2010 2010- -2011 2011 EDUCATIONAL EXCELLENCE SCHOOL EDUCATIONAL - - PowerPoint PPT Presentation

2010 2010-

• 2011

2011

EDUCATIONAL EXCELLENCE SCHOOL EDUCATIONAL EXCELLENCE SCHOOL ADVISORY COUNCIL TRAINING ADVISORY COUNCIL TRAINING

Office of School Improvement O t b 2010 October 2010

Objectives Objectives

• Communicate EESAC roles and

j j

responsibilities

• Share changes in EESAC regulations and

Share changes in EESAC regulations and requirements

• Provide tools and resources to ensure

compliance

• Provide financial and budgetary information

What you need to know What you need to know What you need to know… What you need to know… EESAC 101 EESAC 101

OUR OUR STUDENTS’ SUCCESSES

EESAC roles and responsibilities EESAC roles and responsibilities p

• Final decisionmaking relating to the implementation of the

School Improvement Plan(FSS. 1001.42[18]) and (FSS. 1008 345) 1008.345)

• Implementing the state system of school improvement and

accountability, to assist in the preparation and evaluation of the school improvement plan and to assist in the the school improvement plan, and to assist in the preparation of the school’s annual budget. SBR 6Gx13-1B- 1.031

• Assuring that a portion of funds provided in the annual

Assuring that a portion of funds provided in the annual General Appropriations Act for use by school advisory councils be used for implementing the school improvement plan. p

• Authorized by the following legislation:

– Florida Statute 1001.452 School Board Rule 6Gx13 1B 1 031(Rev 6/10) – School Board Rule 6Gx13-1B-1.031(Rev. 6/10) – UTD Contract Article XXVI, Section 5 – Individual School’s Bylaws

EESAC requirements EESAC requirements q

• Must comply with Florida Government in the

Sunshine Law (FSS Title XIX Chapter 286): Sunshine Law (FSS. Title XIX – Chapter 286):

– ALL meetings are open to the public – 5-day public notice required 5 day public notice required – Minutes must be taken – Tape recordings are public records – No “secret ballots” allowed – No private meetings allowed – Procedures for public input required – Public records must be available to public

Key EESAC Key EESAC Legislative Directives Legislative Directives Legislative Directives Legislative Directives

• A majority of the members of each school

advisory council must be persons who are NOT employed by the District (Senate Bill NOT employed by the District (Senate Bill 1908, 2008)

• The allocation of Accountability Funds is $5

y per unweighted FTE.

• School Recognition funding is $75/FTE.

EESAC Roster EESAC Roster

• Must be representative of ethnic, racial,

linguistic, disabled and economic community served by the school St d t With Di biliti (SWD)

• Students With Disabilities (SWD)

representative

• Adult/Vocational program representative
• Adult/Vocational program representative

(as needed)

• English Language Learner (ELL) parents or

g g g ( ) p parental representatives will be included

EESAC Roster EESAC Roster

• Suggested minimum composition

requirements: requirements:

– 5 Teachers, plus 1 alternate – 5 parents, plus 1 alternate 5 parents, plus 1 alternate – 1 student, plus 1 alternate – 1 educational support person, plus 1 alternate – 3 business/community representatives – UTD designated steward – Principal

EESAC Roster EESAC Roster

• Representation for Adult/Postsecondary

Programs which share facilities must include the following members from the Adult/Postsecondary following members from the Adult/Postsecondary program:

– 1 administrator – 1 student – 1 designated steward – 1 designated steward – 1 teacher

EESAC Roster EESAC Roster

• Special Council Membership for Self-Standing,

Adult/Postsecondary Centers:

– 1 student, plus 1 alternate – 5 teachers, plus 1 alternate p – 1 educational support employee, plus 1 alternate – UTD designated steward – 2 business community representatives – 2 business community representatives – Principal

