Accreditation Regional Accreditation Officers

Lynn Jones—Executive Director of Accreditation

Regional Accreditation Officers

• Ryan Pieper Mat Luse

• Shellie Gammill LeGay Riggs

• Mike Teel Don Gray

• Linda Proctor-Moore Kim Hale

• Larry Stogner Kirk Warnick

• Leslie Janis Michael Lemon

Purpose of the RAO’s

• Educate!

• Act as liaison between the SDE and the schools.

• Resource for information.

• Provide guidance and make recommendations.

• Conduct audits that gather information for other departments.

• We are here to help you be the best leader you can be!

Resources

• Standards for Accreditation Guide*

• Law Book*

• Certification Guide for School Staff Assignments (when available)*

• RAO

*Download to IBook on Iphone/Ipad and search

Annual Audits—August/September 1. The district has and follows a policy on felony record searches. 70 O.S. § 5-142

Documentation: provide felony record search policy for review, a list of names of all new employees, and a letter signed by the superintendent that felony searches have been conducted on all new employees.

2. All bus drivers have the required: CDL, Oklahoma bus driving certificate, Motor Vehicle Record from the DMV, and a current health examination form on file. OAC 210:30-5-8

Documentation: provide copy of CDL, Oklahoma bus cert., motor vehicle record & health cert., for review.

3. The district is in compliance with the federal requirements for drug testing for school bus drivers. CFR Part 382.

Documentation: provide contract with drug testing facility for review and a list of all bus drivers that are on the list for random testing.

4. All school buses are inspected annually, by a certified inspector in accordance with state law. OAC 210 :30-5-6

Documentation: provide school bus inspections for review.

5. Daily pre-trip bus inspections are being made and reported. OAC 210:30-5-6

Documentation: Provide pre-trip inspections for review.

6. Annual in-service forms for all bus drivers are on file at the district office. OAC 210:35-5-8

Documentation: provide in-service forms for all bus drivers for review.

Annual Audits—August/September Continued

7. All 7th graders have received one dose of Tdap vaccine. OAC:535-1-2

Documentation: A list of all 7th graders and access to student shot records for each 7th grader

8. Athletic coaches have completed a course in Care and Prevention of Athletic Injuries. OAC 210:35-9-44; OAC 210:35-5-45; OAC 210: 35-7-44

Documentation: Copy of college transcript with course highlighted or certificate from a SDE approved program

9. Athletic coaches have completed a training on Sudden Cardiac Arrest offered by a provider approved by the State Department of Heath prior to first practice with students. 70 O.S. 24-156

Documentation: Certificate of Completion for Sudden Cardiac Arrest Training

10. All students participating in or desiring to participate in an athletic activity and the student’s parent or guardian shall, prior to participation in an athletic activity, sign and return the School Acknowledgment of Receipt and Review of a Sudden Cardiac Arrest Symptoms and Warning Signs. 70 O.S. 24-156

Documentation: Copies of signed Student & Parent/Guardian Forms

11. Handbooks are provided for students, parents, and teachers as required by SDE regulation? OAC 210:35-3-69

Documentation: Copy of handbook for each site

Annual Audits—October/November 1. The district has specific procedures to be followed in regard to administration of medicines, accidents, emergencies disasters, as well as the reporting of child abuse and child neglect including recognition of child sexual abuse? OAC 210:35-3-107, 70 O.S. § 1210.160.

Documentation: Provide documentation of procedures

2. A program is offered annually to all teachers (certified personnel) which includes a component of training on recognition and reporting of child abuse and neglect including child sexual abuse?

Documentation: training documentation such as staff development sign in sheets, program agenda, certificates of completion, curriculum materials, and a verification statement, signed by the superintendent, documenting that a training program was provided

3. The district has a written plan with procedures in place to protect students, faculty, administration and visitors from natural and man-made disasters? (i.e., tornados, and other disasters. The plan is on file in each district AND with the local emergency management organization within the district). 63 O.S. § 681.

