Miami-Dade County Public Schools Supplemental Educational Services Revised District Policy Form

FACILITY MANAGEMENT Miami-Dade County Public Schools Supplemental Educational Services Revised District Policy Form 2010-2011 1. Contracted vendors may use district facilities? Yes If Providers intend to deliver services to students on M-DCPS school premises, Providers must contact the principal of the school building to apply to use classroom space. Providers are required to complete an Application for Temporary Use of School Building Facilities and submit it to the school s principal for review and consideration. The Department of Plant Operations and the Office of Facilities Operations will verify that the agreement is properly executed. The Office of Facilities Operations will notify the school, Department of Plant Operations and the Provider that the agreement has been executed and that occupancy is possible. Providers are responsible for securing a copy of the rental agreement and the insurance certificate. Providers are responsible for compensating the District as stipulated in the Temporary Use of School Building Facilities Agreement. Providers are to communicate with the Principal in regards to any changes to the Agreement. Providers must remain current with all invoices for the use of facilities or be subject to cancellation of the facilities agreement. 2. What are the procedures for facility rental? Providers are required to complete an Application for Temporary Use of School Building Facilities and submit it to the school principal for review and consideration. The Office of Facilities Operations will oversee the final approval of facilities rental and notify the school and the provider that the agreement has been executed and that occupancy is possible. 3. Which district facilities are available for contracted vendors to rent? Monday thru Friday 2009-2010 Facility Rates* Room Type Rental Fee Rental Fee (1 st Hour) (Each Additional Hour) Classroom $95.00 $50.00 Cafeteria/Cafetorium (Size Determines Rate) $128.00 $73.00 Special Rooms (Library, Band Room, Computer Room, etc) $110.00 $65.00

Saturday and Sunday Room Type Rental Fee (1 st Hour) - $195.00 (first classroom) Classroom - $55.00 (each additional classroom for up to 10 classrooms) Cafeteria/Cafetorium - $223.00 (first room) (Size Determines Rate) - $83.00 (each additional room) Facility rates are subject to change for the 2010-2011 school year Rental Fee (Each Additional Hour per Room) $55.00 $83.00 4. Does the district allow multiple providers to share facilities? No 5. Please explain the district's prioritization policy for facility usage when requests for facilities exceed available space. The following guidelines are considered for facilities usage in accommodating interested SES providers in school, when the school cannot accommodate all interested providers, due to space limitations. For Providers that offered SES in a school building during the 2009-2010 school year, the following guidelines may be considered: Instructors/Tutors and students were adequately supervised during tutoring sessions, and lead tutors were available and accessible. Provider supplied enough materials for every student in their program in a timely manner. Provider took care of the school property and followed school safety and emergency procedures. There was adequate and ongoing communication with the school and parents regarding the instructional program as well as student progress. Tutor attendance record and adequate substitute coverage. Adherence to the tutoring schedule. Parent satisfaction For new Providers, the following guidelines may be considered: Consider a variety of SES programs to meet the diverse academic needs and family circumstances of eligible students, at the school: Before school, Afterschool or Saturday program. Provider s program can meet the needs of all students, including students with disabilities and ELLs. Provider is flexible in scheduling tutoring sessions. Provider has a track record of demonstrated effectiveness, customer satisfaction, and service delivery.

Provider participation in the School-site SES Fairs as well as other venues designated by the school to market and disseminates information on SES. 6. Does the district allow the use of district-owned computers or computer labs? No 7. Are school facilities available on weekends? Yes ASSESSMENT DATA 8. What types of assessment data will be shared with approved SES providers? FCAT, student grades (2 years), ELL and IEP Plans, if applicable. 9. When will student assessment data be available for SES providers for 2010-2011? On the first day of assignment, the provider will have access to the Individualized Educational Portfolio for each student assigned to their company, via the SES Webbased System. 10. Does the district recommend a certain assessment for pre- and post- assessments and progress monitoring? Yes SCHEDULES Average Elementary School 11. Student release time: 3:00 PM 12. Teacher and paraprofessional contract hours: 3:20 PM Average Middle School 13. Student release time: 3:40 PM 14. Teacher and paraprofessional contract hours: 3:40 PM Average High School 15. Student release time: (high school) 2:30 PM 16. Teacher and paraprofessional contract hours: (high school) 2:30 PM INVOICE AND ATTENDANCE 17. All Providers MUST submit invoices on the official M-DCPS Invoice Form (Appendix N). All services MUST be invoiced in 30 minute intervals (i.e. 0.5, 1.0, 1.5, etc.).

