1. 2011-2012 On Site Review Process Office of Field Services Last Revised 8/15/2011

2. 2 Overview of On Site Review Materials and Process

3. 3 Purposes of the On Site Review Meet Federal compliance requirements for the Michigan Department of Education’s (MDE’s) oversight of programs administered by the Office of Field Services (OFS) and also…. Encourage program coordination and collaboration Identify program development and improvement needs

4. 4 Purposes of the On Site Review Identify effective Statewide programs and practices Last but not least…. “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  Annual Measurable Achievement Objectives (AMAOs)  OFS Consultant Input

8. 8 OSR Materials Available on the Website List of Materials District Must Submit to OFS with Submission Timeline Office of Field Services Consultant Map Purpose Statement Categorical Program Outline Process Checklist Attachment – Sample Compliance Plan Form District Study Guide – new focus this year

9. 9 OSR Packet Materials Title I, Part C Self Assessment Checklist Title I, Part D Self Assessment Checklist Title III Self Assessment Checklist McKinney-Vento Homeless Self Assessment Checklist

10. 10 On Site Review Process Initial Contact with District  Lead consultant makes initial contact with district  Pre-visit is scheduled  Pre-visit participants identified  Formal Letter with OSR details is sent to the district

11. 11 Purpose of the Pre-Visit District: Select OSR District Contact Identify stakeholders:  Superintendent (or designee)  Directors or managers of the programs included in the review  Business manager  Building principals

12. 12 Purpose of the Pre-Visit Identify stakeholders (continued):  Teachers and paraprofessionals or aides funded by any of the programs being reviewed  At least one regular classroom teacher and  Parent(s) of students served by any of the programs included in the review Provide overview of related OSR process, procedures and documents

13. 13 Purpose of the Pre-Visit School(s): Establish Preliminary Agenda Identify Stakeholders:  Principals  School Improvement Team Representatives  Classroom Teacher(s)  Parent(s) of students supported by Federal programs  All staff paid with fund sources being reviewed Provide overview of related OSR process, procedures and documents

14. 14 OSR District Contact Responsibilities Ensure stakeholder participation in consensus process for respective Study Guides Finalize the agenda and contact participants Attend the district and school OSR visits

15. 15 On Site Review Process: District and School Level Convene stakeholders for district and schools Explain the purpose and process of OSR Make copies and distribute all documents to respective stakeholder groups Allow time for individual reflection and scoring Reconvene stakeholders to prepare consensus documents – district and school level

16. 16 On Site Review Process District: Contact collects district and school-level documents for submission to MDE/OFS Submit electronically to the designated MDE/OFS mailbox or mail documents using the required timelines. Reminder: no documents required for early submission will be accepted for review at the On Site Review

17. 17 District’s Responsibilities: EARLY Submission documents The local District Board Policy on Parental Involvement District Parent Involvement Policy The Annual Education Report URL website address for the district and all schools that will be visited The written process describing the alternative program and services [Office of Civil Rights, 1964 – Lau v. Nichols] for English language learners (ELLs)/limited English proficient (LEP) students. This is required by all districts receiving federal funds.

18. 18 District’s Responsibilities: Documents Submitted to MDE District-Level Documentation The written district plan to ensure all core academic teachers meet the highly qualified requirements Private School consultation information A list of staff funded by each program, including FTEs and assignment, organized by school

19. 19 District’s Responsibilities: Documents Submitted to MDE Business Office printout of FTEs and assignment of all personnel funded by Consolidated Application and Section 31a, organized by school Additional documents as required by Financial Unit, if applicable.

20. 20 District’s Responsibilities: Documents Submitted to MDE On Site Review District Study Guide  Include list of participants who generated the District Study Guide A list of staff (and their positions), who have been identified to attend the On Site Review district meeting

21. 21 District’s Responsibilities: Documents Submitted to MDE School-Level Documentation On Site Review School Study Guide  Include list of participants who generated the School Study Guide List of staff and their position identified to attend the school or district OSR List of staff funded by each program, including FTEs and assignment

22. 22 District’s Responsibilities: Documents Submitted to MDE Notification Letter sent to parents of LEP students to inform them of the student’s placement in the district’s LEP/ELL program and the right to decline services Notification sent to parents informing them of right to request professional qualifications of their student’s teacher or paraprofessional

23. 23 District’s Responsibilities: Documents Submitted to MDE Notification sent to parents if their child was taught by a teacher who is not highly qualified for four or more consecutive weeks (or template letter)

24. 24 School Improvement Plans School Improvement Plans for schools visited will be retrieved from AdvancEd. All School Improvement Plans for 2011-12 must be submitted in AdvancEd by the due date of September 1.

25. 25 On Site Review Day(s) District Meeting  Discuss the consensus District Study Guide  Discuss and review FTEs and related budget and staffing School Meeting(s)  Discuss the consensus School Study Guide  School Walkthrough (optional but preferred)

26. 26 On Site Review Day(s) Exit Meeting – Oral Report  Invite Stakeholders – school principals, key administrators, key office personnel, district program contacts and others invited by the district  Highlight Observations and Recommendations  Identify Change Required (CR) Items

27. 27 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 with a written Compliance Plan, using the template  Submit Plan electronically within 30 business days from receipt of written Report to the designated mailbox On Site Review Follow -up

28. 28 On Site Review Follow-Up Technical assistance upon request Compliance Plan approval Consultant schedules follow-up visit for the next year

29. 29 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

30. 30 Contact Your Special Populations or Financial Unit:  Special Populations 517-373-6066  Finance 517-373-2519 Questions and Answers