EESAC member duties EESAC member duties

• Attend all regular and special meetings
• Notify chair and alternate when unable to

attend C i t ith tit t t ll t

• Communicate with constituents to collect

data and opinions for decision making

• Report to constituents the actions taken

Report to constituents the actions taken by the Council

• Participate openly in consensus building

p p y g

• Make decisions that benefit all students

Getting started Getting started

• Post meetings 5 days in advance via “Meetings”
• n the MDCPS website:

g

• n the MDCPS website:

http://meetings.dadeschools.net/post.asp

• Post meeting notices in prominent locations at

th h l it the school site

• Vary EESAC meeting times to accommodate a

maximum number of people maximum number of people

• Establish provisions for non-EESAC members to

speak to agenda items

• Ensure that all members are aware of resources

for assistance (http://osi.dadeschools.net )

• Provide an AGENDA slot for SIP reviews
• Provide an AGENDA slot for SIP reviews

and….. and…..

• Ensure all members receive notice and

Ensure all members receive notice and information about the people who have been elected to the EESAC

• Advise all stakeholders how to access

rosters, minutes, and bylaws

(http://osi.dadeschools.net) (http://osi.dadeschools.net)

• Complete, review, adopt, and maintain

bylaws

How to Post a Meeting How to Post a Meeting Announcement

Enter needed information here.

School Meetings

WL #(s) if EESAC represents m ltiple sites school name (s)

Make sure to select a.m. or p.m.

Write

WL #(s) if EESAC represents multiple sites -school name (s)

Write “EESAC Meeting” here.

This is what This is what your meeting request should look like before you click the Add Meeting Button Button.

• Once you click

the “ADD the ADD Meeting” button, it will generate a confirmation ti notice.

• Print this page for

your records.

• The meeting ID

g and password must be used to cancel or change the meeting the meeting request.

To Cancel a Meeting To Cancel a Meeting

Select View a Meeting

Select “School Meetings Select “School Meetings” Select School Meetings Select School Meetings

Select your posted meeting Select your posted meeting… y p g y p g

1 2

Click the folder option in the first column.

Use the password from your confirmation page to Edit or confirmation page to Edit or Cancel the meeting. g

The Password is case sensitive sensitive.

You may cancel the cancel the meeting. OR You may edit the

EESAC meeting - Agenda will include decisions

• n the use of EESAC funds.
• content. If you

change the date

• r time you must

cancel the cancel the meeting and post a new one.

Conducting a Meeting Conducting a Meeting

Before the Meeting Before the Meeting Before the Meeting Before the Meeting

(Check your school’s bylaws for variations)

• 1. The Chair shall prepare and distribute the agenda for all regular and special

meetings.

• 2. Adding to the Agenda
• 2. Adding to the Agenda
• a. Council members may add items to any regular meeting agenda

by contacting the Chair in advance. b Non-Council members may propose an agenda item by contacting a

• b. Non-Council members may propose an agenda item by contacting a

Council member.

• c. The agenda may be amended at the meeting by majority vote.

3 Notice to Members

• 3. Notice to Members

All members must receive at least three days’ advance notice in writing of any matter that is scheduled to come before the Council for a vote.

Meeting Processes Meeting Processes Meeting Processes Meeting Processes

• Establish a quorum

q

– Confirm the number of VOTING members on your Board approved roster. – A quorum is at least 50% + 1 of that number. – If a voting member is not present, the alternate for g p that position is the voting member for that meeting. – Assistant principals may only serve as the alternate if a waiver has been filed and approved. – The designated alternate UTD steward will be the

• fficial alternate for the designated steward in their

absence.

Sample Agenda Sample Agenda

• Welcome and Introductions
• Agenda Review
• Review/Approve minutes from prior meeting
• SIP Reviews/updates
• Old Business (may require consensus/vote)
• Old Business (may require consensus/vote)
• New Business(List any standing committees, including their

responsibilities, and make provisions to establish special responsibilities, and make provisions to establish special

• committees. Include guidelines for composition which ensures

balanced participation.)

• Open Forum/Discussion
• Open Forum/Discussion
• Announcements
• Next Meeting

Next Meeting

• Review Decisions
• Adjournment

EESAC decision EESAC decision-

• making process

making process

• Consensus will aim for the maximum agreement

among people while drawing on as much of

g p g p

among people while drawing on as much of everyone's ideas as possible.

• Reach consensus or vote.

Reach consensus or vote.