Documentation: Provide copy of plan and verification of receipt from the local organization plan is filed with

4. The district distributed information sheet on Meningococcal Meningitis at the beginning of the year? 70 O.S. § 1210.195

Documentation: Provide copy of information sheet and a verification statement, signed by the

superintendent, stating the distribution of this sheet at the beginning of school year.

5. The Standards of Performance and Conduct for Teachers are distributed to all certified personnel annually? 70 O.S. § 6-101.21

Documentation: Provide a copy of form distributed AND a verification statement, signed by the superintendent stating a copy had been given to all current year certified personnel

6. The school’s graduation policy requires the minimum 23 units or sets of competencies.

Documentation: Copy of the policy

7. Flex Benefit Audit (FBA)

Annual Audits—November

• FQSR

Annual Audits—December

• Bilingual Audit

Accreditation

• YOUR GOAL AS AN EFFECTIVE LEADER

Every Site Accredited With…NO DEFICIENCIES

Accreditation

• Accredited schools are meeting state requirements.

• State aid is paid ONLY to accredited schools

• A deficiency indicates the school is not in compliance with a requirement, but is still accredited. (For this year deficiencies are not tied to designations: focus, priority, etc)

2017-2018 Accreditation Application

• Fill out the application correctly! • Administrators can delegate job tasks but cannot delegate

responsibility! • The application will change and there will be new questions.

Answer them correctly.

• Some information will be uploaded for immediate viewing instead of being required during Accreditation visit.

• Do not use co-teacher, unless there is a true co-teaching situation.

• Make sure to list Career Tech information in the system correctly.

If you have questions call for clarification!

Preparing For Your Audit

• Organize your supporting evidence in the order requested (Without a paper trail it didn’t happen).

• Use a file box or binder to organize materials.

• Do not use plastic sleeves.

• Use this opportunity to demonstrate the great things going on in your school district.

Exception Reports

Personnel Report Accreditation Application

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Your Student Information System

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District Exceptions

Be Proactive and Be Prepared

• Run an RAO Exception Report to view problem areas in your system.

To run the report follow these steps:

Single-Sign On

Accreditation

Reports

Exceptions

RAO Exceptions

The Future of Accreditation Audits

Uploads

• PLEASE—Have your district and site in the title you save your uploads to before uploading.

• To upload documents sign on to SSO • Click the Accreditation Tab

• From the Summary Tab scroll down to document upload and click upload document

• There, listed in red, you will find a list of things that need to be uploaded.

• Scrolling down from there you will find a browse button

• From there you will select the item you are uploading that has been saved with your district and site in the title.

The Future of Accreditation Audits

• You will then select the purpose of the upload. (example: CPR)

• You will then select the correct year of the documentation.

• You will then write a short file description (example: OKC Marshal HS-CPR certified)

• You will then click upload file

District Treasurers/Encumbrance Clerks

• 12 hours of school finance laws.

• 12 hours of continuing education in last three years.

• As of fall 2014 trainings must have approved stamp.

• Please put the most recent training in front of the file.

• Provide documentation of bonding for superintendent, treasurer, & encumbrance clerk.

• Superintendent cannot be treasurer or encumbrance clerk.

Adjunct Teachers • Can teach three hours in an area outside of certification area.

• The classes can be three different subject areas.

• The local school board must review credentials and approve. The school board minutes of approval must reflect the teacher name, subject areas approved, and the school year, and the vote. This year would be 2017-2018.

• The core academic subjects will require a $25 fee. If non-core, no fee is required.

• No bachelors degree is required to obtain an adjunct.

• No certification is required to obtain an adjunct.

Emergency Certifications

• Emergency Certifications should be requested during June/July. There is a hard line on the rule that you can only get two years on an emergency certificate. The only areas of no emergency certification are driver’s ed and special ed.

• HOUSSE’S are acceptable for sped and alt ed only.

Site Code and Grade Span Changes

• Site code and grade span change requests must be into the accreditation office by September 1, 2017 for the 2017-2018 school year.

