2009-10On Site Review Process

Office of Field Services

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Overview of On Site Review Materials and Process

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Purpose of the On Site Review

Meet Federal requirements for MDE’s oversight of programs administered by the Office of Field Services (OFS)

Encourage program coordination and collaboration

Identify program development and improvement needs

Identify effective Statewide programs and practices

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Purpose of the On Site Review

In addition, in Michigan…“Ensure that strategies and

activities are implemented to achieve goals established through

the Comprehensive Needs Assessment.”

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On Site Review Process

District Selection Risk Factors

Non-compliance with previous OSR reports/findings

Concerns with Consolidated Application

Single Audit Findings Rotation Cycle

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On Site Review Process

District Selection (continued) Other Considerations

Allocation Size Title I Allocation – key determiner Total Allocation in Consolidated

Application Section 31a

Demographic Representation

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On Site Review ProcessDistrict Selection (continued) Other Considerations (continued)

District Request Extenuating Circumstances AYP Data or High Priority School

Status Coordination of review schedule

with other MDE Offices OFS Consultant Input

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MaterialsMaterials District Must Submit to OFSOffice of Field Services Consultant MapPurpose StatementCategorical Program OutlineProcess Checklist Attachment – Sample Compliance Plan FormDistrict Study GuideDistrict Study Guide ExplanationSchool Study GuideSchool Study Guide Explanation Attachment A – Schoolwide Rubric Attachment B – Targeted Assistance RubricNCLB GlossaryFollow-Up Survey Form

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On Site Review Process

Initial Contact with District District notified by a Pre-Visit

Letter in September of the year of OSR

Pre-visit is scheduled Pre-visit participants identified Formal Announcing Visit Letter

sent

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Purpose of the Pre-VisitDistrict: Establish Preliminary Agenda Select OSR District Contact Identify stakeholders:

Principals Program Directors, Central Office

Representatives, Management Company Authorizers and Superintendents, if

applicable Provide overview of related OSR

process, procedures and documents

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Purpose of the Pre-VisitSchool(s): Establish Preliminary Agenda Identify Stakeholders:

Principals School Improvement Team Representatives Classroom Teacher(s) Parent(s) of Title I Student(s) All staff paid with fund sources being

reviewed Provide overview of related OSR

process, procedures and documents

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OSR District Contact Responsibilities

Participate in consensus process for respective Study Guides

Attend the district and school OSR visits

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On Site Review Process: District and School Level Convene stakeholders for district and

schools Explain the purpose and process of OSR Distribute all documents to respective

stakeholder groups Allow time for individual reflection and

scoring Reconvene stakeholders to prepare

consensus documents – district and school level

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On Site Review Process

District: Contact collects district and school level

documents for submission to MDE/OFS Submit electronically or mail documents

to MDE/OFS no later than 3 weeks prior to On Site Review

MDE/OFS: Prepare and review internal and external

documents

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District’s Responsibilities:Documents Submitted to MDE The District Improvement Plan, plus

district Professional Development Plan (if this is a separate document)

The local District Board Policy on Parental Involvement

The written district plan to ensure all core academic teachers meet the highly qualified requirements

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District’s Responsibilities:Documents Submitted to MDE McKinney-Vento

Homeless Liaison Homeless Dispute Resolution Process Title I Set Aside Formula Local District Board Policy on Homeless

On Site Review District Study Guide Include list of participants who

generated the District Study Guide

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District’s Responsibilities:Documents Submitted to MDE

Private School consultation information A list of staff funded by each program,

including FTEs and assignment, organized by school

Business Office printout of FTEs and assignment of all personnel funded by Consolidated Application andSection 31a, organized by school

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District’s Responsibilities:Documents Submitted to MDE Annual Education Report

District All schools identified for review

Title III Plan Limited English Proficient

notification letter to parents

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District’s Responsibilities:Documents Submitted to MDE

On Site Review School Study Guide Include list of participants who

generated the School Study Guide School Improvement Plans for all

schools indentified for review List of staff and their position

identified to attend the school or district OSR

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District’s Responsibilities:Documents Submitted to MDE

Additional Documents for Title I Schools: School level Parent Involvement Policy School-Parent Compact Notification sent to parents informing

them of right to request professional qualifications of their student’s teacher or paraprofessional

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District’s Responsibilities:Documents Submitted to MDE Additional documents for Title I

schools, continued Notification sent to parents if their

child was taught for four or more consecutive weeks by a teacher who was not highly qualified

Two Year Improvement Plan for Schools Identified for Improvement

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OSR District Contact Responsibilities

Remember – New Procedure!!! Ensure early submission of the

following documents for prior approval: Targeted Assistance Plans Schoolwide Plans Annual Education Report District Parental Involvement Policy

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On Site Review Day(s)

District Meeting Discuss the consensus District

Study Guide School Meeting(s)

Discuss the consensus SchoolStudy Guide

School Walkthrough (optional)

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On Site Review Day(s)

Exit Meeting Invite Stakeholders – school

principals, key administrators, key office personnel, district program contacts and others invited by the district

Highlight Observations and Recommendations

Identify Change Requireds (CR)

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On Site Review Report

District receives written Report in30 business days

District responsibilities following receipt of the On Site Review Report: Share Reports with schools and

stakeholders Respond to CR in a Compliance Plan Submit Plan within 30 business days

from receipt of written Report

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On Site Review Follow-Up

Technical assistance upon request

Compliance Plan approval

Consultant schedules follow-up visit for the next year

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Contact Your Regional Office of Field Services Consultant: Region 1 . . . . . . . . . 517-373-4009 Region 2 . . . . . . . . . 517-373-0161 Region 3 . . . . . . . . . 517-373-6341 Region 4 . . . . . . . . . 517-373-4004 Region 5 . . . . . . . . . 517-373-4212

Questions and Answers