• Following procedures outlined in the bylaws,

most EESACs seek to make decisions by consensus.

• If a vote is taken, each persons name and vote

must be documented in the minutes of the must be documented in the minutes of the meeting.

Decision Making Decision Making

• The primary method of decision making shall be by

p y g y

• consensus. Consensus will aim for the maximum agreement

among people while drawing on as much of everyone's ideas as possible (SBR 6Gx13 1B 1 031 [IV G]) ideas as possible. (SBR 6Gx13-1B-1.031 [IV-G])

– Record in the minutes of your meeting that consensus was reached : EX: $500 will be used from the EESAC funds to provide training to the staff on Differentiated Instruction Differentiated Instruction.

• If a vote occurs, then everyone present must vote, unless it

is determined that there is a conflict of interest with an individual individual.

– Record in the minutes of your meeting the names of each person present and how they voted: EX: Mary Smith – YES, Linda Fife – NO, Juan Alvarez YES Sherian Jones YES Dolores Smith NO William Alvarez – YES, Sherian Jones – YES, Dolores Smith – NO, William Sanchez – conflict of interest…………..

Posting the Minutes Posting the Minutes

Posting Posting EESAC EESAC

http://osi.dadeschools.net

EESAC EESAC MINUTES MINUTES

Enter your school’s 4 digit Enter your school’s 4 digit WL number WL number y g y g

For Minutes!

Principal Nelson Chair Smith

For Minutes!

To Create New Min tes Minutes….

09-23-10 Remember the 5-Day posting requirement!! requirement!!

Check your Bylaws!! Generated from Current Roster accessed from the OSI webpage. Generated from Current Roster accessed from the OSI webpage. p g Generated from Current Roster accessed from the OSI webpage accessed from the OSI webpage. All others who are not listed as either Voting or Alternate member either Voting or Alternate member.

I. Reviewed and Approved minutes from 6/02/10 meeting. II. Reviewed the 10/11 SIP, Reading strategies amended to include SWD and ELL students in tutorials. Suspension Goal will include character program development.

ALL Fields must be completed before you “Click Here to Save Entr ”!!!

• III. EESAC funds – $1,500 transferred for administrative use to

purchase academic and attendance incentives . Teachers will submit written requests by the November meeting for the use of additional funds………………….

Entry”!!!

How to Verify Minutes How to Verify Minutes

Verify Verify EESAC EESAC

http://osi.dadeschools.net

EESAC EESAC MINUTES MINUTES

Enter your school’s 4 digit WL number Enter your school’s 4 digit WL number Enter your school s 4 digit WL number Enter your school s 4 digit WL number

For For Minutes!

Principal Nelson Chair Smith

For Minutes!

To Verify (Approve) Minutes

09-23-10 02:40 PM

Minutes……

09-23-10 02:40 PM

09-23-10 2:40 PM

2010 23

All sections must be filled in. All sections must be filled in.

Generated from Current Roster accessed from the OSI webpage. Remove any from un-excused t d i t to excused as appropriate.

SIPs should al a s sho always show up here. Principal uses the 8-digit verification code here! code here!

Once verified, the minutes can NOT minutes can NOT be modified!!!

How to Update How to Update Bylaws and Rosters

EESAC Bylaws EESAC Bylaws

• Required by Florida Statute and School Board

y

Rule

• Should cover all aspects of EESAC

ti

• perations
• Should be a living document that changes as

needed needed

• Use the template found in School Board Rule

6Gx13-1B-1.031 (revised June 2010) as a ( ) guide

EESAC bylaw components EESAC bylaw components

• Purpose of EESAC

y p y p

• Length of members’ terms (beginning/ending)
• How elections are conducted
• When and where meetings are held
• How agenda is prepared
• Decision making: consensus and/or vote
• Procedures for public input

p p

• Committees (sub-committees)
• How to amend - Establish a clear procedure

How to amend Establish a clear procedure for amending bylaws

EESAC access EESAC access

http://osi.dadeschools.net

to ROSTERS & to ROSTERS & BYLAWS BYLAWS BYLAWS BYLAWS

Updating Bylaws and Roster Updating Bylaws and Roster p g y p g y

For Rosters & Bylaws!!!

