Accreditation The Whole Story Lynn Jones Executive Director

Accreditation: The Whole Story Lynn Jones, Executive Director of Accreditation

Regional Accreditation Officers Kelly Bowen Shellie Gammill Kim Hale Ryan Pieper Le. Gay Riggs Mike Teel Daniel Craig Don Gray Matt Luse Linda Proctor-Moore Larry Stogner Kirk Warnick

Purpose of the RAO’s • Educate! • Act as liaison between the SDE and the schools. • Resource for information. • Provide guidance and make recommendations. • Conduct audits to gather information for other departments. • We are here to help you be the best leader you can be!

Resources • Standards for Accreditation Guide* • Certification Guide for School Staff Assignments* • Law Book* • RAO *Download to IBook on Iphone/Ipad and search

Annual Audits FBA Accreditation FQSR/ASR

Accreditation

Accreditation YOUR GOAL AS AN EFFECTIVE LEADER Every Site Accredited With NO DEFICIENCIES

Accreditation • Accredited schools are meeting state requirements. • State aid is paid ONLY to accredited schools • A deficiency indicates the school is not in compliance with a requirement, but is still accredited. (Some deficiencies are automatic, for example if a school is designated as a priority school)

2016 -2017 Accreditation Application • Fill out the application correctly! • Administrators can delegate job tasks but cannot delegate responsibility! • The application will change and there will be new questions. Answer them correctly. • Some information will be uploaded for immediate viewing instead of being required during Accreditation visit. • Do not use co-teacher, unless there is a true co-teaching situation. • Make sure to put Career Tech information in the system correctly. • If you have questions call for clarification!

Preparing For Your Audit 1. Organize your supporting evidence in the order requested (Without a paper trail it didn’t happen). 2. Use a file box or binder to organize materials. 3. Do not use plastic sleeves. 4. Use this opportunity to demonstrate the great things going on in your school district.

Exception Reports Personnel Report Accreditation Application Your Student Information System District Exceptions

Be Proactive and Be Prepared Run an RAO Exception Report to view problem areas in your system. To run the report follow these steps: Single-Sign On Accreditation Reports Exceptions RAO Exceptions

The Future of Accreditation Audits • Application will start to change this year. • Some documents will be uploaded during accreditation application. • Certain checks will happen throughout the year instead of during Spring. Examples: • August/September: Transportation, Felony Search Policy, and Tda. P • October: FBA, Child abuse and other PD, Performance and Conduct • November: FQSR, District and Site Handbooks • December: Bilingual • January: FBA Upload • February- May of this year Accreditation visit, with changes coming in 2017 -2018. • May/June: ASR, 10 day activity absences, and Transcripts.

Reoccurring Problems

District Treasurers/Encumbrance Clerks • • • 12 hours of school finance laws. 12 hours of continuing education in last three years. As of fall 2014 trainings must have approved stamp. Please put the most recent training in front of the file. Provide documentation. $100, 000 for superintendent and $1, 000 for treasurer. • Superintendent cannot be treasurer or encumbrance clerk.

Transportation • Pre- and Post- trip inspections for every bus on every day that they are used to transport students. There is a new one that is available online for districts to use. • Documentation that all buses are inspected annually as in accordance with state law. • Documentation that inspector is qualified. • Required documentation on every driver and every bus. • Documentation that the supervisor has attended Alcohol and Substance Abuse training.

Bus Drivers Have a list of all bus drivers including activity drivers. Each driver should have: • The required health examination. A new form is available this year on the SDE website that does not show personal information. (Make sure Dr checks “Yes” they can drive and signs the form. ) • DMV Report • CDL with appropriate endorsement • Oklahoma Bus Driving Certificate (pink card) • Documentation that district participates in random drug testing • In-service forms for all bus drivers (make sure you have the new form with two sections)

Adjunct Teachers • Can teach three hours in an area outside of certification area. • The classes can be three different subject areas. • The local school board must review credentials and approve. • Adjuncts that teach in CORE areas must fill out an application and submit to the SDE.

Tdap: 7 th Grade Students • Not the same as DTa. P • Brand Names: Adacel (Tdap), Boostrix (Tdap) • Most Dr. Offices and Health Departments are connected to the same system. • Contact the State Health Department to get access. • If a large majority of students are not inoculated contact health department or local tribal office. • If parents choose to not get inoculations they must have an approved form from the State Department of Health in your files.

