Supplemental Educational Services 2013-2014 School Year Florida Department of Education Bureau of Federal Educational Programs

Supplemental Educational Services 2013-2014 School Year

Florida Department of EducationBureau of Federal Educational Programs

Purpose• The Florida Department of Education (department) is

responsible for creating a directory of providers to offer Supplemental Educational Services (SES) in districts throughout the State.

• Currently, all districts have opted to use Title I funds previously set-aside for SES to implement other school improvement activities.

• In the event a district opts to implement SES later during the 2013-14 school year, the district will initiate contract proceedings with the state-approved provider(s) listed on the SES Approved Provider Directory.

Districts are no longer required to contract with ALL state-approved providers that wish to provide SES in their district. Districts have the flexibility to contract with as few as one (1) provider to serve their students.

Important Note

What are Supplemental Educational Services (SES)?

• Additional academic instruction in reading/language arts, mathematics, and science

• Provided outside of the regular school day (before or after school, on the weekend, or in the summer)

• High quality, research-based, and specifically designed to increase the academic achievement of students enrolled in Title I schools.

Supplemental Educational Services Provider Application

2013-2014 School Year

Florida Department of EducationBureau of Federal Educational Programs

Where do I start?

• Review the resources on the department’s website to become knowledgeable of the new requirements to become a state-approved SES provider in 2013-14.

• You may want to begin with the Business and Financial Requirements. It may take a few weeks to complete this requirement.

APPLICATION INSTRUCTIONS AND REQUIREMENTS

2013-14 SES Provider Application

Submission Deadline Requirements

• The submission deadline for the 2013-14 academic school year is 4:00 p.m. Eastern Standard Time (EST) on October 21, 2013. The application must be SUBMITTED via the Web-based application system.

It is the responsibility of the applicant to ensure that the application is

submitted by the stated deadline.

Log-In

• Access the online system at http://www.fldoe.org/flbpso to complete and submit an application.

• All applicants must register in the online system to establish a new Username and Password.

APPLICATION APPROVAL 2013-14 SES Provider Application

Contact Information• Legal Name of Entity - The legal name of the

company will be verified with the Florida Department of State Division of Corporations at www.sunbiz.org

• Doing Business As (DBA) –Fictitious names will be verified at www.sunbiz.org.

Note: If provided, the DBA will be listed on the SES Approved Provider Directory. • Taxpayer Identification Number (TIN)

o Select and provide the appropriate identification number o If the identified TIN is being used by another SES applicant, list the

company name(s)

Contact Information (cont.)

• Primary Contact Person Will be listed on the SES Approved Provider Directory Will receive all correspondence (mail or email) from

the department• Secondary Contact Person

Must maintain a physical address in Florida Will be listed on the SES Approved Provider DirectoryNote: The Primary and Secondary Contacts are the ONLY individuals

who may request changes to any information the department has on file.

Applicant Status

All applicants must indicate whether or not they have provided SES in the State of Florida

•NEW provider: the applicant has never been approved under any company name to serve students in the State of Florida. •RENEWING provider: the applicant has been approved in the past to serve students in the State of Florida.

Applicant Status (cont.)• Choose all categories that describe your organization,

or select “Other” and state your classification Example:

• Provide a complete list of the board of directors, managing members, or chief officers of the organization and their titles. Example:

Name Title

Melvin Herring Director

Non-ProfitCommunity-based Organization

Applicant Status (cont.)

• Has the applicant or any individual listed above been removed as an approved provider in any state or district within a state, including Florida? If yes, list the name of the individual(s)

If yes, list the company name(s) If yes, list the state(s)If yes, provide the school year(s), date(s),

district(s), and the reason(s) for removal• Note: Removal means the provider’s contract was terminated

and services could no longer be provided.

