Coordinating Equitable Services for Private Schools

Christine T. MillerRed Clay Consolidated School District

December 7, 2010 DSU – Martin Luther King Center

What did I do to deserve this?

Getting Started Letters of IntentLetters of Intent Sent to private schools within the district’s

identified attendance zone (Annual process for DE DOE)

Collecting Poverty DataPoverty Data from those schools that request to be a participating school and have district students in attendance (CONFIDENTIAL FAMILY SURVEY)

Meaningful Consultation MeetingsMeaningful 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 GrantConsolidated Grant – Determine reserve and school reserve and school allocationsallocations based on data from the Family Survey.

Affirmation of Consultation Criteria

Use this to guide Meaningful Consultation MeetingsUse this to guide Meaningful Consultation Meetings Signed document due to DE DOE – September 15th Reflects signatures of all LEA’s 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 (3rd 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.What you do for the public schools you do for the private schools.

Referral Process

Identifying the district’s Title I schoolsIdentifying the district’s Title I schools

Determining Eligibility – Residency First!!Determining Eligibility – Residency First!!

If they don’t live in a Title I feeder, services can not be provided.If they don’t live in a Title I feeder, services can not be provided.

Submitting a Student Referral Form1. Standardized Test Score2. Academic Grades3. Comments

Creating the Master List of Eligible Students for the start of Creating the Master List of Eligible Students for the start of SchoolSchool – 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.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 vendor’s per pupil cost from their RFP

Based on the data provided by the Confidential Poverty Based on the data provided by the Confidential Poverty Data forms.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

Establish academic criteriaacademic 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. Principal’s Signature – To be sure the principal is kept in the loop!

6.6. LEA signature – Acceptance/Denial of ServicesLEA signature – Acceptance/Denial of Services

Ranking and Approval for Services

Parent Permission

Parents must approve services.

First round of invitations – First week of school

Vendor will need to follow-up as letters often are notnot 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/Emails/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! 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 If you would keep it for a public school student, keep it for the private school student!it for the private school student!

Invoices

The LEA must know what they are paying for each month.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 spendeach 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 7th and 9th – 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.The LEA/s makes the final decision.

Good Cop – Bad Cop

Supplies and Materials – Property of LEA/sSupplies and Materials – Property of LEA/s Inventory all supplies Label all supplies purchased Order/Purchase No fundsNo 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 Email Communications – Create a distribution list and use it. NCLB Advisor DE DOE Communications and Emails 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. Don’t 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????????????????