Transportation • Pre- and Post- trip inspections for every bus on every day that

they are used to transport students should be provided. There is a new form that is available online for districts to use.

• Documentation that all buses are inspected annually as in accordance with state law.

• Documentation that the bus inspector is qualified.

• Required documentation on every driver and every bus.

• Documentation that the supervisor has attended Alcohol and Substance Abuse training.

• This will be checked initially in the September/August audits, but will be rechecked for any new drivers in the spring.

Bus Drivers

• Provide a list of all bus drivers including activity drivers. Each driver should have on file:

• CDL with appropriate endorsement • Oklahoma Bus Driving Certificate (pink card or online printout) • DMV Report • The required health examination. A new form is available this

year on the SDE website that does not show personal information. (Make sure the Dr. checks “Yes” they can drive and signs the form.)

• In-service forms for all bus drivers (make sure you have the new form with two sections)

• Documentation that district participates in random drug testing.

• New drivers will be checked in the spring.

Tdap: 7th Grade Students

• This is not the same as DTaP.

• Brand Names: Adacel (Tdap), Boostrix (Tdap).

• Most Dr. Offices and Health Departments are connected to the same system.

• Contact the State Health Department to get access.

• If a large majority of students are not inoculated contact health department or local tribal office.

• If parents choose to not get inoculations they must have an approved form with the stamped seal from the State Department of Health in your files.

Care and Prevention and Cardiac Arrest

• Every Certified, Head/Assistant or Adjunct Coach Must Have Care and Prevention And Cardiac Arrest Certification. Provide the Transcript With Care and Prevention Highlighted.

• Class must be taught by a certified athletic trainer and include a lab. Make sure the certificate has all of the necessary information.

• You can look up certified trainers online on the site Oklahoma Board of Medical Licensure and Supervision to make sure they are certified. http://www.okmedicalboard.org/search

• A Certificate of Completion from an approved provider will serve as documentation for the Cardiac Arrest Certification. Each coach must have their own certificate.

Safety Committee

• This committee is currently waived. However, we recommend that districts still have the meetings and document the discussions. Districts should want to assure the stakeholders that the leaders of the district/sites are doing everything possible to keep students safe. HB 1684 requires districts to include suicide prevention in these discussions.

Required Members for Safety Committee

• Teachers

• Parents of enrolled students

• Students

• School official who participates in investigations regarding bullying

• HB 1684 requires districts to include a counselor or mental health provider

FQSR/ASR

• Measure twice and cut once.

• The first and most important step is making sure all student information is put in the system correctly. Provide training to your staff to make sure they understand the BIG picture. It will cost your district money if you do not take steps to make sure information is correct.

• RAO’s are available to work with your district prior to your FQSR audit.

Student Information System

• Bilingual students • Economically Disadvantaged students • Gifted students • Transportation: Put all students in one of these

categories: • Under 1 ½ miles • Over 1 ½ miles • TRT: Transferred Transported

• OTH (Other): Do NOT use except under rare circumstances.

• Every student should be placed in a category

Special Education: Three-Year-Olds

• The Admission code of “other” will no longer be used in the students information system. Use the new code “PK3” as the basis of admission code for public school students. This will enable special education teachers to use the Ed Plan but will not count on ADA/ADM until eligible.

• When students become eligible to be placed on an IEP, change basis of admission to “R” resident.

• Do not place student on roll to be counted until they are officially placed on an IEP.

• Do not add transportation unless the district offers transportation.

• Be prepared to show RAO the IEP during FQSR/ASR if you are counting three-year-old students for ADA/ADM.

Hours to Days • Do not mail/email documents to the Accreditation office or

the RAO

• Get board approval for school calendar if 1080 hours. Upload the information on the single sign on. Unofficial board minutes will work.

• Documentation due October 15th

• Board Minutes

• Board Memo (Letter written on school letterhead)

• To upload go in to Single Sign-On: • Accreditation • Upload documents *Please Name Indicating District, Site, etc.