An original Title I EOM Certified Report and all Monthly SES Individual Student Attendance Forms with original signatures in blue ink by the Principal of the Provider Agency, or authorized representative, as substantiated by the SES Provider Authorized Representative Form for Documentation on file with the District must be submitted. All invoices are due by the 5 th of each month following the month that services were provided. Invoices submitted after the 15 th of the month will be assessed a fee of $60.00. For invoices submitted after the 28 th of the month, a fee of $10.00 per day shall be assessed for each day after the 15th. Invoices returned to Providers for corrections must be resubmitted to the District within five (5) business days of notification. Otherwise, a fee of $10.00 per day will be assessed for corrections submitted after the 5th business day of notification. Invoices returned to the Provider for corrections more than one time for the month shall be assessed an administrative fee of 2% of the total invoice amount. The District shall deduct the appropriate fees delineated above from the total invoice amount. Invoices must be sent to: Title I Administration Miami-Dade County Public Schools Attention: NCLB SES Billing 1450 N.E. 2 nd Avenue, Room 500 Miami, FL 33132 Final Invoices shall be submitted no later than May 5 th of any calendar year, unless otherwise established by the District s Title I Administration office. 18. Does the district require that attendance records are submitted with invoices? Yes Daily student attendance must be recorded by the Provider for each student on the Monthly SES Individual Student Attendance Form (Appendix N) (Forms 7351 and 7352). Whether the student attends a program in the school, a community center, provider s facility, or the instructor visits the student s home, the tutor and student must initial the Monthly SES Individual Student Attendance Form for each tutoring session. In the case of in-home tutoring, the student and his or her parent, must initial the attendance form. Providers are required to submit to the District (on or before the 5 th of each month) each student s attendance form, along with the company invoice and the End of Month (EOM) Certified Report. MARKETING AND OUTREACH 19. Does the district have specific policies regarding marketing and outreach for ses? Yes All marketing materials including posted materials used by providers to promote SES services in Miami-Dade County shall include a disclaimer specifying that Distribution of this information does not imply endorsement or recommendation by the District. Additionally, marketing materials distributed to parents must include a notice advising parents that In order for your child to be eligible for free tutoring, your child must attend a Title I School that has been designated as a School In Need of Improvement (SINI) and must be eligible for Free or Reduced Price Meals for the 2010-2011 school year.

Marketing materials that do not include the approved disclaimer and found by the District on School Board Property and/or at District sponsored events will be seized and disposed of by District personnel. Failure to comply with all marketing requirements will result in this contract becoming null and void. Providers may market their program outside of schools, but there is no obligation for the school to allow Providers in the building to recruit students or market to parents, outside of scheduled fairs and open houses. Providers and their staff must wear an ID displaying the name of the provider and the name of the employee or representative and stay 600 feet away from school grounds when marketing their programs. Schools have been instructed to post information about all SES Provider Programs in the Parent Resource Center or an area where parents regularly congregate. Providers may ask the school to include their materials, assuming they contain the required disclaimer pursuant to the 2010-2011 SES Contract, for that display. Providers may not market directly to students, nor offer any kind of incentive or promise of an incentive to a student, parent or other family member. 20. Does the district have a policy regarding approved SES providers employing district employees? Yes Providers may hire school district employees, as tutors and lead tutors. The SES Program requires completion of a background check (fingerprinting) for each of its tutors. A Background Check Waiver must be requested for current School Board employees only by completing and electronically submitting the 2010-2011 Background Check Waiver Form (Appendix D). A positive result will subject the employee to a professional standards review and potential termination. Providers must hire tutorial staff that meet the minimum qualifications for Title I paraprofessionals pursuant to the FDOE s Request for Application for 2010-2011 (earned a secondary school diploma and have two (2) years of college equivalent to 60 semester hours, or an Associate Degree, or have passed a local professional academic assessment (e.g., Paraprofessional exam in M-DCPS). 21. Does the district have any dual employment requirements? Yes, the Provider is required to retain a completed and signed 2010-2011 Dual Employment Disclosure Form for each district employee hired to work with their company. Such employment by the Provider of School Board employees must be in accordance with School Board Rule 6Gxl3-4C-l.081. 22. Does the district plan to have provider fairs? No 23. Does the district plan to schedule an employee fair? No MANDATORY MEETINGS 24. Does the district require SES provider staff to attend provider fairs? No

