Office Of Accreditation Presents The 2008 Mississippi Personnel/Accreditation Edit Report Training

TRAINING GOALS  To Ensure that All Data Reported are Current and Accurate  To Ensure the Validity, Reliability, and Accuracy of All Data Reports

Why Is The Accuracy of Data So Important? Mississippi Report Card Superintendent’s Annual Report Legislative Reports MAEP Funding National Statistical Reports National Center for Education and Statistics National Education Association

Accountability Standards Mississippi Public School Accountability Standards,

Accountability Standards State Laws State Board of Education Policies Commission on School Accreditation Standards

Primary Duty To continuously monitor and report compliance with accreditation standards See MS Code (5) See Accreditation Policy 4.0

Accreditation Policy 2.1 The district superintendent and school principals are responsible for ensuring that all data reported to the MDE are true and accurate as verified by supporting documentation on file in the school district. Reporting false information is a violation of the accreditation requirements set forth by the SBE and may result in the downgrading of the district’s accreditation status.

Reporting Accurate Data Report All Employees, including contractual staff as well as employees paid through federal grants. Include any other district duties after school and all salary supplements. The Work Area Code Must Accurately Describe the Job Duties Assigned to Each Employee. Course Codes Must Accurately Describe the Course or Instructional Program.

Accreditation Policy 4.6 Annual review of personnel/accreditation information. Any information submitted by a school district may be verified through on-site visits. Documentation, such as official board minutes, job descriptions, schedules, etc. must be on file to verify all data reported. Upon request, the school district must provide documentation necessary to validate compliance with accreditation requirements.

Principal 4 The district employs an appropriately licensed full-time principal at each school. {MS Code , 15} NOTE: The principal may not have any other duties assigned: study halls, coaching, director of athletics, director of curriculum, bus driver, etc.

Licensed Librarian 5 The school district employs in each school a licensed librarian or media specialist who devotes no more than one-fourth of the workday to library/media administrative activities. {MS Code (3)(a-e)} 5.1 Enrollment of 499 or less = half-time 5.2 Enrollment of 500 or more = full-time Note: May not keep study hall or teach regular education classes if required to be full-time.

Student Support Services 6 Student Support Services 6.1 High School Counselor 6.2 Elementary School Counselor

Licensed Professional Staff 8 All district professional positions requiring licensed staff are filled by staff who are properly licensed and endorsed. {MS Code } MS Code It is unlawful for the district to employ any professional staff, including contractual staff, unless they are properly licensed and endorsed. Check the Current MIS List of Course/Work Area Codes Report for required endorsements.

5% FTE Out-of-Field 8.1 With the exception of academic core subjects, the professional staff in each school is comprised of no more than 5% of Full Time Equivalent (FTE) units working outside the area or areas of endorsement. An appropriate license is required for superintendents, principals, librarians, and guidance counselors. (Refer to process standards 3, 4, 5, and 6.) Also See Requirements for Highly Qualified

Assistant Principal 8.3 Assistant principals and administrative interns who are not properly endorsed may be included in the 5% FTE working outside their area of endorsement, provided that they do not act in the place of the principal.

Instructional Teaching Days 19 Minimum of 180 Instructional Teaching Days 19.2 Minimum of 330 minutes or 27.5 hours per week of instruction 19.3 Minimum of 140 hours of instruction

Extended Year Students enrolled in an extended year program must complete all remaining course/subject requirements/objectives before credit for the course/subject is issued. Any on-line program may be used for extended day or extended year programs. There is no limit on the number of courses completed in an Extended Year program, unless the district has a local policy that specifies limitations.

Summer School Students enrolled in a summer program are limited to earning one (1) Carnegie unit of credit during a traditional summer school program. There is no state policy limiting summer school enrollment to students who are repeating a failed course. Courses may also be taken for the first time, unless there is a local policy that specifies limitations.

Credit Recovery Credit recovery is defined as a course- specific, skill-based learning opportunity for students who have previously been unsuccessful in mastering content/skills required to receive course credit or earn promotion. (See attached document.) Use the course code

Reporting Summer Programs Submit District Assurance Statement Signed By Supt. Submit Initial Data via MSIS Submit Final Updates via MSIS MDE Runs Reports Submit final grades issued to students (Letters are sent out with specific due dates)

Planning Time 30 Each classroom teacher, excluding vocational teachers whose class periods exceed 50 minutes, has an unencumbered period of time during the teaching day to be used for individual or departmentalized planning. Make sure all “teachers” have a planning period assigned. A teacher may not “give up” the planning period; the district may offer an extended day contract.

Planning Time/Secondary 30.1If the school utilizes a traditional six- period or seven-period day schedule, the instructional planning time provided for secondary teachers is a minimum of 225 minutes per week, exclusive of lunch period. If the school utilizes any form of a modular/block schedule, the instructional planning time provided is a minimum of either 225 minutes per week or an average of 225 minutes per week per instructional cycle, exclusive of lunch period.

