1. 2009-10 On Site Review Process Office of Field Services

2. 2 Overview of On Site Review Materials and Process

3. 3 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

4. 4 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.”

5. 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. 6 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

7. 7 On Site Review Process District 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

8. 8 Materials Materials District Must Submit to OFS Office of Field Services Consultant Map Purpose Statement Categorical Program Outline Process Checklist Attachment – Sample Compliance Plan Form District Study Guide District Study Guide Explanation School Study Guide School Study Guide Explanation Attachment A – Schoolwide Rubric Attachment B – Targeted Assistance Rubric NCLB Glossary Follow-Up Survey Form

9. 9 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

10. 10 Purpose of the Pre-Visit District: 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

11. 11 Purpose of the Pre-Visit School(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

12. 12 OSR District Contact Responsibilities Participate in consensus process for respective Study Guides Attend the district and school OSR visits

13. 13 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

14. 14 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

15. 15 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

16. 16 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

17. 17 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 and Section 31a, organized by school

18. 18 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

19. 19 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

20. 20 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

21. 21 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

22. 22 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

23. 23 On Site Review Day(s) District Meeting  Discuss the consensus District Study Guide School Meeting(s)  Discuss the consensus School Study Guide  School Walkthrough (optional)

24. 24 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)

25. 25 On Site Review Report 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 in a Compliance Plan  Submit Plan within 30 business days from receipt of written Report

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

27. 27 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