25. Does the district require SES provider staff to attend software training? Yes 26. Does the district require attendance at any additional meetings? Yes, the Provider will attend any and all district conducted mandatory Provider Orientation, Technical Assistance, End of Year, or other meetings as may be required from time to time. The District will notify the Provider of the meeting times and dates at least 5 days in advance of the scheduled meeting by the District. INSURANCE REQUIREMENTS/FINGERPRINTING/BACKGROUND CHECKS 27. Is there a timeline by which providers must submit the insurance requirement? Yes, at the time the Contract is submitted to the District 28. Does the district require all provider employees to use the district's approved fingerprinting and background check vendor? Yes 29. Is there a timeline by which providers must submit the fingerprinting and background check requirement? Yes 30. Does the district require SES provider employees to wear Identification badges on school grounds? Yes, all Provider employees must wear a photo ID badge which clearly displays the employee s name, current school year, the Provider s name, and the employee s role, i.e. Tutor, Lead Tutor, Area Manager, etc., while that employee is on District grounds and/or engaged in activities on behalf of the Provider. No Provider may issue an ID Badge to an employee for the current school year until such time as that employee has passed the District background check. The Provider shall provide the District with a sample ID badge for its records for the current school year. Failure of a Provider employee to properly display an ID may require that the employee discontinue tutoring and leave the premises until such time as a current valid SES ID can be produced. 31. Describe the policy related to the district's insurance requirements: The Provider shall include the School Board and its members, officers, and employees as certificate holder on all insurance policies. State-Approved SES Providers shall provide a certificate of insurance showing evidence of Commercial General Liability Insurance. The minimum limits to be maintained by the Provider(s) (inclusive of any amounts provided by an umbrella or excess policy) shall be $1 million per occurrence/annual aggregate. Except with respect to coverage for Property Damage Liability, the Commercial General Liability coverage shall apply on a first dollar basis without any application of a deductible or a self-insured retention. The coverage for Property Damage Liability shall be subject to a maximum deductible of $1,000 per occurrence.

