SES Provider Informational Handbook Battle Ground Public Schools 2014-15

2014-2015 PPA: $926.65 The Battle Ground Public Schools are committed to the educational success of our students. We are providing this Handbook to the Supplemental Educational Services (SES) Providers that have been approved by OSPI and have indicated interest in serving Battle Ground Public Schools during the 2014-2015 school year. Please feel free to contact us at any time if you have any questions about SES in Battle Ground. We look forward to working with you this year.

Connie Miller, SES Main Contact (360) 885-5448 [email protected] Shannon Randol, SES contact (360) 885-5427 [email protected] Lisa Hipolito, Learning Support Program Coordinator 360-885-1547 [email protected]

Battle Ground Public Schools SES Provider Handbook, 2014-2015

1

Supplemental Educational Services (SES) Eligible Battle Ground Public Schools:

For school related inquiries, facilities, cancellations, etc., the following names are the building contacts:

Captain Strong Primary: Michael Michaud, Principal, 360-885-6401 [email protected] You can also contact the school at 360-885-6400 Daybreak Primary: Nealane Riem, Assistant Principal, 360-885-6952 [email protected] You can also contact the school at 360-885-6950 Yacolt Primary: Janey Robinson, Head Secretary, 360-885-6047 [email protected] You can also contact the school at 360-885-6000

Battle Ground Public Schools SES Provider Handbook, 2014-2015

2

SES Timelines Battle Ground Public Schools 2014-2015 August 2014

Title I building parents receive AYP letter including information on Public School Choice and Supplemental Educational Services

August 20-September 2, 2014

First Enrollment Window SES applications (English, Spanish & Russian) available in school offices

September and October 2014

School Curriculum Nights

October 2014

Contracts signed by SES Providers Enrollment confirmation letters mailed to parents EZSES training Pre-tests administered Student Learning Plans submitted for approval Tutoring begins for 1st enrollment session

November 3, 2014

November 24, 2014

Second Enrollment Window SES applications (English, Spanish & Russian) available in school offices

November-December 2014

Contracts signed by SES Providers 2nd enrollment confirmation letters mailed to parents

January, 2015

Pre-tests administered Student Learning Plans submitted for approval Tutoring begins for 2nd enrollment session

On-going-Mid June 2015

Providers administer and record post test scores in SES web-based management system

Early/Mid-June 2015

District completes/submits OSPI End-of-Year Reports of Providers and Student/Parent Surveys

June 30, 2015

Final SES invoices submitted to Battle Ground Public Schools

Battle Ground Public Schools SES Provider Handbook, 2014-2015

3

Provider Responsibilities

SES Web-Based Management System: Battle Ground Public Schools plans to use a SES web-based management system to coordinate all SES functions. The district requires SES providers to use the system for: √ Accessing student/family information to contact families regarding testing and scheduling student tutoring √ Recording student assessments, Pre and Post Tests √ Developing Student Learning Plans (SLPs) √ Entering student’s academic progress √ Providing progress reports to parents and teachers √ Submitting monthly “Attendance Report” and “Invoices” to program specialist √ Entering End-of-Year Student Data

Student Rosters Battle Ground Public Schools Title I office will process all applications for SES tutoring, verifying free/reduced status and enter eligible students into the web-based program. Electronic notification will be sent to vendors regarding parent choice of tutoring services. Student Learning Plans (SLPs) Each student receiving SES services must have a Student Learning Plan developed in consultation with the student’s parents/guardians. Providers must document the consultation, including date, parent signature, and means of communication (in-person, email, telephone, etc.) Student Learning Plans must be approved by the District before tutoring services begin. The District has the ability to review and modify the Student Learning Plan. No payment will be made for any services provided to students without an approved Student Learning Plan on file. Plans will be sent electronically to the SES office (Connie Miller). Student Learning Plans must contain the following: 1. Specific, measurable achievement goals developed in consultation with the student’s parents and the provider that are designed to increase student achievement. 2. A description of how the student’s progress will be measured and how the student’s parents and teachers will be regularly informed of that progress.