• (*Refer To Slide 16 for upload information)

• Your RAO will keep a signed copy during ASR.

Drills 2017-2018

• Twelve Required Drills a Year: • 2 Fire drills (one within 15 days at the start of each semester)

• 2 Tornado drills (September and March)

• 4 Security drills (one within 15 days of the start of each semester)

• 2 Other drills (selected after evaluation of local safety issues) This may be an additional two bus evacuations, but it must be in addition to the two required bus evacuation drills.

• 2 Bus evacuation drills (one within 15 days of the start of each semester--recommended)

• Report drills to www.schoolsecurity.ok.gov

New Laws

HB 1202

• Defines Per-pupil expenditure. Conforms to the NCES definition (provides a consistent overall number). Effective November 1, 2017

HB 1506

• Allows student records to be maintained in single- or multi-file format. Made extracurricular activities a “may” be included in student records rather than a “shall.” Effective July 1, 2017.

• Action: This could possibly require a policy change.

HB 1621

• This is new law related to educational service contractors. Disallows unemployment for the period of time between two (2) successive academic years. OPSUCA request

HB 1622

• Requires school to notify teacher if the district intends to provide retirement benefits to a teacher such that the teacher’s salary would be less than the minimum salary schedule specified in statute prior to employment or if already employed no later than thirty (30) days prior to the date the district elects to provide retirement benefits such that the teacher’s salary would be less than the minimum salary schedule. Effective November 1, 2017.

• Action: Notice must be provided by school to impacted teachers.

HB 1693 • Modifies school report cards. Removes language regarding

“sanctions” for school districts and replaces with “supports and interventions.”

• Effective July 1, 2017.

• Removes outdated language regarding Board to issue report by December 31, 2015.

• Adds requirement for a grade for each indicator, separately and by a single overview grade of all indicators.

• Provides State Board of Education with the authority to adopt alternative systems of accountability for statewide virtual charter schools, alternative education programs and schools serving only grades prekindergarten or kindergarten through grade two.

HB 1693-Continued

• Creates multimeasure approach to accountability with the following indicators:

• 1. Statewide assessments, including the establishment of student performance bands;

• 2. Graduation rates for high schools; • 3. Statewide academic measures for elementary and middle schools; • 4. English language proficiency for English learners; and • 5. At least one additional statewide measure of school quality or

school success, including, but not limited to, school climate, school safety, student engagement, educator engagement, and/or advanced coursework and postsecondary readiness.

• Not less than seventy percent (70%) of the grade will be given to indicators 1-4 and not more than thirty percent (30%) to indicator 5.

HB 1693-Continued • The grade of an elementary or middle school site will include a measure of

status for math and science, English language arts, growth in English language arts and math, English Language Proficiency Assessment progress and chronic absenteeism.

• The grade of a high school will include a measure of status for Math and science status, English language arts, English Language Proficiency Assessment progress, graduation rate, chronic absenteeism, and postsecondary opportunities. Post-secondary opportunities include Advanced Placement, International Baccalaureate, dual and concurrent enrollment, internships, mentorships, apprenticeships and industry certifications. The State Board is directed to adopt a timeline for moving from completion of such opportunities to crediting achievement of such opportunities.

• The State Board is directed to promulgate rules regarding the school site report card that grant a medical exemption from the eighteen-day chronic absenteeism provision.

HB 1715 • Creates the Patriotic Access to Students in Schools Act. Mandates use of school

buildings or property to provide services allowing students to participate in activities presented by youth groups listed in Title 36 of the United States Code. There are approximately 91 groups listed in this statute. Not clear as to how many will qualify as “youth groups” as that is not defined. Does include Boy Scouts, Girl Scouts, Boys and Girls Clubs, Big Brothers/Big Sisters, Future Farmers of America, and Little League Baseball.

