On Site Review Process Office of Field Services

2 Overview of On Site Review Materials and Process

3 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, if any, program development and improvement needs

4 Purposes of the On Site Review Identify effective Statewide programs and practices Last but not least…. Ensure that budget items in the Consolidated Application link to the needs, goals, strategies and activities in the District Improvement Plan (DIP) or Single Building District Improvement Plan (SBDIP), which are based on an analysis of a Comprehensive Needs Assessment.

5 On Site Review Process District Selection Risk Factors  Non-compliance with previous OSR reports/findings  Concerns with Consolidated Application  Single Audit Findings  Rotation Cycle

6 On Site Review Process District Selection (continued) Other Considerations  Allocation Size Title I Allocation – key determiner Total Allocation in Consolidated Application  Demographic Representation

7 On Site Review Process District Selection (continued) Other Considerations (continued)  District Request  Extenuating Circumstances  Focus/Priority School Status  Coordination of review schedule with other MDE Offices  Annual Measurable Achievement Objectives (AMAOs)  OFS Consultant Input

8 OSR Materials Available on the Website Purpose Statement Description of Categorical Programs ESEA Glossary Follow-up Survey Form Materials District Must Submit to OFS District Study Guide/School Study Guide District and School Study Guides w/Explanations

9 On Site Review Process Initial Contact with District  OFS makes initial contact with district  Formal Letter with OSR details is sent to the district  Pre-On Site Review Meeting is scheduled

10 On Site Review Process District : Select OSR District Contact Identify stakeholders:  Superintendent (or designee)  Directors or managers of the programs included in the review  Business manager  Authorizers, Education Service Providers and others as requested  Building principals Provide overview of related OSR process, procedures and documents

11 On Site Review Process School(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 funding sources being reviewed Provide overview of related OSR process, procedures and documents

12 OSR District Contact Responsibilities Ensure stakeholder participation in consensus process for respective Study Guides Finalize the agenda and contact participants Who will attend the district and school OSR visits

13 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

14 On Site Review Process District: Contact collects district and school-level documents for submission to MDE/OFS Submit electronically to OFS at Reminder: no documents required for early submission will be accepted for review at the On Site Review

15 District’s Responsibilities: EARLY Submission Documents The local District Board Policy on Parental Involvement The Annual Education Report URL website address for the district and all schools that will be visited

16 District’s Responsibilities: Documents Submitted to MDE District-Level Documentation The written district plan to ensure all core academic teachers meet the highly qualified requirements Private school consultation information

17 District’s Responsibilities: Documents Submitted to MDE Business Office printout of FTEs and assignment of all personnel funded by Consolidated Application, organized by school Additional documents as required by Financial Unit or others, if applicable.

18 District’s Responsibilities: Documents Submitted to MDE Completed 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

19 District’s Responsibilities: Documents Submitted to MDE School-Level Documentation Completed 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

20 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

21 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)

22 School Improvement Plans School Improvement Plans for schools visited will be retrieved from AdvancED All School Improvement Plans for should have been submitted in AdvancED by the due date of September 1.

23 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)  Review of mischooldata.org

24 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  Identify Change Required (CR) Items

25 District receives written report in 30 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 On Site Review Follow-Up

26 On Site Review Follow-Up Technical assistance upon request Compliance Plan approval Consultant schedules follow-up for the next year

27 Questions and Answers Office of Field Services Website: Contact the Office of Field Services: Regions 1-5………………… Special Populations…….… Homeless, Migrant, Section 31a, Section 41, Title I, D and Title III Finance…….…………………