2011-2012On Site Review Process

Office of Field ServicesLast Revised 8/15/2011

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Overview of On Site Review Materials and Process

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Purposes of the On Site Review

Meet Federal compliance requirements for the Michigan Department of Education’s (MDE’s) oversight of programs administered by the Office of Field Services (OFS) and also….

Encourage program coordination and collaboration

Identify program development and improvement needs

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Purposes of the On Site Review

Identify effective Statewide programs and practices

Last but not least….

“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 Annual Measurable Achievement

Objectives (AMAOs) OFS Consultant Input

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OSR Materials Available on the Website List of Materials District Must Submit to

OFS with Submission Timeline Office of Field Services Consultant Map Purpose Statement Categorical Program Outline Process Checklist Attachment – Sample Compliance Plan

Form District Study Guide – new focus this

year

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OSR Packet Materials

Title I, Part C Self Assessment Checklist Title I, Part D Self Assessment Checklist Title III Self Assessment Checklist McKinney-Vento Homeless Self

Assessment Checklist

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On Site Review Process

Initial Contact with District Lead consultant makes initial

contact with district Pre-visit is scheduled Pre-visit participants identified Formal Letter with OSR details is

sent to the district

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

Superintendent (or designee) Directors or managers of the

programs included in the review Business manager Building principals

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Purpose of the Pre-Visit Identify stakeholders (continued):

Teachers and paraprofessionals or aides funded by any of the programs being reviewed

At least one regular classroom teacher and

Parent(s) of students served by any of the programs included in the review

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 students supported by Federal

programs 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

Ensure stakeholder participation in consensus process for respective Study Guides

Finalize the agenda and contact participants

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 Make copies and 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 ProcessDistrict: Contact collects district and school-level

documents for submission to MDE/OFS

Submit electronically to the designated MDE/OFS mailbox or mail documents using the required timelines.

Reminder: no documents required for early submission will be accepted for review at the On Site Review

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District’s Responsibilities:EARLY Submission documents

The local District Board Policy on Parental Involvement

District Parent Involvement Policy The Annual Education Report URL website address

for the district and all schools that will be visited The written process describing the alternative

program and services [Office of Civil Rights, 1964 – Lau v. Nichols] for English language learners (ELLs)/limited English proficient (LEP) students. This is required by all districts receiving federal funds.

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District’s Responsibilities:Documents Submitted to MDEDistrict-Level Documentation The written district plan to ensure all

core academic teachers meet the highly qualified requirements

Private School consultation information

A list of staff funded by each program, including FTEs and assignment, organized by school

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District’s Responsibilities:Documents Submitted to MDE

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

Additional documents as required by Financial Unit, if applicable.

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District’s Responsibilities:Documents Submitted to MDE On Site Review District Study Guide

Include list of participants who generated the District Study Guide

A list of staff (and their positions), who have been identified to attend the On Site Review district meeting

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District’s Responsibilities:Documents Submitted to MDE

School-Level Documentation On Site Review School Study Guide

Include list of participants who generated the School Study Guide

List of staff and their position identified to attend the school or district OSR

List of staff funded by each program, including FTEs and assignment

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District’s Responsibilities:Documents Submitted to MDE

Notification Letter sent to parents of LEP students to inform them of the student’s placement in the district’s LEP/ELL program and the right to decline services

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

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)

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School Improvement Plans

School Improvement Plans for schools visited will be retrieved from AdvancEd.

All School Improvement Plans for 2011-12 must be submitted in AdvancEd by the due date of September 1.

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On Site Review Day(s) District Meeting

Discuss the consensus District Study Guide

Discuss and review FTEs and related budget and staffing

School Meeting(s) Discuss the consensus School

Study Guide School Walkthrough (optional but

preferred)

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On Site Review Day(s)

Exit Meeting – Oral Report Invite Stakeholders – school

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

Highlight Observations and Recommendations

Identify Change Required (CR) Items

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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 with a written Compliance

Plan, using the template Submit Plan electronically within 30

business days from receipt of written Report to the designated mailbox

On Site Review Follow -up

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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

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Contact Your Special Populations or Financial Unit:

Special Populations 517-373-6066

Finance 517-373-2519

Questions and Answers