr. Jack Clark Allentown School District

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

3. 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 (new for 09-10)

4. What is SES • Supplemental Education Services • After school or summer school • Actual program; NOT homework help • Provided by 3rd SES provider • All LEAs are now eligible to be providers regardless of SI status • Provision of Title I of the Elementary and Secondary Education Act (ESEA) • Reauthorized by the 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

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

6. Resources on PDE Site SES Buildings Allocations Requirements Toolkit Cover Page Clearance Information Complaint Procedure Rubric USDE Guidance Monitoring Instrument

7. 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

8. 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

9. SES Funding • 20% of Title I funds set aside for School Choice (School Improvement I+) and SES • 5% - 20% of the school’s Title I allocation • Per pupil funding is limited to the cost of services per child or the school 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

10. PPA By District

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

12. Timeline: 2011 • Feb 7: Open provider application • April 15: Close provider application • July: Pre-approval list posted • Aug: Mandatory meetings for providers • 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

13. 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

14. Provider Format • Individual tutoring • Small group tutoring • School year maximum of 10 • Summer setting maximum of 15 • Distance Learning Technology • Tutors not permitted outside US

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

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

17. Location of Services • Must be current on approved application • Must be current with LEA holding agreement • 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

18. 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

19. 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

20. 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

21. 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

22. Qualifications of Tutors • Not required to be certified teachers • Assurance of alignment includes description of professional development • Clearance requirements apply to all staff members prior to direct contact with students

23. LEA Responsibilities • Inform parents of ALL children who attend identified school: • Explanation of School Improvement • Comparison of school with others in LEA and state • Reason for identification • Action Plan to be taken • Parent Involvement Opportunities • Process to be taken for SC/SES

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

25. 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 • Evaluation and Accountability Reports are provided to LEA from provider

26. Providing Services • Send letters after identification • Set reasonable deadline for parents response • Providers must sign agreements and begin services within 30 days • 45 hrs of instruction per subject area recommended

27. Approved Provider List

28. How LEA informs parents • Comprehensive, easy-to-understand format • In a language that parents understand • Mailing notices directly to parents • Optional postcard followed by letter with attached listing of approved providers • Set reasonable timeline for parent response • Ask for 3 choices for SES provider • Attach waiver to disclose student information • Response by mail, email, fax, in person • Provide information through newspapers, posters, and internet • Template in Toolkit

29. New 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 • Copies of Child Abuse and Background Clearance Forms for each tutor (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 the application and agreement noted agency tutors are required to be certified)

33. Immediate Revocation • At on-site review • Assurances not verified • 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 on which this statement is based. • Information on any discussions, meetings or correspondence with PDE or LEA regarding the complaint.

35. NCLB Complaint Procedures • Complaints against PDE should be referred to Chief of Division of Federal Programs • Procedures after complaint rec’d • Investigate the evidence and prepare a final report with recommendation • Timeline: 60 days • Chief may attend timeline if exceptional circumstances exist.

36. 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 • Children arriving/leaving • School policies if in LEA building

37. Contact • Karl Streckewald: PDE • kstreckewa@state.pa.us • 717 783 3381 • Justi Glaros: IU 4 • justi_glaros@miu4.k12.pa.us • 724 458 6700 x1224