M AY 2 0 1 4

SBDM TRAINING WEBINAR

OBJECTIVE FOR TODAY’S WEBINAR

To assist School-Based Decision Making trainers and coordinators in serving and supporting SBDM Councils within their school district.

AGENDA

• SBDM Training Modules and KDE provided resources

• Elections• Legislative Update• SBDM Verifications• Staffing Allocations• Online Training

SBDM TRAINING MODULES

2014 SBDM Handbook Table of Contents

Chapter Title Page1 School-based Decision Making Statute, 62 Other Kentucky Statutes Related to School Councils Work 223 Bylaws and Policies 284 Roles for School-based Decision Making Stakeholders 345 School Councils and Boards of Education 406 School Council Elections 427 Requirement for SBDM Member Training

528 Communicating with Families and the Community 559 Open Meetings 5810 Committees 6711 Consensus Decision Building 7312 Open Records 7713 Communicating with the Media 8214 Personnel and Staffing Allocations 8515 Minority Educator Recruitment and Retention 9116 Achievement Gaps and Planning Requirements 10317 School Councils and Budgets 10918 Principal Selection (overview) 102

KDE SBDM TRAINING MODULES

• Introduction to SBDM – (6 hours)• SBDM and Budgets (3 hours)• Bylaws & Policies (3 hours) • Family & Community Engagement (3 hours)• TELL KY (3 hours)• Closing The Achievement Gap (3 hours)• Advanced SBDM Training 2014 (3 hours)• Continuous Improvement Planning (3 hours)

INTRODUCTION TO SBDMObjectives

To understand:• The purpose of school-based decision making• The basics of the Kentucky statutes and regulations on school-

based decision making• The basic composition of the membership • The required policies • The required decisions • The school council meeting process• The requirements for personnel consultation and principal

selection• The improvement planning process• School council budgeting and funds available

INTRODUCTION TO SBDM

Included in Module: • Participant Handbook• Facilitators Guide• PowerPoint Presentation

BUDGETS MODULE

Objectives: • Understanding budget responsibilities of the district,

the school council and school• Understanding components of an effective budget

policy• Reviewing budget advice from KDE

Included in Module: • Participant Handbook• Facilitators Guide• PowerPoint Presentation

BYLAWS AND POLICIES

Objectives: • understand how bylaws make school council work

more efficient, consistent, open and fair to all stakeholders

• understand how policy development can improve student achievement

• awareness of the school council policy criteria tools and resources

• understand how to address school council policy challenges

BYLAWS AND POLICIES

Included in Module:• Participant Handbook• Facilitator Guide• Sample Bylaws• Sample Policies• PowerPoint Presentation

FAMILY AND COMMUNITY ENGAGEMENT (FCE)

Objectives: • Overview • The Missing Piece of the Proficiency Puzzle • Barriers to Parent and Community Engagement • Is Your School Friendly • Family Engagement Policies • Family/Community Engagement Next Steps

FAMILY AND COMMUNITY ENGAGEMENT (FCE)

Included in the Module:• FCE Participant Handbook• Facilitators Guide• Family Friendly School Checklist• Sample Parent Involvement Policy• PowerPoint Presentation

TELL KENTUCKY SURVEY

• Outlines the Kentucky TELL survey, data usage, and looks to provide a better understanding of the benefit and importance of the survey.

CLOSING GAPS FOR ALL STUDENTS

Objectives: • Provide an overview of the Unbridled Learning • Define gap and unduplicated group • Understand the expectations defined in

Guidelines for Closing the Gaps for All Students • Discuss and select strategies to close the

achievement gap most appropriate to assist with your school improvement plan

CLOSING GAPS FOR ALL STUDENTS

Included in Module:• Participant Handbook• Facilitator Guide• Achievement Gap Resources• PowerPoint Presentation• Guidelines for Closing the Gaps for All Children

(developed by the Commissioner'sRaising Achievement/Closing Gaps Council)

ADVANCED SBDM

Objectives:• Understand the school council’s role within

Kentucky’s Unbridled Learning Accountability Model

• Understand how school council members are legally selected

• Understand school council composition and how school council meetings can be open and inclusive for all stakeholders

• Understand the school council’s role in budgets

ADVANCED SBDM

Module Includes:• Participant Handbook• Facilitator Guide• Role Playing Resources• PowerPoint Presentation

CONTINUOUS IMPROVEMENT PLANNING

Objectives: • The WHY, The WHAT, and The HOW • ASSIST Basics • What makes a good plan? • The School Report Card • From Data to Improvement Planning

CONTINUOUS IMPROVEMENT PLANNING

Included in Module:• Participant Handbook• Facilitator Guide• Continuous Improvement Planning Resources• Continuous Improvement Planning Participant’s