Service Area

• Select “Statewide” to serve all districts in Floridaor

• Select each district you wish to serve

Instructional Information Applicants must indicate the qualifications of the tutorial staff that will provide SES:

Meet the minimum standards for Title I paraprofessionals Current State of Florida certified teachers

Title I Paraprofessional Qualification RequirementsOne of the following requirements must be met:

– An associate’s or higher degree, – Two years of study at an institution of higher education, OR – A rigorous standard of quality and be able to demonstrate on a formal

state or local academic assessment, knowledge of and the ability to assist in instructing

• Reading/language arts, writing, and mathematics, or as appropriate, • Reading readiness, writing readiness, and mathematics readiness.

Instructional Information (cont.)

• Applicants must indicate the ability to communicate in languages other than English. Spanish Haitian Creole Other (Indicate other languages in the textbox provided)

Technology

• Applicants that select “Yes” to indicate computer-assisted instruction is utilized are required to indicate the type of student-tutor interaction.– Phone– Video Chat– System Chat/Instant Messaging

SES ProvisionsIMPORTANT NOTE: Please SKIP if the applicant does not have the capacity to serve the following student populations. •Students with disabilities (SWD) or plans developed under section 504 of the Rehabilitation Act•English language learners (ELLs)•Visual impairments (Blind and Partially Sighted) •Hearing impairments (Deaf or Hard-of-Hearing)

IMPORTANT NOTE: ALL applicants are required to indicate the SES service delivery location(s). Check all that apply.•School District Facility•Provider Facility•Community-based Center•Faith-based Center (e.g., church, temple, synagogue, mosque)•Student’s Home•Public Location: If selected, applicant will be required to indicate a location

Note: Public location may require approval from the school district

If any of the student populations are selected, applicants must have the instructional staff

and materials capable of serving these students

APPLICANT NARRATIVE2013-14 SES Provider Application

General Information Related to Application Narrative• There is limited character space - Be clear and concise!• A response to each question must be entered into the online

system, as applicable. You will receive an error message if a required response is not answered.

• Remember that your responses will be rated in relation to the scoring rubric.

• A hard-copy of the online application is NOT acceptable and will not be sent to the reviewers.

• To ensure anonymous review of application; do NOT reference company name in responses.

• Response should not include tables, charts, or graphs. The system will not save the figures in a reader-friendly format for the reviewer.

• All citations used must be cited in APA or MLA style.

Method of Review and Scoring Requirements

Department staff will review each application to ensure accurate completion of requested information and compliance with provider eligibility requirements.

Applications will be reviewed if:•The applicant meets provider eligibility requirements.•All portions of the application are complete and received by the stated deadline in the application.

Method of Review and Scoring Requirements (cont.)

Applications will be approved if:•The conditions are met for review; and•The scores received meet the following:

– Approval of all business and financial requirements; and – The total application narrative score meets a minimum of 80 points; and– Each criterion receives the minimum points identified below:

Note: Applicants that do NOT attain at least eighty (80) percent of the total possible points and at least seventy (70) percent of the possible points in the Demonstrated Record of Effectiveness and the High Quality, Research-Based Instructional Services portions will NOT be considered for approval.

CriteriaTotal Points

Possible

Minimum Points Required Per

Criterion

Demonstrated Record of Effectiveness 50 35

High Quality, Research-Based Instructional Services

50 35

Total Possible Points 100

Minimum Points Required for Approval 80 70

Method of Review and Scoring Requirements (cont.)

IMPORTANT NOTE•Applicants who submit a complete online application, but do not submit adequate evidence for the Business and Financial Requirements section of the application, will be given one opportunity to correct Business and Financial Requirements deficiencies. •All deficiencies must be corrected within five (5) business days of the date the notice of deficiency is provided to the applicant by email.

Demonstrated Record of EffectivenessThe response will be evaluated based on the applicant’s ability to demonstrate a record of effectiveness in increasing academic achievement.

