ORIENTATION MEETING FORSES PROVIDERS

Palm Beach County Schools 2012-2013

Agenda and Goals• Introduce District SES staff members• To provide an overview of SES program

implementation, policies, and procedures in Palm Beach County

• To review materials provided including the contract

• To provide web resources for Providers• Questions and answers

District Contacts for SES• Department of Federal and State Programs

Supplemental Educational Services - C-206• Terry Pitchford, Manager (561) 629-8559• Jane Glabman, Resource Teacher

(561) 357-7520FAX (561) 357-7618

District Contacts for SES (Cont.)• Department of Federal and State

Programs• Debbie Battles, Director

(561) 357-5949 • Celia Elrod, Assistant Director

(561) 434-8446

What has changed?

• Student eligibility – ONLY students who attend Title I schools AND scored Level 1 or 2 on FCAT are eligible

• Funding – funding for SES for 2012-2013 is reduced; fewer students will be served

• Provider Fairs – Two (2) will be held

Extended Day Schools - 17

Seventeen elementary schools will have the school day extended by one hour.

Barton Belle Glade BelvedereBethune Galaxy Glade ViewGrove Park Lake Park LincolnNorthmore Pahokee Pioneer ParkPleasant City Rosenwald South Grade Washington West Riviera

Procedures for Palm Beach County

• Provider packets – review contents• Contract• Incentives – – may not be used for recruitment – may be awarded for student performance or

attendance and may not exceed $50 per student per year

• Provider Fairs – all attendees MUST have a current vendor/tutor badge (not a school ID)

Procedures (Cont.)

• Maximum per student allocation (PPA) for FY13 is $1104

• Fingerprinting and background checks – vendor badges

www.palmbeachschools.org/schoolpolice/Fingerprintingandbadges.asp

School Police Homepage

Timeline

• August 30, 2012 - Signed contracts due to District

• August 22, 2012 - List of SES School Contacts

• August 25-28, 2012 - Provider Fairs

• August 30, 2012 – Cayen Software training at FHESC, Ibis

Building (Southwest corner of parking lot – “E”)

• Early October (Tentative) - Student rosters provided through

the Cayen System

• Twenty (20) days after placement - Tutoring begins

Provider Fairs

When? What time? Where?

Saturday, August 25, 2012 10:00 AM – 12:00 PM

Fulton-Holland Educational Service Center

3300 Forest Hill Blvd

West Palm Beach

Tuesday, August 28, 2012 4:00 - 6:00 PM

West Technical Education Center

2625 State Road 715

Belle Glade

SES Tutoring • Student eligibility – ONLY students who

attend Title I schools, AND scored Level 1 or 2 on FCAT are eligible.

• Ineligible this year – All K – 2 students, grade 3 (non-retained), students new to Palm Beach County Schools (who have not as yet taken the FCAT)

Tutoring (Cont.)• Is NOT homework assistance, snack

time, mentoring, or pre-testing, post-testing

• Must be reliable and in fidelity with the approved state application

• Aligned to NGSSS or Common Core Standards

• Must begin within 20 days of placement with agency

Cayen Systems’ SES• Use of the Cayen Systems’ SES software is

mandatory for all providers• Training and support will be provided by

Cayen Systems• All SLPs, progress reports, and invoices will be

completed using Cayen• IMPORTANT: Students must have a district-

approved SLP prior to the start of tutoring

Student Learning Plan (SLP) Development

• Assessment may begin upon receipt of the students placed with your agency

• Immediately following assessment, an SLP must be completed using Cayen and submitted electronically for review

• Pre & post test data must be entered into Cayen (initial and goal percentage of mastery)

• Goals must be measurable (SMART)

SMART Goals

• S – specific, significant• M – measurable, meaningful• A – agreed upon, attainable,

acceptable, action-oriented• R – relevant, realistic, reasonable• T – time-based, timely, tangible

SMART Goal Examples• After 20 hours of tutoring, Juana will increase from

60% to 75% mastery in the use of context cues to determine meaning of unfamiliar words in a third grade passage as measured by the SmartStudent pre and post test.

• After 25 hours of tutoring, Deandre will use the order of operations to simplify expressions which include exponents and parentheses with an increase from 25% to 50% accuracy as measured by the MathExpert pre and post assessment.

SMART Goal Non-examples

• Following tutoring, Bradley will be reading on grade level and his grades will improve!

• Natalia will write narratives to develop real or imagined experiences or events using effective technique, relevant descriptive details, and well-structured event sequences. (Note: Must create Reading, not Writing goals.)

