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Presentation on theme: "OKALOOSA COUNTY SCHOOL DISTRICT"— Presentation transcript:

School Advisory Council Training Welcome to the Okaloosa School District School Advisory Council Training. As you prepare to listen to this presentation, please make sure you have your training packet handy for easy reference. 1

2 Your OCSD SAC Contact: Debbie Davis My name is Debbie Davis and I will be your host for this training. One of my duties as a curriculum specialist is to serve as the district-level School Advisory Council contact. As the year progresses, should you have any SAC questions or concerns you or the other members of your council can not answer, feel free to contact me. My contact information is listed on this slide and will also appear at the end of the presentation. I want to take this opportunity to personally thank you for serving on your school’s advisory council. On behalf of our superintendant, Dr. Alexis Tibbetts, allow me to express how much the district appreciates you for volunteering your time and attention to such an important task. The decisions you help make for your school will certainly benefit the students and positively affect their academic achievement. Again, welcome to the School Advisory Council team. Let’s get started. 2

3 Why We’re Here To understand the roles and responsibilities of School Advisory Council members To be able to actively participate in the School Improvement Process To understand Florida’s Accountability System including School Grades To understand that SAC meetings are subject to the Government in the Sunshine Law Our goal today is to help you to understand your role as a SAC member. You will be expected to actively participate in the school improvement process, to understand Florida School Accountability System, and to work under the guidelines of the Florida Sunshine Law. 3

4 Today’s Agenda Roles and Responsibilities of SAC Members
Government in the Sunshine Law School Improvement and School Performance Plans FL Accountability System, School Grades and A+ Money Please note that we will address the following items as we progress through this presentation. 4

5 What is a SAC? School Advisory Councils were established by the legislature to expand the role that parents, students, community members and teachers have in making decisions about their schools. Councils are made up of parents, students, teachers, educational support staff, the principal and community members. The SAC must be representative of the ethnic, racial, and economic community served by the school. SACs were established to give parents, students, community members, and teachers a greater role in the decision making process at their schools. SACs must be representative of the make-up of the school population and the community which they serve. 5

6 SAC Responsibilities School Advisory Councils
Let’s take a look at the responsibilities of the School Advisory Council as defined by state statute 6

7 SAC Duties and Responsibilities – defined through statutes
assists in the preparation and evaluation of the School Performance Plan. (SPP) decides how school improvement funds are spent decides jointly with school faculty how A+ recognition funds are spent – except after Feb. 1 (*funding determined by DOE and may fluctuate, depending on financial status) assists the principal with the school budget perform functions as prescribed by regulations of the school board Each council has the responsibility of assisting in the school improvement process and deciding how school improvement funds are spent. In addition, councils along with the school faculty determine how school recognition funds are spent. SAC also assists the principal with the school budget Note that the A+ funds (otherwise known as School Recognition funds) have been decreased from $85 per student to $75 per student. After school recognition fund allocation is made, up to $5 will be allocated per FTE to SACs as School Improvement funds. If there are insufficient funds to fully provide $5 per FTE, the available funds shall be pro-rated. 7

8 Other Possible Duties of SAC
Adoption of school calendar Input into District’s Legislative Program Waivers for school improvement plans Monitoring school safety Assist in school climate survey Liaison to the community Involvement in special committees and School improvement Teams – “SIT” Here are some other possible duties your SAC may be asked to take part in. 8

9 School Improvement Funds…
May be expended only on programs and projects selected by SAC Are not subject to override by principal or district staff May not be used for capital improvements or projects lasting more than one year (However, SAC may approve again in subsequent year) $0 per un-weighted FTE student * There are two separate funding amounts allocated to schools for which SAC is responsible for approving expenditures. School Improvement funds are often referred to by schools as SAC monies. These funds….(read slide) * According to information available at the time of the release of this presentation, $0 will be available for School Advisory Councils for the school year. However, the funding for school recognition will be increased to $100 per funded FTE. 9

