Supplemental Educational Services in Charlotte Mecklenburg Schools

1
Supplemental Educational Servicesin Charlotte
Mecklenburg Schools

• Operational Procedures
• for CMS Campuses

2
Preliminary Activities

• School SES Facilitator
• Principals should choose someone to coordinate
  SES at the school level.
• School Contacts
• Providers should make initial contacts with
  school principals.
• Principals may choose to designate the SES
  Facilitator as the primary contact.

3
Recruitment of Teachers/Tutors

• Job Fair facilitated by CMS Title I
• Flyers in SES Schools (In Packet)
• Criminal Background Checks
• Required for all persons employed by SES
  providers to work with students
• Current CMS employees CMS will conduct
  background checks
• All others Providers must provide copies of
  printed reports. Title I will review and approve
  prior to tutor working with students.

4
Recruitment of Students District Initiatives

• Booklets sent home with students
• Flyers sent home with students
• Posters placed in SES schools, and various
  community locations
• SES Hotline
• SES info on the CMS website
• Interpreters for provider fairs, needed
• Radio spots on local radio stations
• Trailer on CMS TV

5
Recruitment of Students School Initiatives

• Individual Provider Fairs
• Discuss SES with staff encourage them to
  promote it among students and parents
• SES Movie - 8 min. (CD in packet)
• Emphasize the services, not providers
• Stress staff cannot promote individual providers
• Include info on SES in newsletters on marquees
• Connect Ed

6
Recruitment of Students Community Initiatives

• HELP Helping Empower Local People
• PIRC Parent Information Resource Center
• POST - Partners in Out of School Time

7
Recruitment of Students Provider Initiatives

• Providers will be required to adhere to the Code
  of Professional Conduct and Business Ethics for
  Supplemental Educational Services Providers
• Provider Fairs at each SES school
• No more than 3 representatives
• May utilize own interpreter
• Must remain in the fair arena
• Providers cannot collect applications at provider
  fairs
• DPI does not allow recruitment incentives

8
Recruitment of Students Provider Initiatives
(Cont.)

• Flyers Individual provider flyers are NOT to be
  distributed at individual schools
• Providers may solicit in public forums, i.e,
  Wal-Mart, McDonalds, etc.
• We have asked that providers refrain from
  door-to-door solicitation. If provider chooses
  to use this tactic, all complaints will be
  documented.
• Providers may directly contact parents of
  students that they served previously.

9
Application Process

• Applications included with SES booklet
• Additional copies available at SES schools
• ALL applications must be turned in to SES
  schools/Facilitators.
• Applications may be turned in to schools by
  providers, however, incomplete applications may
  not be processed.
• All applications are due by the end of the school
  day on Friday, Oct. 5th. Late applications will
  be held for the 2nd enrollment.

10
Placement with Providers

• Placement on Oct. 9th after 500
• SES Facilitators will generate letters to parents
  and send home with students on Oct. 11th
• Schedule of dates included for pre-assessment and
  commencement of tutoring
• Permission to remain at school for elementary
  students with parent signature/return
• SES Providers given access to rosters on Oct.
  10th

11
Pre-Assessments

• All providers will conduct pre-assessments for
  students on Oct. 15th 18th
• Schedules may vary by school
• Dates for assessment will be included on initial
  parent letter regarding placement
• All assessments, including make-ups, by Oct. 26th
  

12
Student Learning Plans School Responsibilities

• Provide student test data loaded into CAYEN
• Copies of student PEPs teacher input
• IEPs 504 Plans
• Teacher, principal, facilitator consultation with
  providers encouraged

13
Student Learning Plans Provider
Responsibilities

• Develop draft plan based on pre-assessment data,
  input from schools, and parents
• Must use NC Stand Course of Study Goals
• Indicate expected outcomes
• Parent consultation
• Learning plan conferences week of Oct. 29
• Phone Conferences
• Home Visits
• Small incentives for parents approved

14
Tutoring

• All tutoring begins the week of Nov. 5th
• All sessions on CMS campuses 90 minutes
• Some providers may provide services at other
  sites, i.e., YMCA, church sites, Sylvan Centers,
  community centers, Swan Learning Centers, etc.
• Providers must supply all materials, including
  copies, for individual programs
• CMS employees working as tutors should not use
  CMS materials for SES
• Storage of materials on school grounds is a
  principal decision some have more space than
  others.
• If storage space is granted, materials must be in
  closed containers, cabinets, etc., and labeled.
• All providers must be treated equitably.

