School Site Council Nuts and Bolts for Administrators Financial Planning and Development Financial Planning, Monitoring and Accountability September 2017

Agenda/Outcomes The Role of the School Site Council Legal Requirements and Best Practices SSC Composition and Elections SSC Preparation and Practice Planning for the Year The First SSC Meeting Single Plan for Student Achievement (SPSA) Categorical Budgets and MPP/LCFF We will reference the handbook throughout the training. Every topic covered is included in this reference as well.

The Role of the SSC The SSC is a decision-making committee that oversees: SPSA The Single Plan for Student Achievement (SPSA) and corresponding site-controlled categorical budgets. The SPSA is the plan that identifies academic goals and drives the school’s instructional program. Site Parent Involvement Policy Site Home School Compact

The Role of the SSC: Title 1 Law California Education Code Section 52852 and SDUSD Administrative Procedure 9060 - SSCs must be established at schools participating in education programs supported by categorical funds. Every SDUSD school is required to establish and maintain an appropriately configured School Site Council.

The Role of the SSC: Title 1 Law Title I: Federal funds are to be used to support students due to economic concerns (FRL). All SDUSD Title I schools implement a Schoolwide Title I Program. Title I funds provide direct instructional support. **Note: Some LCFF funding and goals were also included in the 2014-16 SPSA which will become available on our website within the following weeks. An electronic copy of the SPSA is also sent to each school around this same time. Schoolwide Program – Our district distributes Title I funding based on a formula that funds the percentage of students meeting Title I requirements on a per pupil basis. A purpose of Title I is to support students of poverty and to close academic achievement gaps. Our district uses free and reduced lunch count to determine the percentage of students eligible for Title I funding. Schools with 40% or higher free and reduced lunch counts receive Title I funding. -This only determines funding distribution. -Once the funds are at the site, they are used toward supporting any student who is struggling to achieve grade level expectations/requirements. -- schoolwide

The Role of the SSC: Title 1 Law and SDUSD Policy All Title I schools must: Review the District Title 1 Parent Involvement Policy with Guidelines for Implementation. Develop and annually review Title 1 Parent Involvement Policy. Develop and annually review the Home/School Compact. Distribute copies of these three documents to parents in English and other languages as needed(15% threshold). Conduct the annual Title 1 meeting to inform parents of the Title 1 Program and its requirements (Principal). Conduct Annual Meeting at Open House or similar event Our district policy is to constitute an SSC at all of our schools who will complete the responsibilities defined by Title I Law. While Title I law is specific to schools receiving Title I dollars, SDUSD tasks all of our schools with these responsibilities. In our district we use the SSC as a body that fulfills this task of developing and writing the Parent Involvement Policy & Home School Compact. * The PIP and HSC are distributed at the Parent Meeting. * The PIP and HSC are included in the SPSA * It is the principal’s responsibility to conduct the Title1 meeting * Must have annual Title I meeting early in the year. * It must be at a convenient time for parents. * The Parent Involvement Policy and the Home School Compact are reviewed and revised by the SSC annually. Languages – 15%+ of community language – must provide necessary translation.

The Role of the SSC: Title 1 Law and SDUSD Policy All schools must: Develop and annually review Parent Involvement Policy. Develop and annually review the Home/School Compact. Distribute copies of these two documents to parents in English and other languages as needed(15% threshold). Conduct the Title I Parent Meeting Our district policy is to constitute an SSC at all of our schools who will complete the responsibilities defined by Title I Law. While Title I law is specific to schools receiving Title I dollars, SDUSD tasks all of our schools with these responsibilities. In our district we use the SSC as a body that fulfills this task of developing and writing the Parent Involvement Policy & Home School Compact. * The PIP and HSC are distributed at the Parent Meeting. * The PIP and HSC are included in the SPSA * It is the principal’s responsibility to conduct the Title1 meeting * Must have annual Title I meeting early in the year. * It must be at a convenient time for parents. * The Parent Involvement Policy and the Home School Compact are reviewed and revised by the SSC annually. Languages – 15%+ of community language – must provide necessary translation.

Best Practices: PIP and HSC Develop and approve the Parent Involvement Policy and Home/School Compact in the springtime during the development of the SPSA for the upcoming school year Distribution of PIP and HSC with beginning of the year packets Revisions to PIP and HSC can occur in September if necessary Documentation of approval by the SSC of these two documents is required Our district policy is to constitute an SSC at all of our schools who will complete the responsibilities defined by Title I Law. While Title I law is specific to schools receiving Title I dollars, SDUSD tasks all of our schools with these responsibilities. In our district we use the SSC as a body that fulfills this task of developing and writing the Parent Involvement Policy & Home School Compact. * The PIP and HSC are distributed at the Parent Meeting. * The PIP and HSC are included in the SPSA * It is the principal’s responsibility to conduct the Title1 meeting * Must have annual Title I meeting early in the year. * It must be at a convenient time for parents. * The Parent Involvement Policy and the Home School Compact are reviewed and revised by the SSC annually. Languages – 15%+ of community language – must provide necessary translation.