10 School Recognition Funds
Expenditures are jointly decided by faculty and SAC Can be used for bonuses, materials, equipment, temporary personnel, or any combination Decision must be made by Feb. 1 or funds are dispersed as bonuses to only classroom teachers currently employed $100 per FTE- provided for performance School Recognition Funds are commonly referred to as A+ dollars. These funds…..(read slide). A word of caution: Schools have been cited across the state for spending funds on student monetary gifts or gift cards, on food for student recognition parties, T-shirts for students, faculty shirts, student award trips. In each case, Schools were required to refund the amounts spent from internal funds. Materials and equipment expenditures should be to assist in maintaining or improving student performance.(Section ) 10

11 SAC Bylaws School Advisory Councils
Each SAC must have a set of bylaws. Our schools already have bylaws in place, but these should be re-approved each year. 11

12 SAC Meetings… Florida Statues (ss ) require each SAC shall adopt bylaws establishing procedures for: At least 3-days’ advance notice in writing to all SAC members of any matter that is scheduled be voted on Requiring a quorum of at least 51% to be present before a vote may be taken by the school advisory council Scheduling meetings when parents, students, teachers, business persons, and members of the community can attend. Replacing any member who has two unexcused consecutive absences from a SAC meeting that is noticed as per bylaws. Recording minutes of meetings. The bylaws must by Florida statute establish procedures scheduling and conducting meetings. Your bylaws should address procedures for giving 3 days of advance notice in writing to members and the public of meetings where matters are to be voted on. There must be a quorum present before a vote can take place. The bylaws should address procedures for replacing members when it becomes necessary. And there must be a procedure for recording minutes. 12

13 SAC Bylaws (required by law)
Name of Council Purposes, Basic Policies, Governance Duties & Obligations – address: School Improvement Funds A+ Funds SPP School annual budget: procedure for “assisting” Member Composition Positions, duties, procedures for elections and term of office Procedures for appointing members, removing members, replacing members Nomination Committee (optional) Duties, Meetings & Quorum of Executive Board Emergency decision procedures The bylaws must include the listed components. Note that there should be a procedure in place for how the council will assist the principal on the annual budget. 13

14 SAC Bylaws, continued Decisions/Meetings
Advance Notice of Vote/Meetings Sunshine Laws Special or AD hoc Committees Quorum > 50% Amendments or Revisions of Bylaws Fiscal Year, Parliamentary Authority You can visit the Florida Association of School Advisory Councils website listed at the end of the presentation for sample bylaws. 14

15 Florida Sunshine Law SACs are to conduct themselves in the “Sunshine”! What does this mean? School Advisory Councils must abide by the Government in the Sunshine Law 15

16 Sunshine Law Requires…
SAC meetings are public meetings and subject to the Sunshine Law ss (1) Reasonable Notice Open to public Held in public locations Minutes recorded and open for public inspection Open voting---no secret ballots In plain terms, make sure all meetings are well advertised and open to the public. You should post notices on a visible bulletin board as well as on your website and in school newsletters. All meetings should be held in public locations and minutes should be available for anyone who asks to see them. A Web link for Sunshine Law is given at end of this presentation. 16

17 SAC Membership School Advisory Councils
There are specific guidelines for SAC membership 17

18 SAC Members(Voting) SAC members are elected from their peer groups;
- teachers elect teachers, staff elects staff, parents elect parents and students elect students. SACs must consist of the principal and an appropriately balanced number of teachers, staff, parents, community members & students. “Technical center & high school advisory councils shall include students and middle & junior high school advisory councils may include students.” SACs must represent the ethnic, racial and economic makeup of the community served by the school. To achieve this, members may be appointed. (MIS Form 1411) In addition, the majority of SAC members (over 51%) must not be employed by the school district. (Senate Bill 1908) SAC members are elected by their peers Principals must be a member of their school’s SAC High schools and technical centers must include students as SAC members. Middle schools may include students. SACs must be representative of the ethnic, racial, and economic makeup of the community served by the school. To achieve this balance SACs may appoint members. If this is necessary the principal shall make recommendations to the committee for their approval. Senate Bill 1908 impacts the membership of School Advisory Councils (SAC). The bill requires that the majority of SAC members must not be employed by the school district. Previously, the majority could not be employed by that school. The law took effect July 1, 2008, and will be included in the annual district compliance report each spring. 18