The Automobile Liability Insurance Coverage shall be included on all owned, non-owned and hired autos used in connection with this agreement. The minimum limits to be maintained by the Provider(s) (inclusive of any amounts provided by an umbrella or excess policy) shall be $1 million per occurrence/an annual aggregate. Subject to the restrictions found in the standard Workers Compensation Policy, there shall be no maximum limit on the amount of coverage for liability imposed by the Florida Workers Compensation Act or any other coverage customarily insured under Part One of the standard Workers Compensation Policy. The minimum amount of coverage for those coverages customarily insured under Part Two of the standard Workers Compensation Policy shall be: EL Each Accident: $500,000; EL Disease- Policy Limit: $500,000; EL Disease- Each Employee: $500,000. The Professional Liability Insurance provided by the provider shall conform to the following requirements: The insurance shall be subject to a maximum deductible not to exceed $25,000; If on a claims-made basis, the Provider shall maintain without interruption, the Professional Liability Insurance until (3) years after this agreement; and the minimum limits to be maintained by the Provider (inclusive of any amounts provided by an umbrella or excess policy) shall be $1 million per claim/annual aggregate. Renewals or changes in the insurance carrier require the completion of a new certificate. The insurance certificate must be completed by the insurance company or its authorized agents. Any changes in insurance must be reported to M-DCPS with in 24 hours. MANAGEMENT 32. Does the district hire school site facilitators for SES? Yes 33. Does the district require providers to use specific software for invoicing, developing student learning plans, tracking attendance or reporting students? Yes, M-DCPS SES Web-based System. CONTRACTS AND SLPS 34. Are there specific timelines that providers must adhere to regarding SLPs? Yes As per the FDOE, Providers are required to administer a pre-assessment to all assigned students in order to determine areas of deficiencies and to develop measurable goals. Providers may use the FCAT and or other District approved assessments results to develop an SLP. The electronic Student Learning Plan (Appendix A) must be completed and submitted via the SES Web-based System and approved by Title I Administration prior to the start of tutoring services. If the District approved an SLP that was developed based on district provided data then, the Provider will be required to administer a pre-assessment and revisit the achievement goals after the administration of the pre-assessment by completing and submitting an SLP Addendum. This will ensure that goals are an accurate reflection of the learning needs of the student.

Providers should review a student s portfolio for information regarding proficiency level, scale scores on state assessments, and ELL and/or Special Student Education status. A copy of the SLP and the addendum, if applicable must be given to the parent and must be SIGNED by the parent. The SLP and the addendum, if applicable must be signed by the parent of every child receiving services. A copy of the SLP and the addendum, if applicable must be given to the student s school. Providers are required to maintain copies of SLPs and addendums, if applicable at the service site throughout the service period for review by M-DCPS, FDOE, and/or federal monitors/auditors. Once the SLP is completed, a hard-copy of the Parent Signature Page must be signed in blue ink by the parent and the Provider. The original Parent Signature Page must be submitted to Title I Administration upon the completion of the Student Learning Plan (SLP), along with the completed Parent Signature Page Cover Sheet. The SLP will not be approved until the original Parent Signature Page has been received by Title I Administration. You must submit ONLY the hard copy original Parent Signature Page to Title I Administration to obtain final approval of the student s SLP. If after three different attempts, you are unable to contact the parents, unable to conduct a face-to-face meeting, or have consulted with the parents but have been unable to secure their signature; you may submit the Evidence of Attempt to Consult with the Parent to the Title I Administration office for approval by indicating the type of attempts and the dates when they occurred. Providers are required to access the SES Web-based System on a daily basis, in order to perform a search to determine the approval status of SLPs submitted to Title I Administration. In the event that an SLP is disapproved, providers are required to make the appropriate changes and resubmit the updated SLP online. However, Title I Administration will not review the updated SLP until the Parent Signature Page Cover Sheet is submitted to the Title I Administration Office, listing the names of student(s) and the Resubmitted SLP column check marked. It will not be necessary to resubmit the Parent Signature Page to Title I Administration. 35. Are there specific timelines that providers must adhere to regarding contracts? Yes The 2010-2011 SES Contractual Agreement is due on July 23, 2010. The District will not accept contract packets if any of the required documents are missing or incomplete. Contracts submitted after Friday, July 23, 2010, will not be accepted. 36. Does the district require a provider to sign a letter of intent before contracting with a provider? Yes 37. Does the district allow flexibility for a provider to lower their rate/increase the number of sessions? Yes

TRANSPORTATION 38. Does the district provide transportation for students receiving SES? No 39. Does the district allow providers to contract transportation services? Yes ELIGIBLE STUDENTS 40. How many students are eligible to participate in SES in the district in 2009-2010? 104,884 41. How many schools are required to offer SES in the district in 2009-2010? 176 42. District's 2009-2010 Per Pupil Allocation (estimate): $1,593.00 43. How many students participated in SES in 2008-2009? 13,311