SSC Composition and Elections At many schools there are key parent and community members who support the school in many capacities. The members of your SSC are probably on other school committees too. As the site leader, you want to be able to identify and utilize these key people. * Keep in mind when you are scheduling meetings that many of the same people are attending multiple meetings. * Weigh efficiency with responsibilities of organizations that are meeting * Try not to burn out your team members Classroom teachers and office staff can be very helpful when identifying potential SSC and other school committee membership. The best way to support meeting participation is to be well prepared. Every school site is responsible for the tasks above.

SSC Composition: California Ed Code 52852 At the elementary level the council shall be constituted to ensure parity between (a) the principal, classroom teachers and other school personnel; and (b) parents or community members selected by the parents. At both the elementary and secondary levels, classroom teachers shall comprise the majority of persons represented under category (a). The council shall be composed of the principal and representatives of: Classroom teachers selected by classroom teachers at the school other school personnel selected by other school personnel at the school parents of pupils attending the school selected by such parents; and, in secondary schools, pupils selected by pupils attending the school.

School Site Council All eligible members of the school community may serve on the School Site Council. SSC members represent ALL students at the school. Every group elects their SSC representatives Every group must have a separate ballot – Consider different color ballots Elections MUST be held even if the number of members who have been nominated for a groups is the same amount of vacant positions Schools shall not require that any seat be filled by a specific representative (e.g., parent of a English Learner, 3rd grade teacher, English department teacher, community member, ASB president).

SSC Composition: Elementary Any school which has two or more grades in the K-8 grade span: 10 member minimum No maximum but must ensure parity One half staff and one half parents/community members Staff includes: principal, majority of classroom teachers, other staff Emphasis on CLASSROOM TEACHERS – Have a roster and can give out grades – (A prep teacher can be considered a classroom teacher because they conduct subject classes to all students) Community members are allowable on the parent’s side of the SSC composition configuration, but are not required. Legal guardians are considered the same as parents. EX: 5 parents, 4 parents 2 community members. Either is fine.

SSC Composition: Secondary 12 member minimum No maximum but must ensure parity One half staff, one fourth parents/community, and one fourth students elected by their peers Staff includes: principal, majority of classroom teachers, other staff “A School Site council, at the middle school level may, but is not required to, include pupil representation.” [EC, Section (33133)] Again emphasis is on CLASSROOM TEACHERS Changes to roster must be communicated to MAR via a whole new original signed roster.

SSC Elections: Key Principles Review the bylaws first Establish process for the distribution of ballots as per bylaws Peers Elect Peers Allow group to nominate self/others Provide opportunity for “write-in” candidate Ballots must be on separate sheets for each group (you may want to color code your ballots) Member tenure must adhere to SSC bylaws. Please ensure that your SSC election process is written into your bylaws Only classroom teachers elect classroom teachers Keep election results/documentation in you SSC binder (Do you have what you need for an audit?) Make sure to include the following documentation: identify positions open for election names of those running for each position number of votes for each candidate method of conducting the election was the parent election conducted at the Back to School Night? Etc.

SSC Elections: Classroom Teachers Classroom teacher has a roster* Notify classroom teachers of the nomination process Allow classroom teachers to nominate self/other classroom teachers Place name(s) on a ballot Establish a process to assure that all teachers receive a ballot Utilize teachers or an election committee to count ballots Make sure to include the following documentation: identify positions open for election names of those running for each position number of votes for each candidate method of conducting the election was the parent election conducted at the Back to School Night? Etc. Example: Announce on school marquee call to nominations due ______ Elections held at Back to School Night – Come and Vote _________

SSC Elections: Other School Personnel Notify other school personnel of the nomination process Allow other school personnel to nominate self/other school personnel Place name(s) on a ballot Establish a process to assure that all school personnel receive a ballot Utilize election committee to count ballots Please ensure that your SSC election process is written into your bylaws Only classroom teachers elect classroom teachers Keep election results/documentation in you SSC binder (Do you have what you need for an audit?) Make sure to include the following documentation: identify positions open for election names of those running for each position number of votes for each candidate method of conducting the election was the parent election conducted at the Back to School Night? Etc.