SLP Procedures

• SLPs must be electronically submitted to the District for review and approval prior to obtaining parent signature

• SLPs must align with the program approved in the state application

• Tutoring may not begin without an approved SLP

SLP Amendments• District-approved SLPs with original parent

and provider signatures are required prior to processing the first invoice

• Section I-B-4 (page 2) – “Changes in any student’s SLP may be made only with written consent of Parent…and approved by Board.” Any change in tutoring days, times, subjects or location requires submission of an amended SLP prior to the change.

District Calendar

Facilities Leasing – Real Estate Services

• www.palmbeachschools.org/realestate/

Facility Leasing (Cont.)

Another weblink for leasing

• www.pbcleasing.info• Leasing rates• Rental brochure

• Many audit findings from leasing; agencies must ensure that there are internal controls to avoid findings.

Marketing Materials• Required disclaimer (page 7 of contract):• Your child may qualify for free tutoring if your

child attends a Title I school and has scored Level 1 or 2 on the FCAT. If parental requests for free tutoring exceed the amount of funding available, the school district will serve the students with the greatest need.

• Neither the Florida Department of Education nor the School District of Palm Beach County promote or endorse any particular supplemental educational services (SES) provider.

Marketing Materials (cont.)• All marketing materials must be

approved by District staff prior to distribution

• Please allow ample time for approval (the contract requires a minimum of two weeks)

• Marketing materials may not include information regarding incentives

Marketing Materials (cont.)• Materials must advertise your legal agency

name, not your DBA.• Do not use abbreviations or acronyms on your

advertising materials • You may not advertise that you will provide

more hours of service following the exhaustion of the student’s PPA as that is considered to be an incentive

• Do not include statements such as “student is guaranteed to increase one grade in Reading”

Provider Contract• You are required to submit 2 copies of

the contract with original signatures (in blue ink); please copy it before writing on it

• On page 9, you must enter the minimum number of students per site that you agree to serve

Provider Contract• District must report Provider to FDOE if

the Provider withdraws from offering services after submitting a Letter of Intent, signing a contract, and receiving the minimum number entered on page 9 of contract

• Upon two such withdrawals, Provider will be ineligible to provide services in the state the following school year

Contract Compliance • Section III-4: Record of Attendance• “…initialed ONLY by the student’s Parent or the

student if the Parent is not in attendance…”• the form may NOT be pre-populated by

provider• FDOE recommends that each provider maintain

a detailed “sign-in/sign-out” log for each tutorial session to document the time of arrival and departure for each student. This log should include student signatures for each tutorial session and may be requested as audit documentation.

Record of Attendance (sample)

Contract Compliance (cont.)• Section III–9: Providers are prohibited from

transporting students (page 6) • Section III-13: Provider will inform any

tutors who are currently employed by Board that they are not to tutor any student they presently have in their class…Tutoring services may not be provided to any student by a family member. Public libraries shall only be utilized for individual tutoring with the permission of the library. (page 7)

Contract Compliance (cont.)

• Section III-17: This Agreement may be terminated immediately if the Provider engages in fraud or misrepresentations with regard to the provision of services.

Student Enrollment Compliance• Section III–19: Only the Parents have

the right to enroll or apply for enrollment for their children to participate in SES. Provider is prohibited from completing and submitting enrollment forms on behalf of Parents. Board is not required to enroll students submitting pre-populated or questionable forms.

Student Enrollment Compliance (cont.)

FDOE Compliances:• Providers are prohibited from

distributing or filling out enrollment forms or recruiting students

• Providers are prohibited from altering the form, distributing to parents, or enrolling students

Student Enrollment Compliance (cont.)

• Third parties (ex. community or church leaders, youth organizations, after care centers, etc.) may not act on behalf of the provider to duplicate, distribute, complete or submit forms for parents– Source – FDOE Conference Call for

SES Providers – August 18, 2010

Student Records - FERPA• Section III–20 requires compliance with

Family Educational Rights and Privacy Act (FERPA) and Section 1022.22, Florida Statutes

• Personally identifiable records or reports of students are confidential and exempt from public records

• Student names may not be included in emails or attachments to district as they are public records

• Teachers, tutors, or assistants who are also Board employees are required to be compliant with Board Policy 3.02 (Code of Ethics)

• Section III-24 (page 9) – Code of Ethics – Failure by Provider’s teachers, tutors, and assistants to agree and adhere to the EIC Code of Professional Conduct and Business Ethics…may be grounds for immediate termination

Code of Ethics

Additional Compliances

• Monitoring – staff members will make unannounced monitoring visits at tutorial sites utilizing the supplied monitoring instrument

• Accident Reporting – PBCSD Form 0335 – Section III–10 (page 6)

• Child Abuse Reporting – Section III–11(page 6) 1-800-962-ABUSE

• Supervision of students – Section III–13 (pages 6-7)

SES Tutoring Homepage

• www.palmbeachschools.org/federalprograms/SESTutoring.asp

Questions?