Organizing Your Adult Education Independent Study Program November 17, 2014 Presenter: Michelle Dullea Teacher on Special Assignment SUHSD Division of Adult Education Sweetwater Union High School District Division Of Adult Education Independent Study

History of Adult Ed Independent Study at Sweetwater:  Began in 1999 at Chula Vista Adult School  C.C.I.S. Member since 1999  I.S. is currently provided at all 4 adult schools: National City Adult, Chula Vista Adult, Montgomery Adult, and San Ysidro Adult  Serve 74 regular adults and  191 concurrently enrolled students in the comprehensive high schools in the Sweetwater District

Overseeing a Large I.S. Program:  11 mile span from North to South  A system was created: Sweetwater Division of Adult Education “Compliance Handbook”  Training new I.S. teachers  Handbook posted on our Adult Secondary Education website:  “Self-Audits” once a year  Program meetings 3-4 times a year

Community Building in Adult Education Independent Study:  It’s time to come together in adult education Independent Study through C.C.I.S.  AB86 Consortiums throughout the state  Laws and I.S. compliance rules are changing  Funding streams  Hopeful and positive- Upswing for Adult Education in California

Sharing what helps your Independent Study Team stay organized and compliant:  Quick Reference Guide (Board approved guidelines to run I.S. at SUHSD)  Audit Folder with a check-off list (order of a clean file)  I.S. Self-Audit Check-off sheet  End of year procedures  Sweetwater Division of Adult Education: “Compliance Rules Handbook”  Annual Calendar with “block-out dates”

Highlights from the Sweetwater Division of Adult Education Compliance Handbook:  Annual Calendar with “block-out” dates  Returning student procedures  Audit file order  Subsidiary files  Master Agreement and dates  Course Contracts  Work Samples (Holidays versus regular weeks)

Returning Students Start Fresh: If a student was with you in the school year, and continuing with you this fall 2014, you MUST start a new “blue” audit folder for them for the school year with new course contracts and new master agreements, etc. If they have completed some work, just pick up from where you left off and write “returning student” on the student registration slip and/ or locator for reference.

Returning Students: (Those who have completed some work with you or other teachers in the past) Student should have a drop slip with some tests and work completed. This drop slip should be placed on page 1, behind the registration slip/locator when the student begins. If the student gets dropped again, place the drop slip with completed tests and work on top of page 1. If they return again, it will be easy to find.

Each student must have a “Blue” Audit File in Page 1 of Audit File Must contain: 1. Student locator or registration slip 2. Signed Course Contract ( currently in progress) Page 2 of Audit File Must contain: 1. All semesters (fall and spring) of signed Master Agreements 2. These will never move

Blue Audit File (continued) Page 3 of Audit File 1. All stamped samples for the course currently in progress Page 4 of Audit File In this order, from the bottom to the top: Completed classes which include: 1. At the very bottom: (student locator/ registration slip, 2. all stamped samples for the completed class 3. (based on site by site procedures: Grade Slip, where applicable) Note: some sites only require the completed course contract with a grade and credit filled-out, others want an “official site Grade Slip” provided to you at the school, and others want a “Grade/Drop” slip as a grade. You decide which is best based on your school site and registrar. 4. the completed Course Contract with a grade filled out on the bottom Either way, you must have the completed course contract with the bottom portion filled- out placed on the very top of page 4!

Blue Audit File The audit file must contain all of the elements as described on pages 1-4 of the blue audit file! Please do not include any other forms of documentation in this file!

Subsidiary or “side files” for each student It is a good idea to keep a side folder on each student’s progress. We have additional documentation, tests, test scores, work, and other important forms of paperwork (CE forms from the high school, concurrent forms, etc.) to keep handy. It is important that you keep these subsidiary files far from the audit files in a separate area as to not confuse paperwork in the event of an audit. Auditors are only interested in seeing our blue audit folders !

Master Agreement  Must be filled out completely (no blank spaces!!!) Use N/A if not applicable!!! Must be completed each semester ! Fall and Spring!(2 per yr!)

