WELCOME TO REGION XIII

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WELCOME TO REGION XIII

• Please keep the handouts in your packet in order.

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Agenda

• 800-830 Welcome and Introductions
• 830-1130 SES Implementation Requirements
  Workshop
• 1130-100 Lunch-TEA Presentation and Meet
  with Providers
• 100-400 EZSES Management System Training

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School Improvement Resource Center Summer
2008Presenter Samuel Maldonado
District Supplemental Educational
ServicesProgram Implementation Workshop
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Norms

• Please silence your cell phone.
• Take care of your individual needs.
• Please limit side conversations.
• Share ideas during breaks
• Ask questions

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Purpose

• Provide an overview of the Supplemental
  Educational Services implementation guidelines
  for 2008-09
• Establish the beginning of a collaborative
  relationship with provider representatives
• Become familiar with the EZSES Management system
  features and enhancements

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Supplemental Educational Services (SES)

• What is SES?
• SES Requirements
• SES Late AYP Report Release Implications
• SES Non-negotiable Timeline
• What do we do?
• SES SIRC Resources
• Break
• SES Handouts
• Questions and answers
• Review

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What Is SES?
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Under No Child Left Behind, SES is

• An arrangement for the provision of supplemental
  education services for students of low-income
  families.
• Tutoring and other supplemental academic
  enrichment services that are in addition to
  instruction provided during the school day.

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Under No Child Left Behind, SES is (contd)

• High quality, research-based, and specifically
  designed services geared towards increasing the
  academic achievement of eligible children on the
  state assessment.
• Assistance in helping eligible children in
  attaining proficiency in meeting the academic
  achievement standards.

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SES Requirements
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SES Requirements

• Notify parents about the availability of
  services, at least annually
• Districts will mail at a minimum one SES
  information packet to parents by August 25, 2008.
  TEA encourages districts to promote SES on an
  ongoing basis.
• Help parents choose a provider, if requested
• Upon a parent request, a district may assist a
  parent in selecting a provider. However, a
  district representative may not promote one
  provider over another nor does the parent have to
  accept the districts provider recommendation.

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SES Requirements (contd)

• Determine which students should receive services
  if not all students can be served based on low
  income and highest academic need
• If a district does not have sufficient funds to
  accommodate all students, priority will be given
  to the lowest performing, lowest income students.
• Enter into an agreement with a provider selected
  by parents of an eligible student
• Each district should consult its policy and
  procedures when creating an agreements and/or
  contract with a provider. A standard
  agreement/contract is not available via TEA or
  SIRC.

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SES Requirements (contd)

• Assist the state in identifying potential
  providers within the district
• Districts are encouraged to refer successful
  community tutor organizations to SIRC for
  instructions to become a state-approved SES
  provider. SIRC staff will assist potential
  providers through the SES application process.
• Protect the privacy of students who receive
  supplemental educational services
• District should not disclose in any way the
  identity of students eligible for or
  participating in SES.

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SES Requirements (contd)

• Upload student data into the EZSES system and use
  the EZSES System to manage student participation
  in SES
• Districts must upload student demographic data,
  as outlined in EZSES, for all SES eligible
  students attending a Stage 2 or above campus.
  SIRC and Thomas Kelly and Associates, managers of
  EZSES, are available to assist districts in
  completing this requirement. All transactions
  related to an assigned SES student must be
  entered into EZSES.

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SES Late Release Implications
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SES Late Release Implications

• Before October 8, 2008
• LEAs with 2007-08 campuses in Stage 2 or above
  will continue to offer SES to all low-income
  students attending Stage 2 or above campuses.
• After October 8, 2008
• LEAs that currently offer SES in a Stage 2 or
  above campus which exits school improvement after
  the late notification process do not have to
  continue offering SES.

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SES Non-Negotiable Timeline
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SES Non-Negotiable Timeline

• July 15th
• A complete list of state-approved providers was
  posted on this date.
• August 4th, 8th, 14th and 15th
• New Stage 2 district and campus personnel
  responsible for implementing SES should attend an
  SES workshop.
• New personnel or others in an LEA with a Stage 2
  or above campus in 2007-08 interested in learning
  about or reviewing SES may also register to
  attend.

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SES Non-Negotiable Timeline (cont)

• August 25th
• LEAs must mail out Parent Notification Packets on
  or before August 25th
• 10 Business Days
• Upon contacting a provider, a district should
  expect a return communication from a provider
  within 10 business days.
• 30 Calendar Days
• The LEA is responsible for arranging and
  commencing SES services for a student within 30
  calendar days from the date a parent notifies the
  LEA of his/her selection of a provider.

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SES What do we do now?
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SES What do we do now?

