Coordinating Equitable Services for Private Schools Christine T. Miller Red Clay Consolidated School District December 7, 2010 DSU – Martin Luther King Center

What did I do to deserve this?

Getting Started Letters of Intent Letters of Intent Sent to private schools within the districts identified attendance zone (Annual process for DE DOE) Poverty Data Collecting Poverty Data from those schools that request to be a participating school and have district students in attendance (CONFIDENTIAL FAMILY SURVEY) Meaningful Consultation Meetings Meaningful Consultation Meetings - Keeping lines of communication open and ongoing (TWO TYPES) a) All Federal Programs b) Title I Schools with your students (AGENDA/MINUTES/EVALUATION/DECISION MAKING/DETERMINING PROCESS) Consolidated Grantreserve and school allocations Consolidated Grant – Determine reserve and school allocations based on data from the Family Survey.

Affirmation of Consultation Criteria Use this to guide Meaningful Consultation Meetings Signed document due to DE DOE – September 15 th Reflects signatures of all LEAs working together – Consortium Agenda Items: Will need to be included for more than one meeting How the LEA/s will identify needs What services the LEA/s will offer – What will the program offered look like? How, where and by whom the LEA/s will provide services (3 rd party contractor) The provisions of the services – RFP/Contract Assessment strategies and tools Reserve and allocations calculated each fiscal year in the Consolidated Grant Per Pupil Allocation Professional Development Parent Involvement and Education Compliant process Eligibility-Academic Ranking of students Monitoring What you do for the public schools you do for the private schools.

Referral Process Identifying the districts Title I schools Identifying the districts Title I schools Determining Eligibility – Residency First!! Determining Eligibility – Residency First!! If they dont live in a Title I feeder, services can not be provided. Submitting a Student Referral Form 1. Standardized Test Score 2. Academic Grades 3. Comments Creating the Master List of Eligible Students for the start of School Creating the Master List of Eligible Students for the start of School – This is a fluid list and can be changed as students leave the school, a parent denies services or other reasons that may interfere with receiving services. Must establish a start and end date for services.

Reserve and School Allocations Determining the number of units that can be offered - Reading/Math/Combination-grade K based on your vendors per pupil cost from their RFP Based on the data provided by the Confidential Poverty Data forms. Offer services based on the reserve for the district and individual school allocations. The district may pool funds for services to students attending schools within the feeder district but may not provide funding to other districts.

Student Referral Form academic criteria Establish academic criteria during Meaningful Consultation Meetings Use the Student Referral Form to establish rankings for services All items on the Student Referral Form need to be completed. 1. Address/phone (Contact Information) 2. Test Scores 3. Grades 4. Feeder – School District 5. Principals Signature – To be sure the principal is kept in the loop! 6. LEA signature – Acceptance/Denial of Services 6. LEA signature – Acceptance/Denial of Services

Ranking and Approval for Services

Parent Permission Parents must approve services. First round of invitations – First week of school not Vendor will need to follow-up as letters often are not returned in a timely manner. As acceptance letters are returned, services are scheduled. As denials are returned, additional students are added to the list. (Based on the available allocation for each school.)

Organizing the Mess Coordinate with the other LEAs that have students in your schools or where your student attend. Be consistent with your expectations of the vendor. Keep copies of everything-Hard copies and electronic documentation Student portfolio - review during Site Visits BINDERS – FOR EVERYTHING!!!! BINDERS – FOR EVERYTHING!!!! (Meetings/ s/Phone log/Student Referrals/Parent Approvals/denials/Evaluations) Establish protocols and practices. The LEAs in NCC are still doing that this year! Follow the timeline of the DE DOE Desk Audit Calendar!

Monitoring Services/Vendors Meaningful consultation with private school staff - every eight weeks Site Visits – Assuring equitable services are provided by vendors (LEA staff) Consultation with Vendor Supervision Vendor Supervisor should be making monthly visits to each school. Complying with contract and criteria of the RFP. Review student portfolios for documentation. Monthly updates – how many students are being served

Documentation - Student Student Portfolio Assessments Student work Parent communications Teacher/Tutor communication Student Referral Form Signed Parent Acceptance Letter LEA maintains files at the district office at the end of each school year.

Documentation - Compliance Student Referral Form Student Eligibility Information Parent Acceptance Letter Communications – Vendor, Parent, School Staff, School Administration Invoices – Very Detailed Agenda/Minutes – Any document provided at Meaningful Consultation Meetings Allocations/Reserves Complaints If you would keep it for a public school student, keep it for the private school student!

Invoices The LEA must know what they are paying for each month. Allocation/Reserve Instruction – Students and Staff Professional Development Parent Involvement Administrative Cost The LEA/s must know how the money is being spend each month. Not acceptable: Monthly invoice with just an amount.

Parent Involvement Must provide the same opportunities to private schools. Title I information night(s) Connecting with PIC of DE and other community resources Opportunity to purchase supplies/materials/resources (Channing-Bete, Lakeshore) December 7 th and 9 th – Parent/Student Title I Events Private schools are encouraged to make suggestions based on needs of the school/s.

Professional Development Administrators School Staff Vendor staff Allocation is small, so collaboration is essential. Ask for ideas during Meaningful Consultation Meetings Use LEA staff!

LEA needs to Maintain Control Include Discuss Consult But always, always remember - The LEA/s makes the final decision. Good Cop – Bad Cop Supplies and Materials – Property of LEA/s Inventory all supplies Label all supplies purchased Order/Purchase No funds No funds go to the private schools. LEA is responsible for all orders and payments.

DE DOE Resources and Technical Assistance NCLB Toolkit DE DOE Title I Annual Calendar Communications – Create a distribution list and use it. NCLB Advisor DE DOE Communications and s DE DOE Desk Audit Reports Quick Guidance from DE DOE DE DOE Website US ed Website US ed Personnel US ed Audits National Title I Convention DE DOE Title I Newsletter – The Messenger Each other….. LEAs working together to get right!

Suggestions/Questions Work as a consortium. Dont go it alone!!! Communicate clearly and regularly. Always have an agenda and minutes for Meaningful Consultation Meetings. Keep Documentation!!!! It is a frustrating process, but there is a light at the end of the tunnel. Questions????????????????