Implementing an Effective SES Program PAFPC 2013

1. Implementing an Effective SES ProgramPAFPC 2013 Erin Oberdorf, SES Program Manager Dr. Jack Clark, Allentown School District

2. Agenda • What is SES • Providers • Time Line • Requirements • Of PDE • Of Provider • Of LEA • Implementation

3. Purpose of SES • To offer the parents of students attending Title I schools in need of improvement additional sources of academic instruction for their children outside normal school hours in: • Reading • Language Arts • Math • Science

4. What is SES • Supplemental Education Services • After school or summer school • Actual program; NOT homework help • Provision of Title I of ESEA, No Child Left Behind Act (NCLB) • Title I School not making Adequate Yearly Progress (AYP) for three or more years • School Improvement II and beyond • Addresses the Needs of Low Income Students

5. State SES Websitehttp://www.education.state.pa.us/portal/server.pt/community/supplemental_education_services/7416/home Login Instructions Provider list Application

6. Resources on PDE Site Allocations Buildings Requirements Toolkit Cover Page Clearance Information Complaint Procedure Rubric USDE Guidance Monitoring Instrument

7. Toolkit on PDE Site • SES Overview • Responsibilities of each party • Samples and templates • District notification • Parent letters • Contract • Learning plan • Tracking and attendance forms • Report to parents and teachers

8. Eligible Students • Low-income students attending Title I schools in need of improvement • Eligible students prioritized by greatest academic need if resources are limited • Students are identified by the local public school

9. SES Funding • 20% of Title I funds are set aside for School Choice and SES • Per pupil funding is limited to the cost of services per child or the school’s Title I allocation per pupil. • When more students request services than the school district can fund, the school district must place a priority on serving students who are the lowest achieving

10. PPA By District

11. Non-Public Schools • Non-public Schools/Students do not receive Supplemental Educational Services

12. Timeline: 2013 • Feb 4: Open provider application • April 12: Close provider application • April 26: Clearances & Assurances due to IU 4 • July: Pre-approval list posted • Aug: Mandatory meetings for providers • Aug: Approved provider list posted • Aug: Parent letters sent with provider list • Sept: Providers are contacted by parents • Oct: Providers sign agreement with LEAs • Nov: SES Services begin within 30 days of agreement signature

13. Provider Classification • Local Educational Agency • School entity (public or private) • Charter School • Institution of Higher Education (public or private) • Non-profit organization • Faith based • Community based • For-profit organization

14. Provider Format • Individual tutoring • Small group tutoring • Maximum of 5 • Distance Learning Technology • Tutors not permitted outside US

15. Application • Contact Information • School District/County to provide services • Program Structure/Model • Staff Qualifications • Evaluation • Budget • Assurances

16. Instructional Strategies • NOT HOMEWORK HELP • Instruction and content is aligned with PA State Academic Standards • Scientifically based research

17. Location of Services • Listed on approved application but can be changed • LEA has veto power • Must be current with LEA contract • Must be in a safe area for students • Must be conducive to learning • Supervision of students at all times • NO IN-HOME TUTORING • Submit updates for application to PDE • On Site monitoring by State and LEA • Attendance verified with parent signature before payment issued

18. Clearances • Required from the provider contact and all personnel who have contact with children. • Criminal Background - approved by PDE • Child Abuse – approved by PDE • FBI – checked on line by LEA • PDE lists all approved tutors • Application • Background checks

19. PDE Responsibilities • Approve provider applications and post on website • Develop standards and techniques for monitoring quality and effectiveness of providers’ services (Site Visit Checklist) • Provide technical assistance regarding SES to all stakeholders

20. Provider Responsibilities • Provide approved program • Enter into contract with LEA • Show improvement of students • Provide necessary documentation during and at end of year • Have all student contact personnel approved by SEA/LEA • Report to parents/school personnel

21. Provider Responsibilities cont. • Providers responsible to have strategies in place: • Model designed to increase student achievement • Ongoing assessments • May not: • Change parent choice • Provide incentives which are excessive • Charge registration fees • Provide services during the regular school day