Elementary Planning 30.2Instructional planning time for the elementary school teacher is no less than 150 minutes per week, exclusive of lunch period. Average of 30 minutes per day, but not required to be scheduled daily.

Course Preparations 31 Individual teachers (grades 9 – 12) are limited to any three course preparations per day or five in the same course/subject area. Note: Any assignment of preparations beyond the standard must be submitted to the Commission on School Accreditation for action. This standard only applies to Carnegie unit credit courses in grades 8 – 12.

Teacher-Pupil Ratios 34.1 Kindergarten = 22 to 1 or 27 if a full- time assistant teacher is employed 34.2 Grades 1 through 4 = 27 to 1 {MS Code } (SB Policy 2100) Level 4 and 5 schools may be exempt Self-contained grades 5 – 8 = 30 to 1

Teacher-Pupil Ratios 34.4 Departmentalized academic core classes serving grades 5–12 = 33 to Limit of 150 students taught by an individual teacher in academic core subjects at any time {MS Code } Level 4 and 5 schools may be exempt.

Selecting An Appropriate Work Area/Course Code The work area code must reflect the actual duties performed. To determine which work area code best describes the position, review the job description and actual duties performed. Lead Teacher: Provides instructional support and assistance to teachers. If supervisory or administrative duties are included, use the assistant principal code.

Reminders To Avoid Problems Report each group of students served. Each new group of students is a new period. Reporting all students served during the day in a course such as Reading will result in an error message on the accreditation edit report.

All Endorsement Codes Are Grade Specific All Endorsements are grade specific; all endorsements listed may not apply based on the grade levels served. For Example: 116 endorsement = grades K – endorsement = grades 4 – endorsement = grades 1 – 9

“NONE” DOES NOT MEAN NOTHING IS REQUIRED When the Endorsement Code is listed as NONE, check the course description to see if any other specific qualifications are required. Social Worker = Must be a licensed professional Social Worker. Nurse = Must be a registered nurse or licensed practical nurse. Barksdale Tutor = Must complete BRI training; see SBE approved BRI job descriptions for qualifications.

Reminders Zero (0) SPED students will result in an error message: cannot perform endorsement check. JROTC Instructors Endorsement Required = 499

Positive Behavior Specialist Endorsement = MDE Approved Only; Contact the Office of Special Education Job Description: Must hold a valid, professional license (MDE or Other State Agency: teacher, counselor, psychologist, etc.) and requires specialized training and experience in behavior management and positive behavior interventions in the educational setting for students.

Accreditation Edit Reports In October (after submission of first month data), the Accreditation Edit Reports will be open to the school districts to run error edit checks. to verify the accuracy of the data to identify reporting errors and any possible accreditation issues to correct any inaccurate data prior to the “Snap Shot” used to compile annual data reports

TO RUN EDIT REPORTS ON “LIVE” DATA Go to Reports  Personnel Data  Accreditation The Accreditation Edit addresses most standards, including some overloads. The Class Overloads Edit only addresses enrollment in grades 1-4 (STD 34.2). The Required Courses Edit outlines the required 33½ units in each high school (STD 32 and Appendix B).

VERIFICATION OF DATA Edit Reports Three opportunities to review the accuracy of the data reported and make revisions: October (after submission of 1 st month data) November (after submission of 2 nd month data) December (after submission of 3 rd month data)

DATA REPORTS SNAP SHOT: After submission of data in December, the personnel data report will be archived. January-February. The Annual Accreditation Edit Report will be reviewed and analyzed.

Personnel Snap Shot Edits Go to Reports  Personnel Snap Shot  Accreditation Accreditation Edit addresses most standards, including overloads Class Overloads Edit only addresses enrollment in grades 1-4 (STD 34.2) Required Courses Edit outlines the required 33½ units in each high school (STD 32 and Appendix B)

Notification of Possible Deficiencies The district superintendent will be notified in writing of any possible deficiencies identified. The district will have at least 30 days to respond in writing or submit documentation verifying compliance.

Verified Deficiencies Upon request, the school district must provide documentation necessary to validate compliance with accreditation requirements. Any information submitted by a school district may be verified through on-site visits. Only verified deficiencies will go on the district’s Accreditation Record Summary. All deficiencies on record must be cleared or the district’s accreditation status may be downgraded in September.

Revisions for 2008 Office of Dropout Prevention/Alternative Education (601) or (601) Office of Student Assessment (601) Office of Healthy Schools (601) Office of Curriculum and Instruction (601)

Any Questions ????????????????? Always call if you need help! Contact Chan Cleveland or Jean Massey at concerning personnel/accreditation reporting