19 SAC Membership FAQ Is the principal a voting member? YES
Can the assistant principal be a member? An assistant principal can and probably should attend meetings and give input, but may not be a voting member of SAC What is the allowable % difference between student composition and SAC composition? DOE recommends a maximum of 10%. In case of an audit, documentation will be required showing every effort was made to achieve compliance. Let’s address some frequently asked questions about the SAC membership. The principal is a voting member of SAC The assistant principal should attend meetings and give input, but may not vote Achieving the appropriate ethnic/racial/economic composition for SAC may sometimes be difficult. The DOE recommends a max of 10% variance between school and SAC composition. Make sure you document all efforts to achieve compliance. 19

20 A SAC Member’s Role Attends meetings & training
Uses state & district goals as guiding principles Assesses school data, surveys Assists in the preparation & evaluation of the SPP Determine & prioritize the needs of the school Develop strategies for improvement Decides how to measure results of the SPP Assists in development and implementation of SPP Assist in preparing the school’s annual budget As a member of the School Advisory Council you should be well aware of your role. 20

21 The SAC Chair/Co-chairs
Knowledgeable about SAC duties & responsibilities. Establishes an agenda Prepares for meeting; notifies members of meeting & training opportunities Facilitates the meetings (co-chair or vice chair fills absence) Keep to task, maintains order, involves members Repeat all motions before vote Involves members & establishes subcommittees Signs School Performance Plan Each council should select a chairperson and possibly a co-chair. This person should….(read slide). A handout on Robert’s Rules of Order is included in your packet to assist the chair with parliamentary procedure. Please refer to the resource list at the end of the presentation for further information. 21

22 The Principal Responsible for school administration
Assesses school data, surveys Facilitates SAC recommendations in development & implementation of SPP “Shall provide leadership in the development or revision and implementation of a school improvement plan” ss Ensure that all school reports are accurate and timely, and must provide the necessary training opportunities for staff to accurately report attendance, FTE program participation, student performance, teacher appraisal, and school safety and discipline data Ensures proper SAC elections & appointments Keeps SAC informed of activities & policies of the school Encourages participation & problem solving & teamwork Part of the SAC team Principals play a very important role in making the SAC a true team effort. There may be times when because of a conflict of interest the principal, and any other SAC member for that matter, may abstain from voting. Note also that the principal may not serve as the SAC chair. 22

23 The SAC Secretary Determination of a quorum for meetings
Accurate recording of SAC business Maintains up-to-date records of minutes Keeps records of attendance Duties at the meeting: Reading or providing minutes Taking accurate minutes The SAC secretary plays a very important role in the efficiency and effectiveness of the SAC team. During the meeting he or she is responsible for these tasks… 23

24 The SAC Secretary…continued
Tasks after the meeting: Writing the minutes promptly Noting status of previous minutes Dispatching correspondence Dispatching the minutes for agenda prep Notification of elections or appointments Sending copy of all minutes and agendas to district contact After each meeting the secretary should make sure these tasks are completed in a timely manner. 24

25 Other SAC Officers, optional
SAC Treasurer Keeps track of School Improvement Funds SAC Corresponding Secretary Letters and other correspondence Parliamentarian Time-keeper, Robert’s Rules of Order ...determined by your SAC’s needs Each School has individual needs. Perhaps the larger the school the greater the need for additional officers. 25

26 SAC Minutes Required by FL Sunshine Law + Statutes
Should be brief yet accurate Public record This and several slides to follow address some of the secretary’s duties. Even if you are not the SAC secretary you should be aware of the importance of these tasks. 26

27 SAC Minutes Include: Kind of meeting, name of council, date, time, and place Attendance, determination of quorum and any member replacement Call to order, name of presiding officer and recorder Agenda and previous minutes Motions and votes (include election info) Any correspondence (attach) Hour of adjournment and next meeting date, time, place “Submitted by,” sign and type name, position. You will find a sample agenda and a sample of minutes in your packet The name of the council will most likely be something like “ Okaloosa Middle School SAC” . Please make sure all correspondence, minutes, and agendas contain this information in the title or heading. 27

28 SAC Documents of Record
List of meetings for the year Bylaws Membership Roster MIS 1411 Agendas Minutes These document must be kept on file and available to the public. In addition, a copy of each must be sent to my office in a timely fashion. Upon the event we are audited, I must present these documents for each school in the district. Copies are kept on file at the school and at the District Office 28