• In addition, principals are to allow representatives of a patriotic society the opportunity to speak with and recruit students to participation in their organizations during school hours to inform the students of how the patriotic society may further the students’ educational interests and civil involvement to better their schools, communities and themselves.

• Group must provide verbal or written notice to the principal of intent to speak to students. Principal then provides verbal or written approval as to the specific day and time for the group to address students.

• Effective August 25, 2017

HB 1875

• New law that allows schools to donate food to a nonprofit organization through an official on-campus nonprofit representative or designee who is directly affiliated with the school site as a teacher, counselor, or parent-Teacher Association member. The donated food must be surplus food from breakfast, lunch, snack and dinner meals served at the campus cafeteria subject to state and federal requirements.

• State Board of Education may promulgate rules.

• Effective November 1, 2017.

• Action: Optional Policy Change.

HB 2155 • New statewide system of college and career planning tools which shall be

known as the “Individual Career Academic Plan (ICAP)”

• Beginning with students entering ninth grade in 2019-2020 school year, each student will be required to complete the process of an ICAP in order to graduate with a standard diploma.

• In 2017-2018 school year the State Department of Education will work with school districts, the Oklahoma State Regents for Higher Education and the Oklahoma State Board of Career and Technology Education to develop individual career academic planning tools for students in grades 6-12.

• ICAP will be piloted by SDE in 2018-2019 school year.

• For the 2019-2020 school year, districts will fully incorporate and put into operation the ICAP for all students entering ninth grade.

• Action: This will require a policy change

HB 2181

• Changes timeline for providing tentative minutes to the media. Previously districts had five days to provide. Amended law requires to be provided within four business days excluding Saturday, Sunday, and holidays legally declared by the State of Oklahoma.

• Effective November 1, 2017.

• Action: This will require a policy change.

SB 191

• Adds new language to the Oklahoma Open Records Act:

• “A delay in providing access to records shall be limited solely to the time required for preparing the requested documents and the avoidance of excessive disruptions of the public body’s essential functions. In no event may production of a current request for records be unreasonably delayed until after completion of a prior records request that will take substantially longer than the current request.”

• Effective November 1, 2017.

• Action: This will require a policy change if this impacts districts current policy/practices of filling open records requests.

SB 403 • Modifies notice requirements for public meetings within the Oklahoma

Open Meeting Act.

• School districts shall post the agenda for regular meetings, at least twenty four (24) hours in advance of the meeting by choosing either to post that information in prominent public view at the principal office of the school district or to post it on the school district’s Internet website. This legislation did not modify previous Oklahoma law so if a district continues to post a paper copy of the agenda, the district is also required to post agendas on the school district’s website as per 74 O.S. § 3106.2. The newly amended law would allow a school district to post electronically only.

• In addition, school districts will be required to offer and consistently maintain an email system for distribution Action: This will require a policy change if this impacts districts current policy/practices of filling open records requests.

SB 428

• Modifies Teachers’ Retirement. A retired classroom teacher who has been retired for at least one year may return to teaching as a classroom teacher and continue to receive full retirement benefits. There would be no earnings limitation.

• Effective July 1, 2017.

• Only pertains to classroom teachers.

SB 29

• The bill stipulates that a board of education will not be required to obtain a new criminal history background check on an individual who has obtained a certification from the State Department of Education within the previous 12 months.

SB 84

• The bill extends the sunset on probationary promotion under the Reading Sufficiency Act (RSA) through the 2022-23 school year. It extends the number of years school districts must report the number of promotions from 2018-19 through 2022-23 school years. Lastly, it modifies the Reading Report Card by requiring it to be submitted to the Speaker of the House and President Pro Tempore of the Senate and by providing additional information to be included on the report card.

HB 1760

• Clarifies a program developed by a Student Reading Proficiency Team, clarifies language related to a student demonstrating certain proficiency in reading, changes unsatisfactory to below proficiency level on the reading portion of the statewide third-grade assessment for a student not eligible for automatic promotion to fourth grade, and removes sunset language on probationary promotion.

Questions?