CALIFORNIA DEPARTMENT OF EDUCATION Tom Torlakson, State Superintendent of Public Instruction California Charter Schools Conference February 27, 2012 The Public Charter School Grant Program Workshop Presented by: California Department of Education Charter Schools Division

TOM TORLAKSON State Superintendent of Public Instruction Objective Develop/Increase Understanding of the Public Charter Schools Grant Program (PCSGP) Work Plan and Scoring Process. 2

TOM TORLAKSON State Superintendent of Public Instruction PCSGP Grant Supplements funding for new charter schools to build capacity to become high-quality sustainable schools. Available for up to 36 months: –Planning Year –Two Implementation Years 3

TOM TORLAKSON State Superintendent of Public Instruction High Quality Charter School Meets or exceeds academic goals Has sound governance Is administered effectively Has sound fiscal management Is financially viable Has effective teachers Keeps its students Elicits parent, student, staff, and community support 4

TOM TORLAKSON State Superintendent of Public Instruction Work Plan Applicants must complete a Work Plan that includes capacity-building activities designed to enable the school to achieve the performance objectives in the school’s charter. 5

TOM TORLAKSON State Superintendent of Public Instruction Capacity Building Activities Correlated with the school’s charter Designed to: –Build long-term sustainability –Be aligned with school’s academic achievement goals 6

TOM TORLAKSON State Superintendent of Public Instruction Capacity Building Activities (cont.) –Governance Training (1A) –Fiscal Management Training (1B) –Development of Teacher Effectiveness Measures (1C) –Meeting and Exceeding Academic Progress Goals (2A) –Student Retention (2B) –Graduation Rate (high schools only) (2C) 7

TOM TORLAKSON State Superintendent of Public Instruction Meeting and Exceeding Academic Progress Goals Prompt 2A Includes four sub-prompts: a.Providing professional development/teacher training b.Using data to –Inform instruction –Evaluate programs –Evaluate professional staff c.Engaging all students through varied instructional strategies d.Using formative and summative assessments to improve instruction Each sub-prompt must be developed fully 8

TOM TORLAKSON State Superintendent of Public Instruction Work Plan Requirements Responses to prompts and sub- prompts should: –Reflect the school’s charter –Be developed by stakeholders –Include at least one objective –Include the full grant period 9

TOM TORLAKSON State Superintendent of Public Instruction Work Plan Requirements (cont.) Each Work Plan objective should be followed by concrete activities that: –Include sufficient detail to monitor implementation –Are organized sequentially –Begin with action verbs –Capture the full scope of the work needed to meet the objective 10

TOM TORLAKSON State Superintendent of Public Instruction Work Plan Requirements (cont.) Each activity must include: –A specific timeline for completion –The person responsible for ensuring completion of the activity –The amount budgeted from the PCSGP grant for the activity 11

TOM TORLAKSON State Superintendent of Public Instruction Timeline for Completion Must include –A planned start and end date: October 1—December 15, 2012 –Weekly from September 15, 2012, to June 8, 2013 –August 20 – 31, 2012, and August 19 – 30, 2013 –All years of grant 12

TOM TORLAKSON State Superintendent of Public Instruction Timeline for Completion (cont.) Unacceptable timelines include: –“Ongoing” –Multi-year time spans (fall 2012 to spring 2013) 13

TOM TORLAKSON State Superintendent of Public Instruction Person Responsible One individual should be responsible for each activity. This person is accountable for ensuring that the activity is completed. Example: Principal or Director 14

TOM TORLAKSON State Superintendent of Public Instruction Amounts Budgeted for Activities Evince what the school expects to spend for each activity Link easily to CA Account Codes Have first year costs easily identifiable in the first year Budget Report Account for a majority of grant funds Include all years of the grant 15