29 Send… signed bylaws signed MIS 1411- due by Nov. 1 via courier to:
Debbie Davis BAO Membership Roster-due by Nov. 1 List of meetings Dates/times/locations Agendas Minutes via to: Debbie Davis Again, the district is required by FLDOE to keep copies of these records for each school. SAC secretaries should be as prompt as possible in assuring these documents are sent to the Office of Quality Assurance 29

30 Membership Roster Be sure to list School Name
Copies of the membership documents are included in your packet. SAC secretaries should make sure these documents are completed correctly before submitting to the district for board approval. The deadline for submittal of these documents is November 1. This gives the Office of Quality Assurance time to compile the documents for each school for school board approval. List as Parent, Community, Teacher, Staff, Student, or Principal AND IF APPLICABLE, indicate SAC office OR non-voting status. 30

31 MIS 1411 >50% Non School District Employees
Report only your voting members here Use the most recent demographic data and maintain a record of pull-date Principal and SAC Chair must sign and date Some schools like to list non-voting members on the membership roster. These members might include students, alternates, assistant principals, etc. That is fine. However, do not include non-voting members on the Elementary students are not voting members! High school students are voting members. Middle school students may be voting members. Please maintain a record of the Race/Ethnicity pull date as well as documentation of efforts made to match SAC membership to school/community make-up. The principal and chair must sign and date the form. The date should be as close to the capture date of the ethnicity data as possible. 31

32 Before submitting documents …
Include year and school name Verify numbers of peer group with membership roster Percents of each ethnic category must agree as closely as possible to school/community percentages and each column should total 100% Sign and date Please check your membership roster and MIS 1411 for both completion and accuracy prior to submitting to the Office of Quality Assurance. Make sure the school name appears at the top Verify the accuracy of the number of members in each category and list the correct total Verify the accuracy of the ethnicity data prior to submitting the form. Make sure both the principal and chair has signed and dated the form! 32

33 Ethnicity of School and Community
Student Population Or Community Population

34 School Advisory Council District Requirements
Each School Advisory Council must consist of: At least 17 members an odd number of members

35 Agendas and Minutes Please submit to the District in a timely manner
List school name in the heading List school name in subject line on all s A final reminder: I need the minutes and agendas for each meeting. The best way to get these to me is via . Place me on the distribution list for your SAC so that I will automatically receive all memos sent to your SAC members. 35

36 School Performance Plan
Our next topic is the School Performance Plan or SPP. 36

37 School Performance Plan
The School Performance Plan combines the main components of: A+ Plan – District School Improvement Plan – State AdvancEd - Regional The SPP combines the A+ Plan, the State mandated School Improvement Plan (SIP) and AdvanEd. AdvanceEd has until most recently been referred to as the Southern Association of Colleges and Schools Council on Accreditation and School Improvement (SACS CASI). 37

38 School Performance Plan AKA—School Improvement Plan
Made up of goals and objectives established for the school and determined by needs of the school Purpose: To increase student performance Includes: strategies, safety, discipline, health and fitness, resources (human and material), and measured goals The School Performance Plan’s main purpose is to increase student performance 38

39 Role of the School Develop a School Performance Plan under the principal’s leadership with objectives in reading, mathematics, writing and science. Allocate school resources based on these objectives. Closely monitor the effectiveness of the plan during the year using internal assessments to determine student gains. Adjust strategies, if needed, in order to reach objectives. The role of the school is to develop the School Performance Plan (SPP), which is the single most important document at the school level. The SPP is the document which guides the entire school improvement process. It is critical to the major areas affecting school --- and student --- accountability and growth: teaching and learning, finances, school climate, and customer satisfaction. 39

40 Role of the District Provide Schools with a timeline and training on the School Performance Plan process. Quality Assurance will develop district-wide staff development and technology plans based on common themes that emerge from School Performance Plans. Deputy superintendents will work with principals throughout the year to monitor the effectiveness of school plans. Internal accountability checks are in place to ensure that major points in the schools’ SPP are in place and are having the desired results (as listed on this slide). 40

41 SPP Components School Vision and Mission Statement School Profile
Supporting Data School Focus (math, reading, writing, science) and Objectives Target Groups Strategies Professional Development Customer Relations Resources The SPP is made up of the listed components 41