Supplement• PowerPoint Presentation

KDE PROVIDED RESOURCES

• Election Handbook (updated 4/14)• Council Resource Booklet (updated 4/14)• Frequently Asked Questions Booklet

(updated 3/14)• Required Policies and Decisions Checklist

(updated 2/14)• Selecting a Principal Guidebook• Sample Policies (some on the web with

more to come this year)

ELECTION HANDBOOK

Includes:• Parent Basics Chart• Minority Election Guide• Minority Representative Flow Chart• Parent Election Checklist• Sample Parent Ballot• Teacher Basics Chart• Teacher Election Checklist• Sample Election Protocols

COUNCIL RESOURCE BOOKLET

Includes:• Kentucky’s Curriculum Framework for Students• Kentucky Board of Education Goals• School and District Improvement Planning Process• SBDM Required Policy Areas• ASSIST information• SBDM Required Decision Areas• Kentucky’s Open Meeting Statutes• Records Retention Schedule

FREQUENTLY ASKED QUESTIONS BOOKLET

Includes Questions Regarding:• Roles and Responsibilities• Elections• Council Member Training and Verifications• Meetings• Record Keeping• Consultation and Job Classifications• Principal Selection• Budgets

REQUIRED POLICIES AND DECISIONS CHECKLIST

• Checklist for councils to ensure they are adhering to all Required Policies and Required Decisions, of councils and schools.

SELECTING A PRINCIPAL GUIDEBOOK

Guidebook Includes:• Legal Requirements for Principal Selection• Principal Selection FAQs• Summary of Kentucky’s Open Meetings Statutes• ISSCL Standards• Steps for Principal Selection• Sample Criterion• Sample Process of Gathering Information• Sample Interview Questions• Acceptable and Unacceptable Questions• Sample Performance Events/Writing Samples• FAQs on Requesting an Interim Principal

SAMPLE POLICIES

Found under number 3.4 of the Bylaws and Policies Module Current Samples Include:• Sample Emergency Plan Policy• Assignment of Staff Time• Assignment of Students to Classes and Programs• Determination of the Schedule• Consultation in the Selection of Personnel By the

Principal

OTHER KDE PROVIDED SAMPLES

• Sample Sign In Sheet• Sample New Member Training Evaluation• Sample Experienced Member Training Evaluation• Sample Election Protocols• Sample Parent Nomination Form• Library Media Program Rubric

ELECTIONS

WHO IS ELIGIBLE

as a teacher representativeAll certified staff members, as defined by the Educational Professional Standards Board (EPSB), in the school, including itinerant teachers, part time teachers, counselors and library media specialist are eligible to serve as a teacher representative on the school council and to vote in a school council election.Curriculum Coaches/Instructional Coaches may be considered a teacher for the purpose of SBDM as long as they do not have administrative powers/duties

WHO IS NOT ELIGIBLE

as a teacher representative• Principals, assistant principals and other

administrative staff with evaluative duties

WHO IS ELIGIBLE

as a parent representative• parent candidates must have a student enrolled

or preregistered to attend the school for the year they will be serving on the school council. The candidate must be a parent, stepparent, foster parent, or a person who has legal custody of a student pursuant to a court order and with whom the student resides.

WHO IS NOT ELIGIBLE

as a parent representative• Parent who is an employee of the school in which

they wish to serve or a relative of an employee in the school

• An employee or a relative* of an employee in the district administrative offices

• A local board of education member or member’s spouse.

*A relative, as defined in statute, includes father, mother, brother, sister, husband, wife, son, daughter, aunt, uncle, son-in law and daughter-in law.

MINORITY ELECTIONS

When must a school have a special election for minority representatives?• If a school has 8% or more minority enrollment as

of the October 1 preceding the initial parent or teacher election, the school must have minority representation on the school council. If a minority member is elected to the school council in the initial parent or teacher elections, or if the principal is a minority, then the school council is not required to elect additional minority members.

MINORITY ELECTIONS

• Otherwise, an additional election to select a minority parent and a minority teacher must be held.

• An election for minority representation will result in an increase from six members to eight on a single council. This does not require an Alternative Model application to be filed.

MINORITY ELECTIONSWas a minority representative elected or is there a minority

administrator?

No

A special election is needed and the principal will be responsible for the following:

Organizing a special election to elect a minority parent representative. The principal shall call for nominations and shall notify the parents of the students of the date, time, and location of the election to elect a minority parent to the council by ballot.

Once the election is completed, and a minority parent member has been elected, there is no need to apply for an Alternative Model and that representative will serve their 1 year term.

Allowing the teachers in the building to select one (1) minority teacher to serve as a teacher member on the council.

There are no minority teachers employed at the school.