Care and Prevention and Cardiac Arrest • Every Certified, Head/Assistant or Adjunct Coach Must Have Care and Prevention And Cardiac Arrest Certification. Have the Transcript With Care and Prevention Highlighted. • Class must be taught by a certified athletic trainer and include a lab. Make sure the certificate has all of the necessary information • You can look up certified trainers online on the site Oklahoma Board of Medical Licensure and Supervision to make sure they are certified. http: //www. okmedicalboard. org/search • A Certificate of Completion from an approved provider will serve as documentation for the Cardiac Arrest Certification. Each coach must have their own certificate.

Safety Committee This committee is waived. However, we recommend that districts still have the meetings and document the discussions. Districts want to give the perception to stakeholders that the leaders of the district/sites are doing everything possible to keep students safe. HB 1684 requires districts to include suicide prevention in the discussions. .

Required Members for Safety Committee • Teachers • Parents of enrolled students • School official who participates in investigations regarding bullying • HB 1684 requires districts to include a counselor or mental health provider

FQSR/ASR

FQSR/ASR A stitch in time saves nine……. …………………and keeps money in your district. The first and most important step is making sure all student information is put in the system correctly. Provide training to your staff to make sure they understand the BIG picture. It will cost your district money if you do not take steps to make sure information is correct.

Student Information System • Bilingual students • Economically Disadvantage • Gifted students • Transportation: Put all students in one of the categories below. • • • TRT: Transferred Transported Over 1 ½ miles Under 1 ½ miles OTH (Other) : Do not use except under rare circumstances. Every student should be place in a category

Special Education: Three-Year-Olds • Put in the student information system for basis of admission as “other”. This will enable special education teachers to use the Ed Plan but will not count on ADA/ADM until eligible. • When students become eligible to be placed on an IEP, change basis of admission to resident. • Do not place student on roll to be counted until they are officially placed on an IEP. • Do not add transportation unless the district offers transportation. • Be prepared to show RAO the IEP if you are counting threeyear-old students for ADA/ADM.

Hours/Days • Do not mail/email documents to the Accreditation office or the RAO • Get board approval for school calendar if 1080 hours. Upload the information on the single sign on. Unofficial board minutes will work. • Documentation due October 15 th • Board Minutes • Board Memo (Letter written on school letterhead) • To upload go in to Single Sign-On: • Accreditation • Reports • Hours/Days • Upload documents

New Laws

HB 2931 Eliminates the requirement for each school to conduct two lockdown drills and two intruder drills and instead requires four security drills. It requires one security drill to be conducted within the first 15 days of each semester. Effective July 1, 2016.

Drills 2016 -2017 Ten Required Drills a Year: • • 2 Tornado drills (September and March) 2 Fire drills (within 15 days at the start of each semester) 4 Security drills (one within 15 days of the start of each semester) 2 Other drills (selected after evaluation of local safety issues) • Report drills to www. schoolsecurity. ok. gov

SB 1369 Defines the term “homeless children and youth” to mean a person age 21 or under unaccompanied by a parent/guardian, without shelter, without a parent/guardian willing and able to provide shelter, and without a fixed, regular and adequate nighttime residence. Also defines “runaway” to mean any unmarried child under the age of 18 who is absent from their home or lawful placement without consent. Also defines “youth at risk of homelessness” to mean any person age 21 or under whose status indicates a significant danger of experiencing homelessness in the near future • Effective November 1, 2016.

HB 2535 “Apprenticeships, Internships and Mentorships (AIM) Act of 2016. ” Allows a school board, beginning in 2017 -2018, to enter into an agreement with public or private organizations to create apprenticeship, internship and mentorship programs for high school juniors and seniors, and have those programs count towards elective credit. Directs the State Department SDE to promulgate rules to carry out the Act. Effective November 1, 2016.

HB 3109 Requires school districts to provide teachers and administrators with a copy of an employee information worksheet containing specific information prior to the first payroll in November. School districts are required to make someone available to review the worksheet with anyone who has questions. All contracts for employment of, or related employee information worksheets for, a teacher or administrator by a district board of education shall include the following categories in a clear and concise format:

Employee Information Including a. employee's name, b. degree(s) employee holds, c. number of years of teaching credit for salary purposes, and d. step placement on salary schedule; by the categories of administrative personnel and certified teaching personnel.