Principal Suarez Edgar Nunez

For Rosters & Bylaws!!!

Any changes to the minimum requirements must be done with a waiver. Please contact the Office of School Improvement at (305) 995-2692 for assistance with this process.

Linda Fife

Linda Fife

You must answer each question. Click S / d t t Save/update to finalize.

Out of Compliance Codes Out of Compliance Codes

9 2 2 3

Principals can grant access

0000

xxxx - Sergio Fife

Click to add access one person at a time a time.

IF YOU NEED A COMPOSITION WAIVER START HERE WAIVER, START HERE – http://osi.dadeschools.net

INSERT YOUR SCHOOL’S 4 DIGIT WL#, CLICK ENTER

0000

USE THE LAST 4 DIGITS OF YOUR SSN IN THE ACCESS I D BOX SSN IN THE ACCESS I.D. BOX

000000 – Principal, Ana 000001 – Jones, Barbara 000002 – Bair, Henry 000003 – Fife, Kevin

If you are the EESAC chair and NOT employed by the District, use the 8 digit Verification 8 digit Verification Code to access here.

Any changes to the minimum requirements must be done with a waiver. Please contact the Office of School Improvement at (305) 995-2692 for assistance with this process.

EESAC Composition Waiver EESAC Composition Waiver

Parents and Business Partners Access to Minutes, Bylaws and Rosters Bylaws and Rosters

EESAC funds EESAC funds

The Office of Financial The Office of Financial Operations/Budget

EESAC Budget Training October 2010

Agenda

• Overview of the budget process

Overview of the budget process

– Timeline Timeline Timeline Timeline – Tools Tools

• School Recognition Funds

School Recognition Funds

• School Recognition Funds

School Recognition Funds

• EESAC Funds

EESAC Funds

72

Annual School Budget Timeline Annual School Budget Timeline

A il J J l A t September- November- April-June July-August September October November June

• CASAS runs using

formulas in School

• Second budget

conference

• Final budget

conference

• Review and

monitor all of the formulas in School Allocation Plan as basis

• Build initial budget

i S h l conference

• Revised CASAS

reflects any decisions made by B d d Di t i t conference

• Determines the

final allocations

• Need to adjust

master schedules f t l monitor all of the accounts on an

• ngoing basis to

ensure school remains financially d using School Based Budget System (SBBS)

• Preliminary budget

Board and District during budget development process and any revisions to for actual membership.

• Discuss final

budget plans with sound.

• Stay in regular

contact with Budget Supervisor y g conference projected number

• f FTE at each

school. g p EESAC g p to stay on financial plan and make any necessary transfers. 73

Budget Tools - Allocations

The District uses CASAS as its means of equitably distributing resources across The District uses CASAS as its means of equitably distributing resources across

• schools. The School Allocation Plan is the basis for all CASAS allocations.

74

Budget Tools - Building

Principals use the School Based Budget System (SBBS) to build budgets for schools with the resources allocated to them through CASAS.

75

Budget Tools - Monitoring

In January 2010 the District went live with SAP as its financial management system In January 2010, the District went live with SAP as its financial management system. Schools, and all staff, now use “FM” to monitor budgets throughout the year.

76

School Recognition Funds

• The School Recognition program provides financial awards to schools that demonstrate

sustained or significantly improved student performance.

• Following are five key factors that highlights this program:
• Following are five key factors that highlights this program:

– Receiving a school grade of “A”; or improving at least one letter grade over the previous year;

• r improving more than one letter grade and sustaining the improvement the following school

year. y – Funds are awarded in the amount of $75 per Full Time Equivalent student for each qualifying school. – The staff and school advisory council at each recognized school jointly decide how to use the funds. – Schools must use their funds for one or any combination of the following:

• nonrecurring faculty and staff bonuses;

i dit f d ti l i t d t i l

• nonrecurring expenditures for educational equipment and materials; or
• temporary personnel to assist in maintaining or improving student performance.

– If school staff and the school advisory council cannot reach an agreement by February 1, then the funds must be equally distributed to all classroom teachers currently teaching in the then the funds must be equally distributed to all classroom teachers currently teaching in the school.