22. Qualifications of Tutors • Not required to be certified teachers • Must meet qualifications on application • Professional development is aligned with classroom instruction • Clearance requirements apply to all staff members prior to direct contact with students

23. LEA Responsibilities • SES Notification • To all eligible children • In addition to SI letter • In a language that parents understand • Set reasonable timeline for parent response • Attach waiver to disclose student information • Response by mail, email, fax, in person • Provide information through newspapers, posters, and internet • Template in Toolkit

24. Invite Participation • Telephone • Invite Parent Participation • Answer Questions • Provider Fair • Agreement Procedures (set deadlines) • Achievement Goals and Timelines • Assessment and Evaluation Procedures • Parents meet providers • Incentive Policy must be observed • Provider can call once FERPA is received

25. Process • Provider confirms services to the school district • Letter of Eligibility to be mailed to parents from district • Procedures for SES providers • Parent to contact provider directly • Parent to determine dates and times for tutoring, also transportation • After parent selects provider: • LEA signs agreement with provider, begin services within 30 days • Evaluation and Accountability Reports are provided to LEA from provider

26. Changes for 2013 • NEW rates this year! • Student to tutor ratio of 3 or fewer:1 is $50 • Student to tutor ratio of 4-5: 1 is $45 • Online tutoring with no student/tutor interaction is $30 • NEW student sign-in sheets • Mandatory use at all provider locations

27. Tips for LEAs • Verify accuracy of all invoices submitted • Conduct on-site monitoring • If fraud is suspected, contact the Office of Inspector General • OIG is conducting a session during the conference

28. Top 5 Issues • Change in local representatives • work is not seamlessly transitioned and the new reps are completely unaware of what’s going on and where to start • Allowing providers to have access to student applications • Used as a marketing tool • Provider signs up students who are not eligible • Provider completes applications for parents (falsifying student applications) • Frequent site changes- either closing or adding a site • hard to keep track of when you have many different providers • Providers signing up students and never serving them • Incorrect completion of student sign-in sheets • Sign-in is supposed to occur daily - never in advance

29. Approved Provider List

30. Additional Requirements • At least 2 enrollment periods • Allow same access to buildings as other groups • SES information must be posted on their website • Benefits of SES • Number of eligible/enrolled • LEA’s partnership with Community organizations

31. SES Agreement • Achievement Goals • Develop goals in consultation with parents • Provide grade level standards. • Timeline for Improving Achievement • Include instructional calendar • Evidence-based Model • Sample agreement in SES toolkit

32. SES Agreement (cont’d) • Assessment and Evaluation • Provide description of how student progress will be measured • Describe how parent and teacher will be regularly informed of progress • Written Communication • Informal Oral Communication • Formal Meetings • Liability Insurance if required by LEA

33. On Site Reviews: Monitoring • Copies of Child Abuse and Background Clearance Forms (Forms must also be received by state prior to any instruction.) • Individual Education Plan (for each child) • Student Assessment Data • Student Progress Report (signatures of parents and classroom teachers to verify communication) • Student Sign-In Sheets (signatures required to verify attendance) • Instructional materials for all students (model must match that in the state application and district agreement) • Student Enrollment Forms • FERPAs • Teacher certificates (if stated in the application)

34. Immediate Revocation • At on-site review • Assurances not verified • Clearances not available • Student health and safety issues • Provider defrauds the contracted school districts

35. NCLB Complaint Procedures • A “complaint” is a written, signed statement filed by an individual or an organization. • Statement that PDE or a LEA has violated a requirement of federal statute or regulations which apply to program under NCLB • The facts and evidence on which this statement is based. • Information on any discussions, meetings or correspondence with PDE or LEA regarding the complaint.

36. LEA Provider Policy • Written policy given to all providers • How to work with the LEA and the process for providing services • Contact for LEA • How to market program • Requirements of LEA • Communications of changes (and due dates, if necessary) • Children arriving/leaving • School policies if in LEA building

37. Contact • Erin Oberdorf: PDE • eoberdorf@pa.gov • 717-787-7135 • Justi Glaros: IU 4 • justi_glaros@miu4.k12.pa.us • 724-458-6700 x1224