Salary Information Required a. pay based on state minimum salary schedule, b. district salary supplement, c. extra-duty or extracurricular salary amounts, itemized, d. other salary, e. total salary, f. dollar amount of salary paid in cash, and g. dollar amount of salary paid in fringe benefits, as defined and allowed by Section 18 -114. 7 of Title 70 of the Oklahoma Statutes, with an itemized list of each benefit and amount paid toward it; and

Benefit Information Including: a. state-paid flexible benefit allowance amount, b. district-paid retirement contributions (over any amount for retirement insurance paid as part of salary and excluding any amounts paid pursuant to Section 17 -108. 1 of Title 70 of the Oklahoma Statutes), c. district-paid health insurance (over any amount paid as part of salary), d. other district-paid benefits, such as life, dental, disability, salary protection, vision, cancer, health supplemental insurance (over any amount paid as part of salary), e. other benefits, with an itemized list of each benefit and dollar amount paid toward it (not including any benefits paid as part of salary), and f. total district-paid benefits (not including any benefits paid as part of salary).

SB 933 Extends the moratorium on certain mandates until a fiscal year immediately following a fiscal year when the state aid factors return to $3, 291. 60 on the initial allocation notice. Until such time, the State Board shall not withdraw or deny accreditation or assess a penalty for districts not complying with the media materials and equipment standards and media program expenditures standards, or for districts receiving an accreditation deficiency. The State Board shall exempt districts from and waive any policy, rule or law to form or convene any advisory council or committee except those required by federal law. Districts seeking flexibility to use appropriated dollars for textbooks or for other purposes must demonstrate to the State Board that the textbooks and instructional materials being used for the area under consideration in the • textbook adoption cycle are current and appropriate for student learning. Effective July 1, 2016.

SB 1030 Requires appropriate agencies to submit an accurate estimate of needs for the ensuing fiscal year and the following 2 fiscal years when they submit their budget requests each year to OMES. The bill also requires the agencies to submit an estimate of revenues to be received for the ensuing fiscal year and the following 2 fiscal years. Requires the budget committees of the legislature to establish budget performance measures for each agency to obtain measurable data in order to determine if the agency is performing it’s duties in the most cost effective manner possible. • Effective May 16, 2016

HB 2957 Eliminates separate qualitative and quantitative evaluation ratings and instead provides for one “district evaluation rating” for the Teacher and Leader Effectiveness Evaluation System (TLE). Requires evaluations for 2015 -16 and 2016 -17 to be based on the qualitative component of TLE. Eliminates quantitative ratings from the evaluation components, including performance measures based on student academic growth using standardized test data. Districts choosing to use quantitative measures may do so at their own expense.

HB 2784 Eliminates the requirement that schools store duplicate copies of student records in a separate facility, instead requiring both temporary and permanent records be stored, regulated, communicated and disclosed in a manner consistent with state and federal law. Allows districts to store student records either electronically or in paper format and directs that they be stored, backed up and secured in accordance with standards and protocols developed by the State Board of Education. Directs that transcripts be maintained for not less than 80 years. Requires all other records to be disposed of between five and seven years after graduation, transfer or withdrawal from the district. Directs the State Board to promulgate rules for notification before destruction of records. Effective July 1, 2016.

SB 1036 Allows for names of school district personnel who have been designated by the school board to carry a firearm to be kept confidential. Effective July 1, 2016.

HB 2432 Each public school shall post in a clearly visible location in a public area of the school that is readily accessible to students a sign in English and Spanish that contains the toll-free telephone number operated by the Department of Human Services.

HB 2298 All driver education courses shall include the dangers of texting while driving and the effects of being under the influence of alcohol or other intoxicating substance while driving.

SB 911 Allows a school board to adopt a policy requiring students to perform campus-site service for violating the district’s discipline policy. Effective 90 days after Legislative Sine Die.

HB 2571 Clarifies terms regarding speed limits for school buses as follows: 55 mph on paved two-lane “roads” and 65 mph on “the state highway system, the interstate highway system and the turnpike system”. Effective November 1, 2016.

HB 2969 Requires standards for accreditation adopted by the Board to include standards for educational services provided in partial hospitalization programs, day treatment programs, day hospital programs, residential treatment programs and emergency shelter programs, for both onsite and offsite services provided by public school districts and state accredited private schools. Requires SDE to actively monitor such programs to determine compliance. Requires SDE to investigate a complaint of a school not in compliance within 10 days of receipt and make a recommendation to the Board within 60 days. If a school does not comply within 90 days, the Board is required to withdraw accreditation for the school. Effective 90 days after Legislative Sine Die.

Questions