•Applicants must certify it has provided academic instruction for a period of one year or more within the last three (3) years to a minimum of ten (10) students in the subject(s) the applicant has proposed to provide services.•Applicants must identify all assessments administered and timeframes for assessing learning gains. •Applicants must certify that the assessments used were valid and reliable.•Applicants must describe how the instructional program had a positive impact on the students served by providing statistical evidence of student academic learning gains as a result of the assessment administered. The response must include:

– the year and number of students served– each subject area services were provided– the grade level(s) of the students that participated in the program– the percentage of students that made learning gains

Note: Documentation to support the applicant’s demonstrated record of effectiveness should be maintained for monitoring or auditing purposes.

Demonstrated Record of Effectiveness

SubjectThe online system will only allow applicants to provide one data set for each subject area selected. Applicants should provide the best data that demonstrates its effectiveness in increasing student achievement. Select each subject area the applicants seeks approval to provide SES in 2013-14.

Number of Students ServedIndicate the total number of students served

Grade Level of students servedIndicate the grade levels of the students that participated in the applicant’s instructional program.

Name of assessment/evaluation toolIndicate the pre- and post-assessment used to determine learning gains

Date of Pre- and Post-assessmentIf more than one school year is needed, applicant must indicate the requested data as a range. For example, if services were provided in the 2011-12 and 2012-13 school years, applicant should indicate date of pre- and post-assessment as a range (Pre-assessment 9/2011 and Post-assessment 3/2013). Ex. on next slide.

Percentage of students making learning gains:The student learning gains may be represented by providing the percentage of the total number of students served or the percentage making gains by grade span/level. For example, Elementary 95%, Middle 85%, High 80% or 2nd grade – 88%, 7th grade – 92%, 10th grade – 85%

Note: Multiple selections or to deselect, hold down the Ctrl key (PC) or the Command key (Mac) while clicking the desired selections.

Demonstrated Record of EffectivenessIMPORTANT NOTEResponses may not exceed the following character limits

200 characters 200 characters

Demonstrated Record of Effectiveness• If more than one year is provided, applicant must indicate the requested data as a range. For example, if services were

provided in the 2011-12 and 2012-13 school years, applicant should indicate the date of the pre- and post-assessment as a range (Pre-assessment 9/2011 and Post-assessment 3/2013). Remember – 200 character limit!

Applicant may name more than one assessmentElementary – Name of Assessment Middle – Name of Assessment High – Name of Assessment Note: response may not exceed 200 characters

Percentage may be provided as a total or by grade span/levelExampleElementary 85%Middle 90%High 88%

Or

1st grade – 88%6th – 8th grade – 90%10th grade – 84%

Demonstrated Record of Effectiveness• If more than one school year is needed, applicant must indicate the requested data as a range. For example, if services were

provided in the 2011-12 and 2012-13 school years, applicant should indicate date of pre- and post-assessment as a range (Pre-assessment 9/2011 and Post-assessment 3/2013). Remember – 200 character limit!

2011-12Elementary-Name of Assessment Middle-Name of Assessment High-Name of Assessment2012-13Elementary-Name of Assessment Middle-Name of Assessment High-Name of Assessment

2011-12 School yearElementary 88%Middle 90%High 89%

2012-13 school year3rd -5th grade 95%8th grade 88%10 grade 78%


Scoring Rubric for Criterion 1.


Scoring Rubric for Criterion 1 Scoring Range: 0 - 50 points available Criterion: Provide evidence that the applicant is effective in increasing academic achievement of students.

Possible Points

Points Assigned

Applicant identified all assessments administered and timeframes for assessing learning gains. 10

Applicant provided the information that depicts the assessment(s) as reliable and valid. 20

Applicant described how its instructional program had a positive impact on the students served. The applicant provided statistical evidence of student academic learning gains as a result of the assessment administered through the applicant’s instructional program. The response included the following:Year and number of students served Each subject area services were providedGrade level(s) of the students that participated in the programPercentage of students that made learning gains

20

Total Possible Points

Total Assigned

PointsCRITERION 1 – POINTS ASSIGNED: 50


Criterion 2-Part I: Provide evidence of high-quality, research-based instructional program designed to increase student academic achievement.

