NYC Department of EducationSupplemental Education Services

End of Year Provider Conference

2007-2008

131 Livingston Street

Conference Room 610

July 9, 2008

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Topics of Discussion

•Update on SES 2007-08

•Update on the Contract Application Process

•Results of Monitoring Report

•End of Year Report

•End of Year Reconciliation Process

•Certification and Final Payments

•Incentives Policy

•New NCLB SES Database and System

•SES 2008-09

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Update on SES 2007-08

APPROXIMATELY

•205,000 eligible students

•80,000 enrolled students

•67,000 students served

•63 providers enrolled students

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Update on the Contract Application Process

Change in PPA

Amendment to Contracts

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Results of Monitoring Process

234 provider programs visited (at 175 schools)

30 providers observed

Findings will be mailed shortly.

Monitoring results will be shared with the NYSED as part of end of year report

Monitoring will continue in 2008-09

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End of Year Report

> Pursuant to the Regulations of the NYS Commissioner of Education, LEAs must annually submit a monitoring report to the NYSED for each provider it contracts with to provide SES. The Regulations further provide that a copy of a report prepared annually by each SES provider and submitted to the LEA, be attached to the LEA's monitoring report submitted to the Department (see 8 NYCRR §120.4(f)).

TO BE COMPLETED BY ALL PROVIDERS:•Part C

» Questions 1-5» Questions 6-19» Complaint Form» “Unsuccessful” Explanation Form

•Part D» Provider Assurance Form

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Part C Report – By Provider & District (as of June 30, 2008)

1 # Eligible / Enrolled Students 10 80% students met goals set forth in student plans

2 # Completed/Still Enrolled Students 11 Academic goals were met during timeline for at least 80% of students

3 # ELL students served 12 Instruction/content consistent with DOE

4 # IDEA/Special Education, Section 504 students served

13 Services aligned with state standards

5 # students left or terminated (includes no-shows)

14 Progress reports given to teachers/students at least quarterly

6 # complaints filed 15 Notices were given to parents in appropriate language/format

7 IDEA students received appropriate instruction / accommodations

16 Student confidentiality requirement upheld

8 Section 504 students received appropriate instruction / accommodations

17 Services provided under supervision of NYS certified teacher

9 ELL students received appropriate instruction / accommodations

18 All health and safety requirements met

19 Services were secular, non-ideological

End of Year Report – Part C

DOE: Student Counts provided by NCLB/SES Database as of 6/30/08

P: Number of complaints, fill out “Complaint Form” which describes nature/resolution of complaints

P: “S”,”U”, or “NA” if you successfully served students with different needs

P: “S” or “U” to indicate if met expectations, fill out “Unsuccessful Explanation Form” to explain why you did not meet expectation

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End of Year Report

PART C TEMPLATE DATA 08-09.xls

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End of Year Report – Part D

Providers will attest that they have met the expectations as outlined in their contract with SED and NYCDOE

Provider Assurance Form (Part D of the End of Year Report) will be sent out to providers and must be signed in BLUE ink only and the hard-copy returned to DOE by mail at the below address:

Kathleen Lawrence

NYC Department of Education

Division of Financial Operations

NCLB/SES Implementation

65 Court Street, Room 1001

Brooklyn, NY 11201

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End of Year Reconciliation Process

> Final certification ends July 21

> Rejected entries to be corrected and resubmitted by July 24

> File will be processed by July 31

> This will be your final chance to correct 2007-08 attendance

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Certification and Final Payments

Last formal certification period: July 14, 2008 – July 21, 2008

ALL ATTENDANCE MUST BE CERTIFIED AT THIS TIME. THE SYSTEM WILL BE SHUT DOWN AT 12:01AM July 22.

Final payment will be contingent on satisfactory submission of data for annual report, any outstanding documents: signed assurances, copies of student plans and/or attendance/progress reports, and where applicable, payment of all outstanding fingerprinting fees

Payment will be withheld until all required documents have been submitted

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RemindersFor 2008-09, organization chart with names and positions of SES employees should be submitted to our office.

PETS ProcessAll personnel associated with SES are subject to background checks and fingerprinting

All attendance must be entered/submitted on monthly basis to NCLB prior to certification

Signed copies of the SES student plans will have to be submitted prior to the first payment

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Incentives PolicyThe Contractor shall not offer any rewards, gifts, and/or incentives to students for any reason whatsoever pertaining to services rendered under this Agreement unless said rewards, gifts and/or incentives is part of Contractor’s State approved program.

Before Contractor can offer any rewards to students pursuant to their State approved program, Contractor must submit a written description of the source of funding used to pay for any proposed incentives as well as a description of the type of incentives proposed to the Board for review.

Failure to submit written description will result in the withholding of payment and/or termination of this Agreement.

If at any time during the Term of this Agreement, the State enacts legislation or NYSED promulgates rules and/or regulations or sets policy which specifically allow for performance related rewards, gifts and/or incentives, Contractor will remain obligated to (1) submit a written description to the Board before implementing any rewards program; (2) update the Board if said program is changed for any reason; and (3) comply with the State law and/or rule/regulation and/or policy.

Contractor’s failure to submit written description and/or update will result in the withholding of payment and/or termination of this Agreement.

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SES 2008-09

•SES Policy & Implementation Manual to guide the work of providers, principals, parent coordinators & Integrated Service Centers will be updated

•Orientation for SES 2008-09 will be conducted on Tuesday, August 19, 2008

•More rigorous monitoring and review of programs

•Overview of enhanced NCLB database

New Application for SES-NCLB

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Overview of new application

> Access through DOE Vendor Portal> User management; allow/restrict access to parts of the

application> Easier upload function, (text file instead of XML)> Groups/Location/Instructor set-up in upload> Online validation on uploaded file

Option to correct (some) errors Option to only certify/invoice when all records are accepted

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Download format

•The download function will provide a list of all students who have enrolled with the provider.

•After first upload of attendance, the attendance groups, instructors, and locations are stored and returned on next download.

•As of second upload, only attendance date, begin time and end time need to be entered.

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Upload of attendance

Upload will be on-line real time

Edit or delete the error records

Batch must be without error to proceed to next step

Submit Batch, to creates the invoice number

Certify invoices will cue the invoice for payment

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Screen shot of managing upload batches

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Editing error records

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Planning for implementation

•Invitations to start testing in July

•As of August 4th each day 10 providers will be added to the list.

•A successful test for every provider before go live by the end of September.

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OUR NEW URL:

http://schools.nyc.gov/RulesPolicies/NCLB/default.htm