Take Note Archive, August 2011
Supplemental Educational Services - Program Updates
Principals of schools eligible for SES, please read this post and submit two forms to the Title I Office by Aug. 30.
The Title I Office is launching the free tutoring initiative, Supplemental Educational Services (SES), earlier than ever before. But it needs your help! New features this year include a space allocation lottery, earlier deadlines and new providers. If you missed the August 17 meeting, please review this PowerPoint presentation. And if you do not have an attendance monitor, please view the job description here.
All schools participating in SES need to return the following two forms to the Title I Office by Tues., Aug. 30:
Please send these documents via interoffice mail or fax (410-637-3028) to the Title I Office.
The first meeting for SES providers is August 30. After that date, principals can expect to receive inquiries from providers about participating in parent meetings and other opportunities to learn more about your school. For more details or questions, please contact Naomi Hill or Keshawn Golson at 410-396-8937.
Watch for Delivery of Back-to-School Forms and Publications Beginning August 18
Principals, school office staff and network staff, please read this post about back-to-school forms and publications, and watch for delivery of these materials starting August 18.
Back-to-school packets for students will arrive in schools beginning August 18 and continuing through the week of August 22. Please ensure that your school building is open and office staff is available to receive shipments during the delivery window, from 8 a.m. to 4 p.m. each day.
This year, to make distribution more efficient and convenient for school staff, materials have been pre-packed in carrier envelopes. Each school will receive quantities that exceed projected enrollment, with materials in English and Spanish according to school populations.
The envelopes include the application for Free and Reduced Price Meals (FARMs), a Family Information Calendar and Family Handbook and Directory (two publications that replace previous years’ Family Information Guide), the Code of Conduct, and various forms and flyers. Please plan to distribute these packets to all students on August 29.
All materials are also available for download now by clicking here. Note particularly the online FARMs application, available the week of August 15. If your school’s families have convenient Internet access, they will find completing the online application quick and easy.
Should you require additional copies of any back-to-school materials or have questions about your shipment, please contact Anne Fullerton in the Office of Communications (e-mail firstname.lastname@example.org, phone 410-545-1870).
2011 Middle Grades Basketball Program
Principals, if your school plans to participate in the 2011 Middle Grades Basketball Program, please submit your intent form by Aug. 29.
This is a reminder for all schools that participated in Middle Grades Athletics in the 2010-11 school year and anticipate participating in it in 2011-12. The intent form for the Middle Grades Basketball Program is due in the Office of Interscholastic Athletics, Physical Education and Dance by no later than Aug. 29. Please click here for the intent form and submission details.
Opting into RISE Literacy Assessment
Principals, if you would like to sign up for RISE Literacy Assessment, please do so by Aug. 22.
Principals, it's not too late! If you would still like to opt into the RISE Literacy Assessment for the upcoming 2011-12 school year, please email Kjones09@bcps.k12.md.us by Aug. 22 with your school name and number. Knowing where to begin with our students is essential in determining next steps for continued growth! Please click here to learn more about RISE Literacy Assessment.
New COMAR Requirements for Student Records Management
Principals, please make sure all new employees responsible for maintaining and managing student cumulative records, plus anyone in need of a refresher, attend a workshop on Aug. 18, 19 or 23.
Principals, please ensure that all new persons responsible for maintaining and managing student cumulative records, along with anyone in need of a refresher, attend a session on Aug. 18 from 12:30 to 3:30 p.m., Aug. 19 from 8:30 to 11:30 a.m. or Aug. 23 from 8:30 to 11:30 a.m. at the Office of Student Records (790 W. North Avenue, 2nd Level, Courtyard Entrance). Participants must register through iLearn. Please contact Dr. Everett X. Garnett at email@example.com with any questions.
Jumpstart Meeting for Principals—Supplemental Educational Services (SES)
Principals of schools eligible for Supplemental Education Services, please attend a meeting on Aug. 17.
On Wed., Aug. 17, principals of schools eligible for Supplemental Education Services (SES) will join the Title I Office to prepare for the implementation of SES in the 2011-12 school year. The meeting will include a discussion of the following topics:
• Use of school space – introduction to the new space lottery procedures
• Recruitment procedures
• Program implementation (application deadline, assignment of students)
• SES attendance monitor support
• Other essential features about the district and state guidelines for implementing a successful SES program.
The meeting will take place in room 301 of the district office (200 E. North Ave.). Principals of schools 4 to 122 should attend from 2 to 4 p.m., and principals of schools 125 to 367 should come from 4 to 6 p.m. Please contact the Title I Office if you are unable to attend at your assigned time, and please prepare to send a designee. Also note that the Title I SES staff is available to provide technical support and assistance to you during the school year. If you have questions, please call 410-396-8937 and ask for Keshawn Golson or Naomi Hill.
Training Opens for the New Online Process for Stipend Payments
Principals, supervisors, payroll administrators, payroll contacts, payroll approvers and school & district office staff, please review the new online process for submitting requests for stipend payments.
As part of ongoing efforts to improve efficiency and add to City Schools’ greening initiatives, an online process for submitting requests for stipend payments has been launched for the 2011-12 school year. “Create Stipend,” a new module within the P-StAR system, allows you to document approvals and submit requests for stipend payments online, rather than through the paper-based system used in the past.
Online training for the new system is available beginning Monday, July 25, 2011, via the Teacher Support System (TSS) accessible at www.bcpss.org (read instructions here). All staff involved in submitting and approving stipend payments should plan to complete the training as soon as possible, because paper approval and payment request forms cannot be accepted for stipends payable in the 2011-12 school year. Completion of an assessment at the end of the training module is required and will ensure that staff members have the skills needed to use the system for all new stipend authorizations and payment requests.
