2014-2015On Site Review Process

Office of Field Services

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Overview of On Site Review Materials and Process

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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, if any, program development and improvement needs

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Purposes of the On Site Review

Identify effective Statewide programs and practices

Last but not least….

Ensure that budget items in the Consolidated Application link to the needs, goals, strategies and activities in the District Improvement Plan (DIP) or Single Building District Improvement Plan (SBDIP), which are based on an analysis of a Comprehensive Needs Assessment.

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On Site Review Process

District Selection Risk Factors

Non-compliance with previous OSR reports/findings

Concerns with Consolidated Application

Single Audit Findings Rotation Cycle

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On Site Review Process

District Selection (continued) Other Considerations

Allocation Size Title I Allocation – key determiner Total Allocation in Consolidated

Application Demographic Representation

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On Site Review ProcessDistrict Selection (continued) Other Considerations (continued)

District Request Extenuating Circumstances Focus/Priority School Status Coordination of review schedule with

other MDE Offices Annual Measurable Achievement

Objectives (AMAOs) OFS Consultant Input

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OSR Materials Available on the Website

Purpose Statement Description of Categorical Programs ESEA Glossary Follow-up Survey Form Materials District Must Submit to OFS District Study Guide/School Study Guide District and School Study Guides

w/Explanations

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On Site Review Process

Initial Contact with District

OFS makes initial contact with district

Formal Letter with OSR details is sent to the district

Pre-On Site Review Meeting is scheduled

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On Site Review Process District: Select OSR District Contact Identify stakeholders:

Superintendent (or designee) Directors or managers of the programs included

in the review Business manager Authorizers, Education Service Providers and

others as requested Building principals

Provide overview of related OSR process, procedures and documents

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On Site Review ProcessSchool(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 funding sources being

reviewed Provide overview of related OSR process,

procedures and documents

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OSR District Contact Responsibilities

Ensure stakeholder participation in consensus process for respective Study Guides

Finalize the agenda and contact participants

Who will attend the district and school OSR visits

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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

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On Site Review ProcessDistrict:

Contact collects district and school-level documents for submission to MDE/OFS

Submit electronically to OFS at Team5OSR@michigan.gov

Reminder: no documents required for early submission will be accepted for review at the On Site Review

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District’s Responsibilities:EARLY Submission Documents

The local District Board Policy on Parental Involvement

The Annual Education Report URL website address for the district and all schools that will be visited

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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

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District’s Responsibilities:Documents Submitted to MDE

Business Office printout of FTEs and assignment of all personnel funded by Consolidated Application, organized by school

Additional documents as required by Financial Unit or others, if applicable.

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District’s Responsibilities:Documents Submitted to MDE

Completed 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

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District’s Responsibilities:Documents Submitted to MDE

School-Level Documentation Completed 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

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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

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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)

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School Improvement Plans

School Improvement Plans for schools visited will be retrieved from AdvancED

All School Improvement Plans for 2014-15 should have been submitted in AdvancED by the due date of September 1.

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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) Review of mischooldata.org

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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 Identify Change Required (CR) Items

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District receives written report in30 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

On Site Review Follow-Up

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On Site Review Follow-Up

Technical assistance upon request

Compliance Plan approval

Consultant schedules follow-up for the next year

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Questions and Answers Office of Field Services Website: www.michigan.gov/ofs

Contact the Office of Field Services:

• Regions 1-5………………….517-373-4004• Special Populations…….…..517-373-6066

Homeless, Migrant, Section 31a, Section 41,

Title I, D and Title III

•Finance…….…………………517-373-2519