Three Easy Steps to Your On-Site Review

David Gray, MDESara Shriver, MAS/FPS

Organization of Field Services

PURPOSE OF ON-SITE REVIEWSFulfill MDE’s oversight responsibilities for

State and Federal programs administered by the Office of Field Services (OFS)

Identify, if any, program development and improvement needs of the district/school/s

Identify effective program practices

Encourage coordination and collaboration of State and Federal programs

PURPOSES OF OSRTo ensure that budget items in the

Federal grants submitted through the Consolidated Application link to the needs, goals, strategies and activities in the District Improvement Plan (DIP) or School Improvement Plan (SIP) if a PSA or single school district – which are based upon an analysis of a Comprehensive Needs Assessment (CNA)

PURPOSES OF OSRREVIEW ACHIEVEMENT TREND DATA

Discuss the following:1. According to the trend data provided by OFS what is the achievement trend of the district or school in reading and mathematics?

2. How do your local assessment results compare to the MEAP/MME and ACT Readiness data?

PURPOSES OF OSRACHIEVEMENT TREND DATA

3. Are there any areas or levels of concern that need to be/are being addressed?

(a) If ‘yes’ how might the school improvement process and use of state and federal supplemental funds be used to address these identified areas, or

(b) Based upon your significant levels of achievement, how might the school improvement process and use of supplemental State and Federal funds be used to improve your levels of success?

OSR SELECTION CRITERIAVolunteer/district request

Regular 5 Year Review Cycle

Risk Assessment–OFS/OIAS

OFS Consultant input

OSR SELECTION CRITERIATo combine or schedule a review in conjunction with other departments within MDE and OFS/Special Populations

Step 1: PlanningNotification from MDE that you will have an upcoming On-Site

Review 3 Month Notification Letter from OFSPre-OSR Visit from Consultant

Technical Assistance Discuss Agenda

You will submit initial documentation to MDE within 3 weeks of your notification: District Level DocumentationA List of Required Evidence will be included in MDE LetterSome evidence will need to be sent to MDE 3 weeks prior to

visitSome evidence will be viewed at time of OSRThe More Evidence That Has Been Gathered the Faster the

ProcessDO NOT CREATE EVIDENCE JUST FOR THE PURPOSE OF

THE OSR !!!

Step 1: Planning ContinuedYou will collect more documentation for MDE to

tell your story during the On-Site Review (See checklist)

Select your team of stakeholders for the On-Site Review

Print documents from the MDE website to help you prepare for your On-Site Review and review the requirements with the stakeholders (www.michigan.gov/ofs - On-Site Review Materials)

Step 1: Planning ContinuedDecide how you will collect and store your

documentation for the On-Site Review

Assign stakeholders to retrieve needed evidences for your On-Site Review

Meet with your team of stakeholders to discuss the evidences collected and determine who will share this documentation during the On-Site Review

Step 1: Planning ContinuedIdentify areas of Change Required prior to the On-Site Review and just be honest and state that during the review (Study Guide Rating System: H, M, L, CR)

Share the process requirements and seek input from your whole staff although they are not all a part of the On-Site Review

Determine the locations of the On-Site Review Meeting

DOCUMENTS TO BE REVIEWED BY CONTRACTORS PRIOR TO THE OSR

School-Level DocumentationSchoolwide or Targeted Assistance Plan/s

located in AdvancED/ASSIST to include:Complete index of all pages which

address required components of Schoolwide or Targeted school plan/s

A narrative statement about the CNA and related detail

DOCUMENTS TO BE REVIEWED BY CONTRACTORS PRIOR TO THE OSR

Targeted and/or Schoolwide Schools

Parental Involvement Plan*A description of the evaluation process for the Title I Schoolwide or Targeted school/s

DOCUMENTS TO BE REVIEWED BY CONTRACTORS (Due 3 weeks after Announcing Letter)

District-Level DocumentationThe local district Board Policy on Parental

Involvement (if not already audited)The Annual Education Report (AER) URL

website address for the district and ALL schools that will be visited (if not already audited)

A description of the Alternative Language Plan required by the Office of Civil Rights (Lau v. Nichols)

DOCS DUE 3 WEEKS PRIOR TO OSRDistrict-Level Documentation

Copy of written plan to ensure that ALL core academic teachers and aides meet HQ requirements

On Site Review CONCENSUS District Study Guide

Names of participants that generated responses to District Study Guide

District professional development plan (if not embedded in DIP)