Master Agreement Name: ID Number: (Found on registration slip) School: adult school site ex: CVA Grade: Ask CE students /If RA(Regular Adult), ask what grade they finished last in HS. DOB: birthdate Address, City Zip Sending school: If a CE (write HS name ex: HHS)/ RA: write (N/A) Phone: fill in all, or write N/A Write N/A for any blank spaces!!!

Master Agreement The I.S. Start Date is the date when teacher and student first meet. It is the first date you can begin collecting attendance hours in Web Attendance.

Master Agreement The Ending Date is always the last day of the semester. A new Master Agreement must be completed in the Fall and Spring Semesters. 2 Master Agreements per school year are needed in student folders.

Master Agreement (RA=Regular Adults) Write: Student Name All dates must be the same! Student and Teacher signatures required!

Master Agreement (CE’s =Concurrently Enrolled) Student Signature, Teacher Signature and Parent Signature must be signed for CE students! Use the same date on all!

Master Agreement The date on page 2 of the Master Agreement should be a date that is 1 or more days before the I.S. Start Date. (The best date to choose is the day the student enrolled with the counselor.)

Student Schedule/Registration Slip/Locator  This is the best date to use on page 2 of the Master Agreement next to signatures.

Master Agreement Educational Goals : Check “Complete High School Diploma” for RA’s (Regular Adults) Check “Make-up Credits” and check “Concurrent Enrollment” only if the student is a CE.

Master Agreement Time : Exact Time of Appointment ex: 2:45 p.m. Day : Exact Day of Appointment ex: Monday Frequency: ex: weekly Location: Your adult school site Manner: conference

Master Agreement CAHSEE ELA and Math: Either P for “Pass” or F for “Fail”. If they haven’t taken it yet, write “F”.

Master Agreements Subjects: List current subject. For ex: US Government. Credits Attempted: ex: 1 Very Important: Please remember to add new courses as the student continues with you in the semester!!!!

Course Contract 2 per yearif Course contracts should be filled out for every course taken. You should have one for the Fall and one for the Spring Semesters (2 per year, only if student course isn’t completed in the first semester and it continues into the second semester. These both stay on page 1 of the blue audit file until the course is completed and a credit is issued. Once a credit is issued, you may move both contracts to page 4 of the audit file) 2 course contracts Example #1: Jesus Martinez started U.S. Government in Fall semester on 11/18/12 and finished 2/20/13(Spring). He needs 2 course contracts for U.S. Government! 1 course contract Example #2: Mary Jones started U.S. Government in Fall semester on 8/12/13 and finished on 10/21/13(Fall). She needs 1 course contract for U.S. Government!

Course Contract Fill out Completely! No blank spaces! Name of Student School: Your site name For example: CVA Instructor name: Date: This should be the same as the I.S. Start Date on the Master Agreement!

Course Contract If a student, Like Jesus Martinez, had an I.S. start date on 11/18/2012 (Fall Semester) in U.S. Government, write that date If he didn’t finish in the Fall Semester and is continuing U.S. Government in the Spring, fill out a new (second) course contract and write the first day of the Spring Semester as the date. Keep both contracts in his file on page 1. once credit is completed, move both to page 4. Fall Spring

Course Contract Description of Major Learning Activities and/or study materials: Magruder’s American Government N/A Study Guide and other various materials Never leave blank spaces!

Course Contract Student and Teacher Signatures needed Date should be the same as above Circle the course number

Course Contract Fill in student ID # Grade Level: 12, for example Course #: 9055, for example Grade: A, for example Date: The date they finished Instructor Signature Proposed next course of study: Write: “See counselor”

Course Contract Fall What if Jesus Martinez has two contracts because he worked on U. S. Government in both the Fall and the Spring? Which copy should I use to fill out his course completion grade? Use the most current course contract to fill out his grade, and write, “See Spring Contract For Grade” on his older contract See Spring Contract for Grade Keep Both Contracts in his File one page 4 once credit is achieved!!! Turn in most current “Course Completion” copy to counselors when he has finished Fill out most current for grade Spring