42 School Performance Plan Requirements
Must be designed to meet state educational priorities (s (5)) and student proficiency on SSS (s ) Must address student achievement goals and strategies based on state and district proficiency standards Must include accurate, data-based analysis of student achievement and other school performance data (s (18)(a)) The SPP is governed by state statutes. The requirements listed here apply to all schools. 42

43 SPP Requirements Some Schools
All secondary schools (grades 6-12) must include a redesign component based on the ten guiding principles (s (2)(a-j)) All schools that establish an on-site dropout prevention and academic intervention program must reflect such program in their plan (s (2)(b)) High schools must include strategies to improve student readiness for postsecondary level based on annual analysis of postsecondary feedback report data (s (4)) Secondary schools must include a redesign component based on the ten guiding principles found in the Florida Secondary Redesign Act. You have a copy of this statute in your packet. The ten guiding principles are listed in “a-J’” under section 2. If your school establishes an on-site dropout prevention or academic intervention program make sure it is addressed within your SPP And…High school SPPs must include strategies for improving college and workforce readiness 43

44 SPP Requirements continued…
All schools with a grade of “C” or below or schools required to have a plan under federal law must have a plan pursuant to s (18)(a) to include: Professional development that supports enhanced and differentiated instructional strategies to improve teaching and learning Alternative instructional delivery methods to support remediation, acceleration, and enrichment strategies “C, D, or F” schools and any school required to have a plan under federal law are required to have: Professional development supporting differentiated instructional strategies Alternative instructional delivery methods 44

45 SPP Requirements continued…
Continuous use of disaggregated student achievement data to determine effectiveness of instructional strategies Ongoing informal and formal assessments to monitor individual student progress toward mastery of SSS and to redesign instruction if needed Title I elementary schools must include strategies which promote transition to kindergarten Continuous use of disaggregated student data Ongoing formal and informal assessments to monitor student progress and to redesign instruction if needed And….Title I elementary schools must include strategies that address the transition to kindergarten 45

46 School Focus Each school must address reading, mathematics, writing, and science. The SPP allows for variance reflecting each individual school’s areas of strength and weakness. Schools should build upon strengths and put strategies in place that improve upon weaknesses Schools must focus on reading, mathematics, writing, and science building upon strengths and developing strategies to improve upon weaknesses. 46

47 School Objectives SMART Specific Measurable Attainable Research-based
Time-phased Example: _____ % of eligible students will achieve adequate yearly progress in reading as measured by the Florida Comprehensive Assessment Test given in April, 2012. When writing school objectives, remember “SMART”. Objective statements should be specific, measureable, attainable, research-based, and time-phased. 47

48 Target Group(s) Identify each group of students that will be impacted by strategies. Example: Students performing at Level 1 in reading on the most recent Florida Comprehensive Assessment Test Again, identified groups of students and areas for improvement are to be written in as specific language as possible. 48

49 Supporting Data Provide a 3-year summary of data that
supports the need to focus on a particular target group or data that indicates a school-wide area of weakness REMEMBER: Education programs are based on student performance data. As we have moved to the use of school performance plans, we have moved to a model of data-driven decision-making. School leaders will look at many forms of data to support the need to focus on a specific group and to implement specific strategies to improve those areas identified as areas of weakness. Note that supportive data should be a 3-year summary providing evidence of a school wide weakness. 49

50 Strategies Prioritize Strategies Identify which target group that a
particular strategy addresses. (Read slide) Example: Level 1 reading students will be provided appropriate instructional-level reading materials. 50

51 Training Each training activity must lead to a
measurable teacher outcome. Principals are responsible for monitoring the implementation of strategies learned through training activities. Again, internal controls are in place to ensure that all items in the SPP are implemented in a practical and timely manner….teachers complete a Individual Professional Development Plan (IPDP) that is tied to the strategies needed to fulfill those of the SPP; the principal monitors the individual and building-wide PD plan; the deputy superintendents monitor the principals accountability for the SPP and the PDSP (professional dev’t site plan). Example: Teachers will complete in-service training on selecting appropriate instructional-level materials for students and provide evidence of the selection and implementation of the materials. 51