• Visit the SES website at http//www5.esc13.net/ses
  / and become familiar with the posted resources

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SES What do we do now? (contd)

• Review SES Flow Chart Become familiar with what
  happens when arranging to provide SES services,
  http//www5.esc13.net/ses/docs/08-0920Files/SESfl
  owchart.pdf

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SES What do we do now? (contd)

• Download and read the SES Statute and Guidance,
  June 2005 available at http//www.tea.state.tx.us/
  nclb/titleia/sip/2008-09/Documents/SIPGuidance2008
  09Part3.pdf in Resources

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SES What do we do now? (contd)

• Sign up with SES Listserv _at_ http//www5.esc13.net/
  ses

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What do we do before the start of the school year?
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SES What do we do before the start of school?

• Maintain a positive outlook on SES.
• While it is a required program, keep in mind that
  it is an opportunity for students. It is
  important for district personnel, principals, and
  teachers to maintain that attitude for the sake
  of parents and students learning about and
  electing to use SES.
• Keep district contact for SES updated to ensure
  district receives all communications from SIRC
• Register for SES/EZSES workshops

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• SES/EZSES Workshops
• https//ci.esc13.net/login.html

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• EZSES-SES Management System
• https//www.ezses.org/texas/login.aspx

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SES What do we do before the start of school?
(contd)

• Develop and sign a contract/agreement with each
  provider before assigning students to a provider
• A sample of a non-TEA, non-REGION XIII, non-SIRC
  approved or endorsed district/provide contract is
  located on the SES website.
• Click on Resources and scroll to the bottom of
  the page. The sample contract is the last link on
  the page.

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SES What do we do before the start of school?
(contd)

• Share the SES Flow Chart with staff, parents and
  others

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SES What do we do before the start of school?
(contd)

• Plan and/or review the management of SES at the
  district and campus level
• District/campus protocols for providers regarding
  the dissemination of promotional flyers and /or
  planning of events
• Determine who is the SES contact at the district
  and campus level?
• Who does a provider approach first when planning
  to promote their services in the LEA?
• Assess if existing personnel will be able to
  manage SES or if additional staff will be needed
• Districts have realized there is a need for a
  dedicated district and/or campus level SES
  employee to properly and efficiently manage SES

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SES What do we do before the start of school?
(contd)

• Coordinate a parent notification process to
• Prepare early to mail parent notification packets
  by August 25, 2008.
• Communicate to parents the availability of SES
  services via e-mail, fliers, school event
  announcements, etc.
• Designate an SES center/location on campus to
  disseminate SES related information.
• Add SES notification materials to student
  registration packet.

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SES What do we do before the start of school?

• Contact state-approved SES providers after July
  15th to determine whether they will or will not
  service your population
• LEA may use the provider Service Area Chart in
  the SES website to identify providers intended
  service area

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SES What do we do before the start of school?
(contd)

• LEAs may contact providers via email/telephone to
  verify providers availability to service their
  population.
• In creating your phone log documentation, please
  include detailed information such as date, time,
  phone number, person contacted, organization,
  conversation details and follow up, if any.
• If the provider responses they will provide
  services, include the providers information in
  the parent notification packet.
• If the providers respond they will not provide
  services, please ask the provider for a written
  response and delete the provider from your mail
  out list.

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SES What do we do before the start of school?
(contd)

• If the provider does not respond within 10
  business days, the provider may be removed from
  the mail-out list. (Applies to attempt to contact
  providers prior to 08/10/08.)
• All documentation related to the
• exclusion of a providers information
• from the parent notification packet
• must be included in the packet sent to
• TEA.

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SES What do we do before the start of school?
(contd)

• A district may begin the agreement/contract
  process with those providers they verify will
  provide services to their population
• The contract does not establish/guarantee a
  provider will receive any students to service in
  a district.
• This step will assist expediting the delivery of
  SES services to students when a parent selects a
  provider.

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SES What do we do before the start of school?
(contd)

• On or before August 25th, 2008
• If a LEA elects not to verify the providers
  intent to render services, the LEA is required to
  send parents the Description of Services form for
  each provider that has been approved to provide
  services in their area.