Work Samples 4 POINT RULE A stamped “original” work sample is required per week. It must have student name on top. It must have a letter grade, check mark, plus sign, or other ”corrected” feature. It must have a “stamp” in the lower right- hand corner It must have S.G.(Study Guide), Chapter number and Page Number

Work Sample “Stamp” Student’s “First” and “Last” Name Dates for the week of web attendance Course name “Hours” of attendance per week (3 hours per day X 5 days, for a total of 15 hours per week) Circle 5% (all the time) Write your signature

Work Sample “Stamp”  Must be in the lower right-hand corner of work sample

Work Sample New Feature: Write SG (Study Guide), Chapter # and Page # in bottom right-hand corner under stamp. WHY? A recommended practice from C.C.I.S. President, so auditors can easily find where the “sample” can be found. We don’t have work record sheets in our files, so this is a quick way for them to find sample curriculum quickly and easily in our “white binders”.

What Happens with a Work Sample During a Holiday?  Write the entire week, for example 2/12/13- 2/18/13 in the stamp, but note which day was Holiday and only give hours for 4 days (12/12)

HolidayStamp Holiday Stamp

Regular Stamp

What do I do when I drop a student? The file remains in the same order. Fill out a grade/drop slip with all completed tests and work. Send a copy of the grade/drop slip to the counselor/registrar and keep a copy in their blue audit folder on the top of page 1 of the file folder.

Grade Drop Slips Click on: more… Click on: Daily Learning Targets You will find grade/drop slips there

What do I do if I am running low on Master Agreements or Course Contracts?  Contact your site secretaries/clerical staff and they will put in order to duplicating  Give them a sample so they can refer to the form #  The ARC doesn’t have extra supply

Rules to Follow  Keep all Master Agreements, Course Contracts and work samples in blue folder ( school year)We are no longer recycling auditable folders!  Write student’s first and last name on tab(last name, first name) For example: Garcia, Hector  Keep blue files (auditable files) in one file cabinet  Keep side subsidiary folders in separate area and/or different cabinet  Keep blue folders uniform: Student registration slip and Course Contracts on page 1, Master Agreements on page 2 ( never move !), work samples on page 3, and completed courses with, 1.)registration/locator on very bottom, 2.) all student work samples, 3.)Completed Course Contracts (credits) on page 4.

Rules to Follow  NEVER leave blank spaces: Write N/A if not applicable  Fill out two Master Agreements (one for Fall and one for Spring)  The I.S. Start Date on Master Agreement must be the first day teacher meets with student (You can begin collecting hours on that date)  The Ending Date on the Master Agreement is always the last day of the semester

Rules to Follow  The date on page 2 of the Master Agreement should be a date that is 1 or more days before the I.S. Start Date. (The best date to choose is the day the student enrolled with the counselor.)All dates must match!  Never collect hours on holidays! (See Calendar attached)  Collect one work sample per week  Stamp with the “4 Point Rule”  Stamp should have “hours” as earned ADA  Document any changes to schedule, time, special needs, etc. on registration slip with an asterisk *

Rules to Follow  At the end of the school year, you will be paid extra- duty to organize your blue audit files for the entire school year in alphabetical order in a box for ALL I.S. teachers at your site. Label the box: I.S , and your school site name. Give your completed box to your site’s student worker. The student worker will put the box in the shed for you.

Audits The ARC will conduct an audit check in the fall and spring semesters of the school year. 10 random folders will be selected and audited by the ARC. Please bring questions and concerns to your TSA often, as to avoid fixing numerous files after the audit checks!!!

I.S. Meeting Dates:  August 29, 2014 (4:00-5:30)extra –duty pay  December 5, 2014 (4:00-5:30)extra-duty  April 17, 2015 (4:00-5:30) extra duty pay  Bring an active file folder with you  Bring questions or concerns Dates are subject to change

Thank you for Attending! Michelle Dullea Teacher on Special Assignment Independent Study Sweetwater Union High School District Division of Adult Education

Contact Information: Michelle Dullea, TSA Adult Resource Center Please call, set up an appointment, or come in anytime for help or guidance.