The response will be evaluated based on applicant’s ability to demonstrate that its instructional program is high quality and research-based; and designed to increase student academic achievement.

Applicants must describe the curriculum to include:Curriculum•At a minimum, indicate the name of primary curriculum (200 character limit)Skills•Describe the specific skills curriculum will address (1500 character limit)Key instructional strategies •Describe the “Key” instructional strategies curriculum will address (1500 character limit)Grade level(s) •Select the grade level(s) that will use the curriculum (1500 character limit)Research-based instructional services•Provide recent (within 10 years) research and citations that support the curriculum (1500 character limit)

Criterion 2-Part II: Provide a description of the process to assess student’s needs, identify student’s skills or knowledge gaps, and monitor student’s progress.

The response will be evaluated based on applicant’s ability to describe the specific process to assess a student’s needs, identify skills or knowledge gaps, and monitor student’s progress.

•Applicant must indicate the name of the instrument (pre-assessment) that will be used to assess a student’s needs. (200 character limit)•Applicant must indicate the name of the instrument (post-assessment) that will be used to assess academic learning gains. (200 character limit)•Applicant must describe the process to assess student’s academic needs, monitor progress, and assess academic learning gains. (1500 character limit)•Applicant must describe the process of how student weaknesses will be met while still addressing required grade-level curriculum. (1500 character limit)

Remember: Limited character space – Be clear and concise!


Scoring Rubric for Criterion 2.


Scoring Rubric for Criterion 2 Scoring Range: 0 - 50 points available Criterion 2-Part I: Applicant demonstrated how the curriculum is high quality, research-based, and designed to increase student academic achievement.

Possible Points

Assigned Points

Applicant provided a description of the curriculum to be used in the 2013-2014 school year to include the following:Name of the curriculum Description of the skills that will be addressedName and description of key instructional strategies that will be usedSubject area(s) and grade level(s) that will be used by each instructional material listed in the responseRecent (within last 10 years) research and citations that support the curriculum

25

Criterion 2-Part II: Applicant provided a description of the process to assess student’s needs, identify student’s skills or knowledge gaps, and monitor student’s progress.

Applicant identified the instrument and process that will be used to assess a student’s needs. 5

Applicant identified the instrument and process to assess academic learning gains. 10

Applicant described the process of how student weaknesses will be met while still addressing required grade level curriculum. 10

CRITERION 2 - POINTS ASSIGNED: 50

Application Narrative Scoring Rubric

Applicants that do NOT attain at least eighty (80) percent of the total possible points and at least seventy (70) percent of the possible points in the Demonstrated Record of Effectiveness and the High Quality, Research-Based Instructional Services portions will NOT be considered for approval.

Application Narrative

CriteriaTotal

Possible PointsMinimum Points

Required Per Criterion

Assigned Points

Demonstrated Record of EffectivenessScoring Range: 0 - 50 points available

50 35

High Quality, Research-Based Instructional ServicesScoring Range: 0 - 50 points available

50 35

TOTAL POINTS 100 70

BUSINESS AND FINANCIAL REQUIREMENTS

2013-14 SES Provider Application

Evidence of Legal Qualification To Do Business in Florida

Applicants must upload documentation that formally acknowledges the applicant’s legal status to conduct business in Florida.

Upload a copy of one of the following: REQUIRED•Florida business license – For each county applicant is requesting approval•Florida Certificate of Status – Active status must be reflected on www.sunbiz.org •501(c) 3 (non-profit organizations) - IRS Letter

Upload a copy of one of the following: REQUIRED•Articles of Incorporation•Articles of Organization•Partnership Agreement•Sole Proprietorship AttestationNote: The attestation is a signed statement that the applicant operates as a sole proprietorship.

Upload a copy of the Fictitious Name Filing, IF APPLICABLE: •Fictitious Name FilingNote: Select Not-applicable if the applicant does not conduct business under a fictitious name.