TOM TORLAKSON State Superintendent of Public Instruction Cost Breakout for Activity Example: $2,430 –Consultant fees: 2 $150 per hour X 8 hours (including two hours or preparation time = $2,400 –Materials: 25 pages X 24 copies X.05 per page = $30 –Teacher stipends = $0 part of regular contract time 16

TOM TORLAKSON State Superintendent of Public Instruction Narrative Outline Objective 1: –Activity 1: Timeline: Person Responsible: Budget Cost: –Activity 2: Timeline: Person Responsible: Budget Cost: Objective 2 17

TOM TORLAKSON State Superintendent of Public Instruction Narrative Outline Objective 1: –Activity 1: Timeline: Person Responsible: Budget Cost: –Activity 2: Timeline: Person Responsible: Budget Cost: Objective 2 18

TOM TORLAKSON State Superintendent of Public Instruction Example of Completed Narrative Response Area: 2A–Use of Data (b) Objective 1: The school will develop and fully implement an assessment and monitoring system to track student mastery of key standards and appropriately modify instruction to improve student achievement. 19

TOM TORLAKSON State Superintendent of Public Instruction Example (Cont.) Activity 1: Adopt user-friendly and easily accessible data management system. Timeline: By 6/1/2012 Person Responsible: Principal PCSGP $ Budgeted: $2,500 for office computer and printer, $10,000 for laptops with data management software for 8 teachers, $5,000 for data management software, $5,000 for consultant to set up system = $22,500 (100% of cost) in Planning Year 20

TOM TORLAKSON State Superintendent of Public Instruction Example (Cont.) Activity 2: Establish explicit expectations and policies for the regular and uniform administration and analysis of common benchmark assessments. Timeline: By 6/30/2012 Person Responsible: Principal PCSGP $ Budgeted: $5,000 (5% of salary) in Planning Year. 21

TOM TORLAKSON State Superintendent of Public Instruction Example (Cont.) Activity 3: Assign data administrator to maintain and update data system. Timeline: By 7/27/12 Person Responsible: Principal PCSGP $ Budgeted: $33,000 in Implementation Year 1(30 percent of salary of hired staff). 22

TOM TORLAKSON State Superintendent of Public Instruction Example (Cont.) Activity 4: Develop common benchmark assessments at each grade level based on state standards. Timeline: 8/1/12–10/31/12 Person Responsible: Principal (to assign lead teacher at each grade level) PCSGP $ Budgeted: $32,000 in Implementation Year 1(20% salary X 8 teachers X.25) 23

TOM TORLAKSON State Superintendent of Public Instruction Example (Cont.) Activity 5: Train all staff on adopted system, including the accurate entry and retrieval of data and the generation of data reports Timeline: 10/1/12 Person Responsible: Data Admin. PCSGP $ Budgeted: None 24

TOM TORLAKSON State Superintendent of Public Instruction Example (Cont.) Activity 6: Train all staff on how to analyze assessment data and effectively apply data to modify classroom instruction and target student needs. Timeline: 11/5/12 Person Responsible: Principal PCSGP $ Budgeted: None 25

TOM TORLAKSON State Superintendent of Public Instruction Example (Cont.) Activity 7: Establish common cut points for proficiency levels tied to the state performance levels. Timeline: By 11/15/12 Person Responsible: Principal (working with teacher leads) PCSGP $ Budgeted: $8,000 in Implementation Year 1(teacher stipends for 16 hours after school). 26

TOM TORLAKSON State Superintendent of Public Instruction Example (Cont.) Activity 8: Develop calendar for administering assessments (at six-week intervals). Timeline: By 11/15/12 Person Responsible: Principal (working with lead teachers) PCSGP $ Budgeted: None 27

TOM TORLAKSON State Superintendent of Public Instruction Example (Cont.) Activity 9: Monitor that assessments are administered according to timetable. Timeline: To begin 12/1/12 Person Responsible: Principal and Data Administrator PCSGP $ Budgeted: None (ongoing activity and therefore not allowable cost under grant) 28