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SES What do we do before the start of school?
(contd)

• On or before August 25th, upon mailing the SES
  parent notification packets, the LEA must mail
  one additional packet to Anita Villarreal
• Anita Villarreal,
• Director of Title I School Improvement Program
• Texas Education Agency
• 1701 North Congress Avenue
• Austin, Texas 78701
• Contact SIRC for assistance or clarification with
  the required SES process

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SES SIRC Resources and Services
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SIRC Resources and Services

• SES Program Guide
• What is SES?
• Basic Process for Establishing Services
• (EZSES Management System)
• Student Eligibility
• Parent Notification
• Communicating with Parents about SES
• List of State-Approved Providers
• Choosing SES Providers
• Entering into an Agreement with an SES Provider
• Paying for SES
• Length of Services
• Resources and Networking

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SIRC Resources and Services (contd)

• The SES Exchange
• Success stories and general information related
  to SES
• Posted on the SES website and SES listserv

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SES Task Force Committee

• Purpose to develop recommendations to improve
  the implementation, management and rendering of
  SES services
• Improve communication between LEA, provider and
  parent
• Create enhancements to EZSES Management System
• Increase student participation in SES
• Collect and discuss SES feedback from all
  stakeholders in order to address issues of
  innovation, concern and success

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SIRC Resources and Services (contd)

• SES District Contact
• Samuel Maldonado
• [phone]
• samuel.maldonado_at_esc13.txed.net
• SES Provider Contact
• Mary Liz Singleton
• 512-919-5250
• maryliz.singleton_at_esc13.txed.net
• SES Program Assistant
• Cindy Watson
• 512-919-5491
• cindy.watson_at_esc13.txed.net

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SIRC Resources and Services (contd)

• TEA SIP Unit Staff Contacts
• http//www.tea.state.tx.us/nclb/contacts.html
• Thomas Kelly and Associates
• EZSES Technical Support System
• https//www.ezses.org/support/
• SIRC Education Specialist
• Please contact your Regional Education Specialist
• Technical Assistance Provider
• Please contact your respective campus TAP

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SIRC Resources and Services (contd)

• Helpful websites
• TEAs NCLB Monday Update Email
• http//miller.tea.state.tx.us/list/
• TEAs NCLB Website
• http//www.tea.state.tx.us/nclb/
• Policy Guidance
• http//www.tea.state.tx.us/nclb/SIP_Guidance0506.d
  oc
• http//www.esc13.net/statewide/ses/

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Break
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Handouts
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Question and Answer Session
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Review A

• If your district is a provider, can you promote
  and provide information to the students in your
  district?
• If providers send an email to the district, do
  the districts have to send a 2nd/3rd email?
• How do districts get the provider contracts
  signed?
• After contract is signed, do the providers
  understand this contract is not a guarantee they
  will receive students?

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Review B

• Is it ok to have a provider board to allow
  providers to post their own flyers?
• If a provider doesnt respond within 10 days and
  the parents want to use them, what should the
  district do?
• Can we provide transportation for SES if written
  in the needs assessment?

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Review C

• Where can the district find research on the SES
  idea?
• How are providers backgrounds being checked?
• What do districts send to Anita Villarreal, TEA?
• When do the districts need to notify Anita about
  the packets?

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Review D

• What if a district had a provider and they were
  unprofessional (late, poor services, rude)?
• Our district contracts state the providers are
  going to get fingerprinted, but what if they have
  not been fingerprinted after the parents has
  chosen the provider?
• What if the provider does not want to sign the
  contract?

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Review E

• If the provider has not signed a contract does
  the district still need to offer these providers
  to the parents?
• Is there a template SLP for the district?
• May SES services begin after three unsuccessful
  attempts to contact he parent?
• Do the contracts for providers need to be signed
  before the parent mail out?

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Review F

• What do districts do when providers ask for the
  students choice form and try to turn in the
  form?
• How often will progress reports occur?
• If there has been no progress on reports and the
  district can not contact the parents, can the
  district change the students provider?
• If SIRC updates the provider list throughout the
  year, does the district need to do additional
  mails out to parents?

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Review G

• What do we need to do about notifying parents of
  new eligible students not known before August
  25th ?
• What does a district do if they run out of funds?
• What does a district do if a child becomes not
  eligible midway through the school year?
• If a district chooses to drop a student who
  became ineligible midway though the school year,
  who does the district need to notify?

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Review H

• Does TEA match up PEIMS and SES?
• Can TEA make the notification letters more
  understandable and simple to read?
• Can the districts send SIRC Parent Evaluations
  from the Parent Meetings?
• When do the notification letters have to be sent
  for new Stage 2 schools?

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Review I

• Can the district provide descriptions of the
  providers in any order in the parent mail outs?
• Will TAKS data will be uploaded from the state or
  campus onto EZSES?
• If the district forgets to put something on the
  contract can they hold the providers accountable
  to the states contract?
• What do districts do when a provider tells
  students if they sign up they get a phone/Ipod?

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Review J

• How does TEA measure student performance?
• Can SIRC send a letter to superintendents to
  allow districts to use School Improvements
  Program funds?
• What if the district has 20 providers to offer to
  parents who want to provide services but only 3
  have signed a contract?

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LUNCH
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THANK YOU