77

EESAC Funds

• Unused funds remaining after School Recognition money is

distributed are allocated to EESACs at up to $5 per FTE. p $ p

• All EESAC funds are to be using during the same year

allocated.

• Ensure that all expenditures are in line with School

Improvement Plan, such as:

– Assist with the purchase of instructional supplies, Library books, and textbooks. Hourly personnel for tutoring or as school monitors – Hourly personnel for tutoring or as school monitors.

• State guidelines state that expenditures may not be reoccurring

in nature. This means that no full-time personnel may be hired in nature. This means that no full time personnel may be hired under the EESAC program.

78

Office of Budget Management Office of Budget Management

Contact Information

Judith M. Marte, Chief Budget Officer Ron Steiger, Assistant Chief Budget Officer g g

For School Budget questions contact Budget Supervisor: Region I: Keisha Johnson-Cabrera 305-995-1886 g Region II: Ana Ramos 305-995-2483 Region III: Dorothea Payton 305-995-2465 Region IV: Paul Mickey 305-995-1574 Region V: Winifred Jones 305-995-2459

79

Reminders Reminders -

• Enhancement $

Enhancement $

• EESAC provides recommendations to

Principal on development of school budget

$

Principal on development of school budget

– Entire school budget is provided to EESAC – FR 05-08 is accessible to EESAC members FR 05 08 is accessible to EESAC members

• State provides $5 per FTE as EESAC funds

– Memorandum #CP-016, Office of the Controller, , , September 2, 2010, has been emailed to schools’ Internal Funds Business Managers – ESSAC may designate $1 000- $2 999 for small priced ESSAC may designate $1,000 $2,999 for small priced items (e.g., food related student incentives) – Expenditure of these funds must be approved by the EESAC recorded in the minutes and aligned to SIP EESAC, recorded in the minutes, and aligned to SIP

• bjectives and strategies

Reminders Reminders -

• Recognition $

Recognition $

• Schools that receive a performance grade of

“A” or improve one letter grade will receive

g $ g $

A or improve one letter grade will receive School Recognition money

• State provides $75 per FTE for staff bonuses,

State provides $75 per FTE for staff bonuses, temporary personnel, or educational equipment and materials

– Approved by February 1, 2011 or the money will automatically be equally distributed in bonuses to classroom teachers currently teaching at the school

• District School Recognition Plan/Final Verification due to

OSI office on Thursday, January 27, 2011. 305-995-2910

Tools and resources Tools and resources

• EESAC Resource Guide

http://osi.dadeschools.net/pdf/Resource_Guide.pdf

EESAC T i i t ti

• EESAC Training presentation

http://osi.dadeschools.net/eesac/resinfo.asp

EESAC Support team EESAC Support team

• Regional Center Offices

– Regional Center I: (305) 687-6565

pp pp

Regional Center I: (305) 687 6565 – Regional Center II: (305) 523-0901 – Regional Center III: (305) 883-0403 – Regional Center IV: (305) 595-7022 – Regional Center V: (305) 252-3041 – Regional Center VI:(305) 995-3091 g ( )

• District Office of School Improvement:

(305) 995-1880 Offi f L b R l ti (305) 995 1590

• Office of Labor Relations:

(305) 995-1590

• Budget office:

(305) 995-1226

• Exceptional Student Education:

(305) 995-1721

• United Teachers of Dade:

(305) 854-0220

Office of School Improvement Office of School Improvement Office of School Improvement Office of School Improvement

• Dr. Reginald Johnson, Administrative Director

(305) 995 1880; rjohnson1@dadeschools net (305) 995-1880; rjohnson1@dadeschools.net

• Ms. Linda Fife, Supervisor

(305) 995-2692; lfife@dadeschools.net

• Ms. Sherian Demetrius

Curriculum Support Specialist

• Ms. Dolores de la Guardia

Curriculum Support Specialist Curriculum Support Specialist (305) 995-7046 sdemetrius@dadeschools.net Curriculum Support Specialist (305) 995-7686 ddelaguardia1@dadeschools.net