TOM TORLAKSON State Superintendent of Public Instruction Example (Cont.) Activity 10: Schedule one period per six weeks for teachers to convene by grade level and examine student assessment data and strategies to increase learning. Timeline: To begin 1/15/13 and occurring every six weeks Person Responsible: Principal PCSGP $ Budgeted: None (Teachers meet during regular school day). 29

TOM TORLAKSON State Superintendent of Public Instruction Work Plan Scoring and Budget Review 30

TOM TORLAKSON State Superintendent of Public Instruction Grant Screening and Scoring Handouts: Rubric for Scoring the Public Charter Schools Grant Program Work Plan Sample Budget Form 31

TOM TORLAKSON State Superintendent of Public Instruction Work Plan Budgeted Costs The Work Plan is reviewed to determine if the budgeted costs: –Are allowable, –Account for a majority of the grant funds requested, and –Include the complete grant period. 32

TOM TORLAKSON State Superintendent of Public Instruction Sample Worksheet PlanningI1I2 Grant Amount Requested$225,000$250,000$100,000 Governance Training 1000 Series25,0003,0001, Series6, Series4, Series2, Series3,0002,5002,000 33

TOM TORLAKSON State Superintendent of Public Instruction Work Plan Scoring A score of 1–4 is assigned to each prompt and sub-prompt within the Work Plan. A score of 1 or 2 in any prompt or sub-prompt results in denial of the application. 34

TOM TORLAKSON State Superintendent of Public Instruction Scoring Rubric 4 points: Excellent. There are major strengths contained in the response to the criteria. 3 points: Good. Strengths outweigh weaknesses. 2 points: Fair. Some important weaknesses. 1 point: Inadequate/Unsatisfactory. Major weaknesses outweigh any strengths. 35

TOM TORLAKSON State Superintendent of Public Instruction Budget Report #1 Budget Report #1 is reviewed to determine if it includes all: –Work Plan costs for the first year and –Grant funds requested for the first year. 36

TOM TORLAKSON State Superintendent of Public Instruction Sample Budget Section FY 2011 Quarter 3 Expenditure ($): 25,000 Description (2,000 Characters or Less): Director’s salary (100% of salary) to attend CCSA conference, meet with authorizer, plan and conduct parent meetings, interview and hire staff, prepare draft handbook, work with office manager on opening procedures 37

TOM TORLAKSON State Superintendent of Public Instruction Monitoring Work Plan 38

TOM TORLAKSON State Superintendent of Public Instruction Quarterly Benchmark Reports (QBRs) Grantees –Submit four reports: –January 15 (October–December) –April 15 (January–March) –July 15 (April–June) –October 15 (July–September) –Provide an update on implementation of Work Plan activities during the quarter by: Describing all PCSGP expenditures Reporting all PCSGP expenditures Uploading documentation for all expenditures CDE uses reports to verify appropriate use of funds and compliance with grant requirements 39

TOM TORLAKSON State Superintendent of Public Instruction Work Plan Documentation Documentation of Work Plan activities may include: –Personnel Activity Reports –Invoices for equipment and materials –Consultant invoices or contracts –Expense reports with receipts –Certificates of Completion –Conference registration receipts –Letters from facilitators or board members to confirm training took place 40

TOM TORLAKSON State Superintendent of Public Instruction Comprehensive Phase Report Grantees annually update the Work Plan in the Comprehensive Phase Report by describing the: –Progress of activities completed towards meeting the Work Plan objectives. –Relevance of expenditures toward meeting the Work Plan objectives. 41

TOM TORLAKSON State Superintendent of Public Instruction Budget Report #2 Repeats the steps for Budget Report #1 looking at the Work Plan activities for the second year of grant funding. 42

TOM TORLAKSON State Superintendent of Public Instruction Resources Webcasts on the CDE Web site at sgp2010.asp sgp2010.asp PCSGP Request for Applications gp11rfa.asp 43