SSC Elections: Parents/Community Members Conduct Call to Nomination Announce on school marquee Collect nominations and place on ballot Send ballots home and collect results Conduct elections at school function Utilize an election committee to count ballots if applicable Parents include guardians Community members are permitted but not mandated Make sure to include the following documentation: identify positions open for election names of those running for each position number of votes for each candidate method of conducting the election was the parent election conducted at the Back to School Night? Etc. Example: Announce on school marquee call to nominations due ______ Elections held at Back to School Night – Come and Vote _________

SSC Elections: Students All students are eligible to run for SSC office All candidates must accept nomination prior to being placed on the ballot Student member elections are open to the entire student body This is very important to note. In an effort to make things efficient, some schools have mistakenly attached the SSC membership to the ASB membership. These are 2 distinctly different responsibilities. Further, by doing so, students are denied the opportunity to participate on the SSC

SSC Elections: Recordkeeping Election process and results are maintained in the SSC binder (FPM requirement) Include the following information: Call to Nominations Process –Date distributed, date closed Elections Process – Ballot or process used for election (s), date(s) conducted, Positions open for election Record of Nominees and number of votes each received Introduction of new members must be documented on SSC agenda and minutes

SSC Membership: Notes Membership is from October to October of the following year The meeting dates should run from October through the following October Create a copy of the SSC roster that omits SSC member addresses and phone numbers to be available to the public The first SSC meeting is the first time the group meets after it has been newly constituted through the elections. Public* rosters – It is important that the school, SSC members and the district have accurate contact information for SSC members. Some members may not want their information made completely public. * A roster that only contains the SSC member names along with the school contact information listed for each member rather than their private information is acceptable to keep for public access. * Keep the public roster in the SSC handbook that is available to the public * Keep the completed SSC roster with private member information locked/filed separately.

SSC Roster Due 10/6/2017 Complete the roster provided by FPMA in Excel identifying: SSC Chair/Co-chair DAC Representative Tenure year for each member Submit the roster with original signatures to FPMA Keep a copy of the original roster in SSC Binder Excel document that is distributed to the schools via circular. The roster is tabbed. Please pay attention to the instructions on the first tab. There are samples along with the actual roster for elementary and secondary schools to complete. Type in to the roster, print it out and send it in with original signatures.

SSC Preparation and Practice Improving achievement for all

Principal Responsibilities The principal at each site is responsible for ensuring that the School Site Council is fulfilling its duties under federal, state, and District mandates. The school principal is responsible for developing a process where students are able to elect students to the SSC (Secondary sites). The Principal should provide guidance and support for student SSC members (Secondary sites).

Planning a Successful Year Use the DAC/SSC Timeline to plan the year Use the SSC Checklist to plan and complete fall Title I tasks Schedule the SSC meetings to fit the team’s availability and: Coordinate SSC meetings with data availability Schedule SSC meetings shortly after DAC meetings Follow the Greene Act Keep complete records Delegate responsibility

The Greene Act: Open Meetings Agenda is posted 72 hours in advance of the meeting. Posting is in a place accessible to public. Agenda must state location, time, and date of meeting. Agenda includes specific details of the meeting. Voting takes place only on posted agenda items unless item is added by unanimous vote.

The Greene Act: Public Comment Public comment is limited to items under the purview of the SSC. Public comment is the beginning of the SSC meeting. Public comment is allowed prior to every agenda item.

The Greene Act: Best Practices Distribute agenda to SSC members Post the agenda in multiple locations and though multiple methods If SSC meetings are on Mondays, try to have agenda distributed by Wednesday of preceding week Avoid early morning SSC meetings All meetings are live and open to the public Electronic IS NOT Open

Record Keeping If it is not written, it does not exist. Minutes, agendas, sign-in sheets, handouts, documents from SSC meetings, and the SPSA are public records Secretary uses SSC agenda template to summarize discussions and actions Documents must be kept in the SSC handbook The SSC Handbook must be made available for public review upon request Copies must be made upon request* *Please allow schools reasonable amount of response time per request Everything discussed and handed out at the SSC meeting must be kept in the SSC Binder

Record Keeping Federal and State laws require the California Department of Education (CDE) to monitor the implementation of categorical programs operated by all California school districts. Federal Program Monitoring is a combination of data and document review, and onsite visits of categorical programs administered by our district. Requires 5 years of documentation plus current year

Principal and SSC Chair Responsibilities The principal and SSC chair are responsible for working together to guide the School Site Council. They must: Follow the Greene Act requirements. Maintain all records in the SSC handbook. Co-sign all required documents. Set the monthly agenda. Collect and organize all handouts for meetings. Educate other members.

The First SSC Meeting Agenda Introduce the new members** Identify Officers: Chair, Co-Chair and other officers Identify DAC representative The DAC representative or alternate should attend the monthly DAC meeting. National, state, and district information is discussed at DAC meetings. The DAC representative should report all DAC information to the SSC so that stakeholders are informed. Distribute and Review: Bylaws SPSA (goals and budgets)** Approve Parent Involvement Policy and Home/School Compact (If not approved in the Spring) (With new members?) If so, do we list task of first meeting with old members ie review PIP or do that with new?