DOCS DUE 3 WEEKS PRIOR TO OSRDocumentation related to consultation/s with

Private Schools (formerly PNPs) regarding equitable services (from Consolidated Application)

List of staff (and their positions) who have been identified to attend the On Site Review district meeting

Title III/LAP Plan (if applicable) Copy of notification letter sent to parents of

each child attending a Priority or Focus School (if applicable)

DOCS DUE 3 WEEKS PRIOR TO OSRBusiness Office spreadsheet printout that contains:All district staff funded through Federal programs and Section 31a and Section 32e (if applicable) Same staff listed by building and by FTE charged to each Federal program or Sections 31a or 32e – and general fund if split funded personnel

School Docs Due 3 Weeks PRIOR to OSR

School-Level Documentation (for each school to be visited)A list of staff funded by each State/Federal

program, including FTEs and assignment

Notification Letter sent to parents of Limited English Proficient (LEP) students to inform them of the district’s LEP program and the right to decline (if applicable)

The consensus On Site Review School Study Guide

School Docs Due 3 Weeks PRIOR to OSR

The names of participants who generated each consensus School Study Guide

List of staff and their position who have been identified to attend the On Site Review meeting

Copy of notification sent to parents informing them of their right to request information regarding the professional qualifications of their child’s classroom teacher - and/or paraprofessional, working with their child

School Docs Due 3 Weeks PRIOR to OSR

Copy of 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 if notification has not been necessary)

WHERE TO SUBMIT DOCUMENTSDate documents must be received

electronically by MDE/OFS: (due 3 weeks prior to scheduled On Site Review)

Send documents electronically to following address: Team2OSR@michigan.gov

Step 2: the On-Site ReviewSet up your On-Site Review Meeting Locations

One location in the buildings for review(s)One location for the district review

Ideas for a Smooth ReviewName tents and job roles for each stakeholderPlan for meals/refreshmentsSign-In SheetsCopies of the District/School Study Guides for all

stakeholdersWireless internet accessibility for MDE ConsultantsOrganize your evidence electronically and show on screenLet the evidence speak for itself

COLLECT EVIDENCES Have available for review as necessary at the District and School visits:

Examples of or copies of the evidences as described in the respective Study Guides

You will be asked for sample Personnel Activity Reports (PARs) at time of OSR

DAY of OSR - AGENDADay 1 – School Site Visit

Introductions and overview of processPossible Walk ThroughDiscussion of Study Guide Indicators and Evidences

Day 2 – District Site VisitIntroductions and overview of processDiscussion of Study Guide Indicators and EvidencesMDE Team Prepares Preliminary ReportMDE Team Provides Oral Report

BIG DAY --- Protocol Follow Pre-arranged Agenda

Provide Name Tags with Position (Prefer ‘tent’ style)

Discuss evidences in District or School Study Guide

Site Visits2 consultants per school level meetingAll consultants at district level meeting

Step 3: The Follow-UpMDE Consultants will give you a verbal

summary of the reviews conducted on the last day of your review “Observations” and “Change Required Areas”

MDE Consultants will send you a written report for each area identified as needing a change required within 30 days of the OSR

Step 3: The Follow-Up Continued A timeline for the school/district to develop

Compliance Action Plan will be provided with a template to document the planDistrict has 35 days to respond with

planned corrective actionsConsultant will work with district to

ensure corrective actions meet MDE standards

Letter from MDE verifying acceptance of corrective actions

Step 3: The Follow-Up ContinuedOnce the Compliance Action Plan is approved by MDE,

you will have one year to implement your plan (from day of OSR Report Out) Failure to respond to timelines could result in withholding of Federal funds (25%)

MDE Consultant will visit your school/district the following year to gather evidences of implementation of the Compliance Action Plan

When all corrective actions have been implemented - with supporting evidence to MDE, the district will receive a compliance complete letter from MDE

IN CLOSINGEven though the focus of the visit has to be compliance…

…we approach our visit as an attempt to support,

accelerate and close the achievement gaps rather than to solely monitor and

evaluate.

Resourceswww.michigan.gov/ofs (Field Services)

http://www.michigan.gov/mde/0,4615,7-140-6530_30334_51051-52422--,00.html (All documents updated on 12-13-12)

Be sure to look at the Sample Compliance Action Plan Documents

All MDE OSR documents are found on your flash drive

Questions?Questions ?

Contact Information:OFS Office: 1-517-373-3921Your Field Service Consultant at:

www.michigan.gov/mde Offices – Field Services – OFS Regional Support

Team Map