Florida Department of State Division for Corporations

Access your company’s state filings at www.sunbiz.org

Evidence of Financial Soundness Applicants must upload documentation to demonstrate financial resources to operate SES

CPA Audit – REQUIRED UPLOAD•Certified Public Accountant (CPA) audited balance sheet in United States dollars performed within the closing of the applicant’s last fiscal year•Compiled or reviewed financial statements will not be accepted in lieu of an audit.•There is usually a fee associated with this service. Applicants should contact a CPA immediately to ensure documentation is uploaded by the stated deadline in the application.

Budget – REQUIRED UPLOAD•Six-month operating budget that must include expenses for insurance policies, salaries, marketing, instructional materials, facility rental fees, professional development, fingerprinting/background screening, transportation and servicing debt.•Template is accessible from the Main Menu of the online application

Line of Credit – UPLOAD IF APPLICABLE•If the applicant is unable to demonstrate financial soundness based on the criteria above, FDOE will accept a line of credit from a financial institution in the amount to increase current assets. •A line of credit issued within the last calendar year demonstrating access to funds for six months or bank statement within the past three months from a financial institution showing evidence of available and sufficient resources equal to or greater than the required budget to operate for six months.

Assurances

• Applicant must certify, as an individual authorized to act on behalf of the organization in submitting the application, that all of the information provided is true and accurate.

• Applicant must certify that the organization will comply with all of the assurances set forth in the application.

• Applicant understands that if any of the information has been misrepresented, it may constitute grounds for denying the applicant’s request for approval to be placed on the list of approved SES providers, or for removal from that same list.

Frequently Asked Questions

Q. Are districts required to contract with ALL state-approved providers in a given district?

R. No. Districts are no longer required to contract with ALL state-approved providers that wish to provide SES in their district.


Q. May a district require a state-approved provider to submit hard-copy documentation of its record of effectiveness, i.e. assessment results used to document learning gains, as part of the contract proceedings?

R. Yes. A district may request additional documentation as part of its process.


Q. May an LEA impose requirements on a provider that affect the design of the provider’s program?

R. Yes. Districts may impose additional requirements that relate to the design of a provider’s educational program.

For example, a district may require that providers offer a certain number of hours of services, or employ only State-certified teachers as tutors as terms of the contractual agreement with the district. Likewise, an LEA may require that providers’ programs have certain student-teacher ratios based on the student’s academic needs.

Remember

• All applicants must register in the online system to establish a new Username and Password

• Applicants should pdf and save each screen to maintain a copy of the application

• Click “Final Submit” button to submit to department for review

Method of Announcement

• All applicants who submit an application will receive an official approval or denial letter by mail.

• List of state-approved SES providers will be posted on the department web site for SES at http://www.fldoe.org/flbpso.

Grievance Procedures• Applicants who wish to file a grievance regarding

the decision to deny approval to become a state-approved provider must follow the procedures in State Board Rule 6A-1.039 (10), Florida Administrative Code.

• The department’s grievance procedure may be accessed at http://www.fldoe.org/flbpso or https://www.flrules.org/gateway/ruleNo.asp?id=6A-1.039.

• All communication will be through the email address provided in the grievance.

Timelines

• Due DateOctober 21, 2013

• Departmental ReviewsOctober - November 2013

• Pre-Appeals List ReleasedNovember 2013

• Final List ReleasedDecember 2013

Additional Resources

• Review Section 1008.331, Florida Statutes SES in Title I schools; school district, provider, and department responsibilities http://www.leg.state.fl.us/statutes/index.cfm?mode=View%20Statutes&SubMenu=1&App_mode=Display_Statute&Search_String=1008.331&URL=1000-1099/1008/Sections/1008.331.html

• Review Rule 6A-1.039 Florida Administrative Code SES in Title I Schools https://www.flrules.org/gateway/ruleNo.asp?id=6A-1.039

Who do I contact for help?

If you have questions regarding SES in Florida contact

The Office of Public School OptionsPhone: 850-245-0479

Email: [email protected]

Documents

Supplemental Educational Services 2013-2014 School Year Florida Department of Education Bureau of Federal Educational Programs