Battle Ground Public Schools SES Provider Handbook, 2014-2015

4

3. Time table for improving the students’ skills. 4. In the case of a student with a disability, the achievement goals, measurement, reporting of progress, and time table described in items 1 through 3 above must be consistent with the student’s IEP or 504 plan. Tutoring Tutoring services must begin within 14 days after the District approves the Student Learning Plan or the student can be assigned to a different SES Provider. SES Providers are required to use “high quality, research-based, and specifically designed instruction to increase the academic achievement of eligible students.” Instruction must focus on the common core state standards and be designed to help students meet those standards. Providers should contact families to set up pre-tests, subject area(s) to be tutored and tutoring schedules as soon as they receive their student roster from the District. Providers may bill up to two hours each for pre- and post-testing session. This time is deducted from the student’s per pupil allocation (PPA). If there is difficulty contacting a student’s family, please notify the SES office, Connie Miller, so that verification can be made of the student’s contact information. Progress Reports Monthly progress monitoring reports must be entered into the SES web-based management system for individual students. Providers must give monthly progress reports to parents and teachers. Attendance Records Each provider is expected to maintain an attendance record for each tutoring session. An attendance record is a sign-in sheet that details the dates, times and parent/student signature for each tutoring session. This record verifies that the student attended the session. Battle Ground Public Schools does not pay for scheduled, but unattended sessions, regardless of the reason. The dates and hours on the attendance forms must be recorded for each session and must match the attendance on the invoice. *Online-only providers may substitute a date/time stamp log of student tutoring activities in lieu of a physical student sign-in sheet. All Providers must be on-site at least 10 minutes prior to the beginning of the tutoring session. Tutors with two or more unexcused absences may be subject to having students re-assigned to another Provider. Facilities Use SES providers who are interested in using space in school buildings will need to contact Battle Ground Public School’s Facilities Use Office. The contact person is Barbara Kujava at 360-8855390.

Battle Ground Public Schools SES Provider Handbook, 2014-2015

5

Providers may not use school equipment (copy machine, computers, etc.) or supplies (paper, pencils, books, etc.) for SES tutoring services unless specifically stated in the Facilities Agreement. School Access All SES providers and tutors must sign in and out at the main office each time they use building facilities. Connie Miller is the primary contact for SES providers. Please make sure she has the following information for each building site: 1. Name of the SES company and tutors assigned to the building 2. Phone numbers of assigned tutors 3. Individual student tutoring schedule 4. The designated space in the building where tutoring will occur Submit this information to Connie Miller ([email protected]) prior to the beginning of services for each school. A 2014-2015 school district calendar is posted on this website. Please check the calendar carefully for early release or holidays/non student attendance days. No tutoring will be scheduled on early release days. Providers will follow the District’s guidance on school closures due to weather conditions and/or other emergencies. Provider will not cancel tutoring for weather unless the school district has made that decision for school cancellation or early dismissal. If tutoring needs to be canceled for any other reason, the SES Provider must give the school a 24 hour notice and all parents must be contacted and acknowledge the cancellation. On-Site Student Management and Provider Responsibilities School staff are in charge of students until the end of the school day. If you will be tutoring at the school, please ensure that a tutor is available to meet the students as soon as they are dismissed from school. Therefore, arrival at the building at least 10 minutes prior to student dismissal is required. Student supervision is the responsibility of the tutor as soon as the school day ends. Students remain under the responsibility and supervision of the tutor until they are released to their parents/guardians. The tutor must remain with students assigned to him/her until the students have been picked up by a parent or guardian. All tutors should maintain updated parent/guardian contact information for these purposes. Fingerprinting All tutors who are working with students through the SES Independent Contractor Agreement must obtain fingerprint clearance through the process of Washington State Patrol Identification and Criminal History Background check per RCW 28A.400.303 and RCW 28A410.010. Providers are responsible to maintain fingerprint documentation on all tutors of their organization and provide such documentation to the District upon request.

Battle Ground Public Schools SES Provider Handbook, 2014-2015

6

Provider’s Access to Parents and Students for Marketing Purposes (Directory info, etc.) Under FERPA, a school may not disclose ‘directory information’ on all students who are eligible to receive services under the SES program. Contracts Contracts are mailed after approved student rosters are prepared and verified by the District. SES Provider contracts will be processed when all of the following information has been submitted: 1. Signed Independent Contractor’s Agreement with Battle Ground Public Schools. 2. W-9 form Invoicing Invoices for SES tutoring will be processed when the Provider has submitted all of the following: 1. Invoice Report via the web-based system 2. Attendance Report via the web-based system 3. Student sign-in sheets faxed(Fax) or emailed to Connie Miller ([email protected]) Providers must keep monthly invoices and supporting documentation (including student sign-in sheets) on file. Submit invoices to: Connie Miller Battle Ground Public Schools P.O. Box 200 Battle Ground, WA 98604 or email: [email protected]

Battle Ground Public Schools SES Provider Handbook, 2014-2015

7