An additional faculty member shall be elected by majority vote of all the teachers to serve as an additional teacher representative but not as a representative of the minority population.This is to ensure that the council membership is increased proportionately.

There is only one minority teacher employed at the school.

Teachers must select and offer the position to that teacher.

Teacher accepts the position and will remain on the council until the next election.

The teacher is unable or unwilling to accept the position. The position is listed as vacant.

There are multiple minority teachers employed at the school.

A special election is held and the minority teacher with the majority of votes is elected to the council and will serve the 1 year term.

Yes

Your council has minority representation and there is no need to have a special election.

LEGISLATIVE UPDATE

LEGISLATIVE UPDATE 2014

• The General Assembly for 2014 has come to an end. Several bills directly (or indirectly) affecting SBDM were proposed. However, none of the bills passed both the Senate and the House of Representatives. So, at present, no changes to the SBDM statute will materialize.

• As for the state budget, including the reference to Section 6 allocation: The budget bill (HB 235) does include the provision for a school district to allocate Section 6 funds at no less than$100 per ADA.

SBDM DATA COLLECTION AND THE SCHOOL REPORT CARD

WHAT WE WILL COVER

• Submission process of staffing allocations by May 1 deadline.

• SBDM Verifications and correlating it to the School Report Card.

STAFFING ALLOCATIONS

March 1 Tentative Allocations due

to Councils for next budget year

702 KAR 3:246 Section 2(1)The local school district shall provide

notice to school councils of a tentative allocation

by March 1,

May 1Final Allocation Draft due

to SBDM councilsand notice of an updated allocation by

May of each year for the funds andpositions identified in Sections 4, 5, 6, and 8 of this administrative regulation

for the nextbudget year in accordance with this

administrative regulation.

May 1Board Approved

Allocations due to Kentucky Department of

Education702 KAR 3:246 Section 4(2)

Any revisions of staffing policy or guidelines for the next school year shall be

adopted bythe local board and submitted to the

Kentucky Department of Education by May 1 of each year.

April 15th

Allocations Submitted to the Kentucky Department of Education

for ‘REVIEW’

STATUTES FOR DECISION AREAS FOR SCHOOL COUNCILS

KRS 158.031(4) – primary programming

KRS 160.345(2)(f) – job classification determinationKRS 160.345(2)(g) – determining textbooks, instructional materials, and student support servicesKRS 160.345(2)(j) – annual review of school assessment data

FLOW OF INFORMATION

EXAMPLE

ABC School District Allocation Formula 2014-15 All Calculations are based on the enrollment at the end of the 5th month of school.

District Name

When will numbers be counted?

EXAMPLE

Teachers

Elementary and Middle Schools Certified Classrooms Staffing (Certified teaching staff shall be rounded up to the nearest 0.5 teacher.)

Kindergarten to Grade 3 24:1

Grade 4 28:1

Grade 5 and 6 29:1

Grades 7 and 8 25:1

Library Media Specialist

Student Membership Allocated Library Media Specialist

0 – 250 students 0.5 Library Media Specialist

251 – 500 students 1.0 Library Media Specialist

500 students or greater 1.5 Library Media Specialist

Each school will be allocated 1 principal. Classified Classroom Staffing – Kindergarten Assistants 24:1

Library

PrincipalKindergarten

SBDM VERIFICATION

Coordinator Handbook, Chapter 1, page 18, section 6 states Council verification data will be entered into the database by November 1.

SBDM TRAINING VERIFICATIONS

Resources

FREQUENTLY ASKED QUESTIONS

When should training

verification data be

uploaded onto your database?

If I make a mistake, how can I fix it?

We’re calling for minority nominations and still need to train new members,

should I wait?

SBDM MEMBERSHIP ON THE SCHOOL REPORT CARD

ONLINE TRAINING OPTIONS

• New member training is available online through KET for a $95 fee.

For information visit: ket.org/education/professional/training.htm#sbdm

you can also contact Cynthia Barton at 859-258-7271 or cbarton@ket.org

ONLINE TRAINING OPTIONS

• Experienced member training is also available through KET however there is no fee for experienced member training.

For information visit: ket.org/education/professional/training.htm#sbdm

HOW TO RECEIVE YOUR EILA AND BE ADDED TO THE ENDORSED TRAINER’S LIST

Send the following message to the SBDM Mailbox:

SBDM Staff:I have viewed the SBDM Trainer Webinar and would like to be included on the Endorsed Trainer List.

kdesbdmproject@education.ky.gov

KDE SBDM STAFF

Zack MarinelliZack.marinelli@education.ky.gov

502-564-3791 ext. 4007

Sharma Aitken Sharma.aitken@education.ky.gov502-564-3791 ext. 4028