15
Tutoring (Cont.)

• Providers/tutors should be making regular contact
  with parents
• Attendance issues
• Behavior issues
• Academic progress
• Progress reports required monthly to be sent to
  parents
• Providers should submit copies of progress
  reports to school by last day of the month
• Students can be dismissed from program for poor
  attendance or behavior after consultation with
  SES Facilitator and parents fails to correct the
  situation DOCUMENT!

16
Tutoring (Cont.)

• Students can only be transferred from one
  provider to another after a written request from
  parents and approval from Title I.
• Transfer of Provider Request Form
• Sound reason for transfer-not just because
  student wants to be with best friend
• After three weeks, transfers may result in delay
  of services until 2nd enrollment

17
Tutoring (Cont.)

• CMS staff that are employed as tutors should not
  be called from tutoring sessions by school staff
  (i.e., phone calls, parent conferences, etc.)
  unless it is an emergency and is something that
  would necessitate tracking down the employee if
  they had already left campus, such as a missing
  child, etc.
• These persons are paid employees of the providers
  and should generally not be called away from
  their duties.

18
Non-Negotiables

• Set start date for all providers
• Uniform times for all providers 90 minutes per
  session on CMS sites
• Sign-Ins for all tutors, including CMS employees
  Notebooks will located in the front office.
• All provider employees must wear name tags at all
  times while on CMS campuses that identify the
  provider, as well. This includes regular CMS
  employees.

19
Non-Negotiables (Cont.)

• There are to be NO cancellations by providers.
  Provisions must be made for tutor absences or
  tardies.
• Each provider must designate an on-site
  coordinator to serve as primary contact and lead
  tutor.
• Must have access to CAYEN
• For providers having more than 25 students at a
  site, this person must not be assigned a group of
  students
• Handle administrative duties such as attendance,
  behavior, parent contacts, etc.

20
Non-Negotiables (Cont.)

• Supervision of Students
• From school dismissal to start of tutoring
• Each provider must have a representative on
  campuses at dismissal to monitor students during
  snack time and until tutoring begins
• During tutoring times, students must be
  supervised at all times
• After completion of tutoring Providers must
  supervise their students until all have been
  picked up, and buses have departed.

21
Non-Negotiables (Cont.)

• Student Contact Information
• Providers should have contact information for
  students available at all times. Do not rely on
  schools to provide this.
• At least one provider representative at each site
  must have a cell phone. Access to school phones
  is not a guarantee.
• Provider Contact Information
• Providers must provider general information to
  parents at the pre-assessment session to include
  schedule for tutoring, site coordinator name and
  contact information, as well as corporate contact
  information. Individual tutor names must be
  provided once tutoring groups are established.

22
Non-Negotiables (Cont.)

• The use of CAYEN is required for all providers
• Enrollment
• Placement
• Attendance using CAYEN forms (Days Offered
  Monthly)
• Learning Plans
• Invoicing
• Training for CAYEN will be provided.

23
Contact Information

• Ron Thompson, Interim Executive Director
  Federal/State Programs Compliance
• [phone]
• er.thompson_at_cms.k12.nc.us
• Anthony Bucci, Title I Director
• [phone]
• anthony.bucci_at_cms.k12.nc.us

24
Contact Information

• Anni Curren, Title I Specialist
• [phone], annika.curren_at_cms.k12.nc.us
• Deborah Ritchie, Title I Specialist
• [phone], deborah.ritchie_at_cms.k12.nc.us
• Andrea Johnson, Title I Specialist
• [phone], andrea.johnson_at_cms.k12.nc.us
• Susan Patterson, Title I Specialist
• [phone], susan.patterson_at_cms.k12.nc.us

25
A Quote

• Each of us must come to care about everyone
• elses children. We must recognize that the
  welfare of
• our children and grandchildren is ultimately
  linked to
• the welfare of other peoples children. After
  all, when
• one of our children needs lifesaving surgery,
  someone
• elses child will perform it. If one of our
  children is
• threatened or harmed by violence, someone elses
• child will be responsible for the violent act.
  The good
• life for our own children can be secured only if
  a
• good life is also secured for other peoples
  children.
• -Lillian Katz