Preparing for the First (ALL) SSC Meetings Review the Bylaws (Use the District Bylaw Template) Bylaws identify – The responsibilities and expectations of the SSC team The election process and method of filling vacancies Duties of Members and Officers How to conduct elections and fill mid-term vacancies Prepare a message that is parent friendly Review the data and budget information ahead of time Use parent friendly language Link all data and budget information to the goals, activities, rationales and budgets identified in the SPSA Use the District agenda template Always include data review, budget updates and DAC report

The Single Plan for Student Achievement The SPSA is the plan that identifies academic goals and drives the school’s instructional program.

Monitoring and Evaluating the SPSA Review relevant school and student achievement data Based on the data, consider the effectiveness of overall strategies/activities Identify obstacles Examine budget expenditures Seek input from school committees during SPSA development Develop goals – implement the cycle of continuous improvement

Monitoring and Evaluation of the SPSA: Best Practices All members should have a copy of the SPSA Agendas should reflect the use of this document monthly Minutes should reflect discussions regarding the SPSA for future planning Planning notes and minutes should be used in the Spring to develop the SBB and the RATIONALES Group to fill out and complete Assessment and Evaluation Survey in the Spring – Ongoing (best when developing the next year’s budget)

Budgets Title 1 and LCFF/MPP

Before funding is allocated, need is identified. School Budgets Schools have two primary sources of funds to operate the school. Unrestricted budgets (district funds including LCFF*) Restricted budgets (Title 1) In addition, schools may receive funds through grants, foundations, PTA, and miscellaneous other sources Before funding is allocated, need is identified.

Funds Contained in the SPSA Description Resource Code Title I Basic 30100 Title I Parent Involvement 30103 Title I Program Improvement 30106 * Title 1 is under the purview of the SSC LCFF 09800

Guidelines for Title 1 Expenditures The purpose of Title 1 funds is to: Provide direct instructional support to students to improve academic achievement in core subjects Supplement the district’s general program Support professional development Foster new types of parent partnerships that focus on improving student achievement Support closing achievement gaps in core content areas

Title 1 Funding Requirements All site-controlled restricted expenditures at the school site are described in the SPSA Current data MUST support all supplemental supports and expenses identified in the SPSA SSC must provide RATIONALES describing the intent and expected result of the expenses identified in the plan

Guidelines for LCFF Expenditures *LCFF are unrestricted funds with a designated intent to be used for the principal benefit of unduplicated students The purpose of LCFF/MPP funds in SDUSD is to provide: Classroom Support that focuses on improving student achievement. Intervention Support that directly effects the academic achievement of students. Professional Development for staff to support and increase student achievement.

LCFF/MPP Funding Requirements All site-controlled expenditures at the school site are described in the SPSA Current data MUST support all strategies and expenses identified in the SPSA Principal must provide RATIONALES describing the intent, the desired goals and expected result of the expenses identified in the plan

Revisions to the Plan/Funding: SPSA is a living document Budget Transfer: Movement of funds from one account to another account within a resource eg. $10,000 from supplies to visiting teachers Expense Transfer: Movement of expenses from one resource to another eg. Software license from Discretionary to Title 1 * Only when PO, travel expenses, contracts, etc.. have been paid (no longer an encumbrance) Title 1 requires SSC approval Must be documented in SSC minutes - How will the change be funded? You must transfer money out of a resource in order to pay for the newly-identified expense. Why is this change warranted? Specific changes must be described: Resource/account, rationale voting details LCFF Require Resource Teacher approval The SSC should make prudent use of limited funds. You should get the most “bang for your buck.”

Additional Resources Site Operations Circular 1010 Expenditure of Major Categorical Funds for 2016-17 Administrative Circular 21 SSC Training: Membership Rosters of School Site Councils (SSCs) for the 2016-17 School Year Administrative Circular 23 Site Title I Parent Involvement Policy & Home School Compact: District Title I Parent Involvement Policy and Guidelines for Implementation FPMA Website https://www.sandi.net/staff/financial-planning-monitoring-and-accountability/financial-planning-monitoring-and-accountability

Contact Information Financial Planning and Development Debbie Foster – Executive Director Financial Planning, Monitoring and Accountability Thomas Liberto Director (619) 725-5065 (Phone) (619)725-7055 (Fax) https://www.sandiegounified.org/financial-planning-monitoring-and-accountability

Contact Information School Support Dario Gutierrez (619) 725-7785 (Areas: 1, 2, 3, Office of Secondary Schools, dgutierrez2@sandi.net Home Hospital, and SPED schools) Mary Johnson (619) 725-5611 (Areas: 4, 5, 6 and TRACE) mjohnson8@sandi.net