52 Customer Relations Identify actions being taken by the school
to educate parents and students within a target group of the objectives, strategies, and anticipated outcomes for students within that group. Customer relations is a key ingredient in the school environment and is rated by our annual Customer Satisfaction survey. Example: Schools will communicate with parents of Level I reading students to discuss strategies in place designed to assist their student. 52

53 Resources Provide the cost of implementing each
strategy as well as the source of funds Identify the use of all S.A.I. and Title I funds. The completed SPP reflects that every strategy or training activity has funding aligned with it where needed and/or appropriate. Example: Include the cost of appropriate instructional- level materials and staff development. 53

54 School Performance Plan or Florida School Improvement Plan Which Template Should Schools Use?
Since all Okaloosa Schools earned school grades of A or B, all schools may use the district on-line School Performance Plan Template Read slide 54

55 New Florida SIP Template
The templates are available online. Available online at 55

56 SIP Template Some sections of this model are duplicates of the SPP model Some sections of this model are completely new There are many similarities between the SPP template and the new SIP template. However some sections on the new template are completely new. 56

57 SIP Template Under the new accountability system, schools using the new SIP template will report SAC membership compliance within their SIP. If your school will be using the new SIP template please note that it requires the school to report SAC membership compliance. Information reported on this document must match the information reported to the district via the MIS 1411 and membership roster. 57

58 School Performance Plan is…
The guiding document for a school's major initiatives for school performance Written by a committee of parents, faculty members, administrators and community members Approved by the School Advisory Council (SAC). (In conclusion…….Read slide.) 58

59 School Accountability Reporting

60 FCAT 2.0 Single statewide system of accountability used to determine adequate yearly progress, achievement of annual learning targets. The FCAT measures student progress in mastering grade level benchmarks which are aligned to the Sunshine State Standards in specific subject areas. A major component in the school grade formula For all schools AYP status and school grades are determined by FCAT achievement. However the school grading system has changed for high schools to include student achievement on college placement tests as well as other indicators addressed in a later slide 60

61 Adequate Yearly Progress
NCLB Florida has been granted a flexibility waiver from the US DOE to eliminate the NCLB requirements for School Accountability and will now move to a single accountability model: A+ State Accountability System Measurement targets performance and participation of all students, with an emphasis on lowest performing 25%. The state directive targets the performance of all students with an emphasis on the lowest performing 25%. Schools are awarded a grade of A-F 61

62 Performance Expectations
“Compensatory” Model Schools are awarded points for students who score high and/or make annual learning gains. The Florida School Accountability model is based on a point system. Schools scoring low in one area may compensate by scoring high in another area. 62

63 Process – Constantly Evolving
Continuous growth in level of proficiency and scope of accountability (student, subject area) Components currently in place: 50% based on State Assessment 50% based on graduation rates, AP/IB/AICE/Industrial Certifications, ACT/ACT/CPT results, graduation rates of at-risk students 63

64 School Grade Formula: Elementary Schools

65 School Grade Formula: Middle Schools

66 School Grade Formula: High Schools

67 School Grade Formula: Combination Schools (K-12, 6-12)

68 Accountability Process
Each element of the assessment system informs parents, educators and the community about different facets of a school’s performance No element, on its own, can provide a complete picture As you can see the accountability process is multifaceted in order to provide a complete picture of a school’s performance. 68

69 Accountability “The responsibility for improvement of a stable system rests totally on the management. It is reached (i.e., improvement) by removal, one by one, of special causes of trouble.” (W.E. Demings, 1986) No matter how great we think we are there is always room for improvement. The School Advisory Council’s responsibility to our students, their parents, and the community is to insure that improvement is made. 69

70 Bureau of School Improvement
Excellent Resource Bureau of School Improvement The Website for the FLDOE Bureau of School Improvement is an important resource for SAC members. 70

71 Resources… Florida State Law (ss.286.011)
FL Dept of Education- FL Dept of Education SAC webpage- School Improvement Plan- FL Assoc of SAC- This website and other helpful websites are listed here. 71

72 Questions??? Contact your District SAC Administrator: Debbie Davis Thank you for attending your time and attention to this training session. Should you have any questions please refer to the available resources and feel free to contact me at anytime during the year. 72


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