Access to “Create Stipend” will be available on Monday, August 8, through the same procedures used for regular positions within P-StAR. Please note that any stipend program starting between August 13 and August 26, 2011, must be fully submitted and approved by August 12 in order for a paycheck to be issued.
Our goal with P-StAR “Create Stipend” is to make the process of setting up stipend positions more efficient and convenient. To support you further in this transition, staff members in the Payroll Office are available to assist. Should you have questions about the new stipend system or require additional information, please call 443-642-3880 or contact Jonathan Nash, Payroll Analyst, by e-mail at firstname.lastname@example.org, or Dawn Asbury, Administrative Assistant, at email@example.com.
School-Based Points of Contact for School Readiness
Principals, please identify and submit a survey indicating your school-based points of contact by Aug. 19.
As an important part of the school readiness process, principals are required to update the information on our school-based contacts application. The survey asks principals to identify points of contact for different initiatives and programs at their schools to ensure efficient communication with relevant departments and offices at the district office. Please click this link to access the survey: http://bcpsweb2/sbcontacts/Default.aspx. And please be sure to verify and edit, as needed, the person’s information available under each role by August 19. There are a few new roles that you also need to enter. Please refer to this supporting document for an explanation of each role. Further information is available on the application itself. Please contact Ayodeji Olubusi in the Office of the Chief of Staff at (443) 642-4571 or AOlubusi@bcps.k12.md.us with questions.
Recruitment of Schools for Free Chess & Education After-School Program
Register your school and see growth in chess abilities—and student achievement.
There is a growing body of evidence to suggest that students who participate in school chess programs make substantial academic, behavioral and cognitive gains, regardless of previous ability level. The University of Cambridge and Virginia State University are currently recruiting schools that do not currently have a chess program to participate in an after-school chess program that will operate three days a week. The program will include data collection that will assess the desired impact on academic outcomes. It hopes to recruit up to 500 fourth-grade students to participate in a 3-year study. Participation in the project contributes to the development of high-quality programs that can be used in schools across the country. Schools who participate in the program will be expected to enroll in the Baltimore Kids Chess League after completing the program.
Please click here to register your school for the Chess & Education After-School Program.
Certification of Completion and Transfer of Student Records
Principals, please submit your Certification of Completion and Transfer of Student Record Cards form by Aug. 12.
The Code of Maryland Regulation (COMAR) requires City Schools to have systems of information on enrollment, attendance and promotion. Each school must ensure that data is collected and that records are maintained accurately in accordance with the guidelines set forth in the Maryland Student Records System Manual 2008. Please click here for the Certification of Completion and Transfer of Students Records Cards form, and then fax your completed form to the Office of Student Support and Safety at (410) 523-0262. The deadline is August 12, 2011. Please contact Dr. Everett X. Garnett at firstname.lastname@example.org with any questions.
School Mental Health Services Survey
Principals, please complete your school’s mental health services survey immediately.Your school's feedback to the mental health services survey allows both City Schools and the Baltimore City Health Department to improve service delivery for the upcoming school year, and effectively determine the needed areas of improvement.
Click here for the list of schools that have not yet responded to the survey, and click here for the survey. Thank you for your cooperation! Please fax completed surveys to 410-545-6636 or e-mail it to Francine.email@example.com. If you have questions, please contact Francine Childs, Assistant Commissioner Bureau of School Health, at 410-396-4522.
Pilot Program for New Teacher Evaluation System
Principals, please consider signing up to join City Schools' pilot program for the new teacher evaluation system. The deadline is Aug. 12.
City Schools will be piloting components of a new teacher evaluation system in a small group of schools during the 2011-12 school year. The goal of the pilot program is to learn which components support the fair, accurate and credible evaluation of teacher performance. This learning requires the direct input and participation of teachers and school leaders in the district. The pilot design will be framed by but not limited to the evaluation guidelines outlined in Race to the Top requirements and the Education Reform Act of 2010, which are slated to become operational in the 2012-13 school year.
The pilot evaluation will differ from the existing Peformance Based Evaluation System (PBES) in a few ways. For one, the pilot evaluation will continue to utilize classroom observations, but the basis of observations will be a new Baltimore-specific Instructional Framework, a tool that aligns with City Schools’ academic priorities of rigor, engagement and intervention. The pilot evaluation will also evaluate teachers based on quantitative measures of their students’ academic growth during the school year. It will connect teachers with a more robust feedback process, which will provide teachers with professional growth opportunities tailored to their evaluation results.
Please note that this pilot is low stakes, meaning that it will not be used for compensation or as a formal evaluation of staff members. Participating schools will be asked to conduct teacher evaluations in the traditional format as well, and we will aim to minimize the burden this places on schools.
We are absolutely convinced that the new evaluation will provide you with feedback that is differentiated and aligned with the professional growth of your teachers. If you are interested in participating in the pilot, please contact Sonja Brookins Santelises, Chief Academic Officer, at firstname.lastname@example.org by no later than Fri., Aug. 12. We will meet briefly with interested principals the week of August 15 to clarify any lingering questions. And we will ask principals to formalize their participation by August 19.
Thank you for your consideration.
Breast Cancer Awareness Program for Students
Principals, enroll your school for the Check It Out ® breast cancer awareness program.
Baltimore City Public Schools, in collaboration with Hadassah of Greater Baltimore, is pleased to announce the Check It Out ® breast cancer awareness program for our 11th and 12th-grade students. The goals of this program are to empower young women about the importance of self-awareness and advocacy and to emphasize how the early detection of breast cancer provides the best chance for successful treatment and survival. Click here if you are interested in bringing this program to your school.
If you have any questions, contact Alexia McCain, coordinator of Health Education, at email@example.com.
RISE Classroom Libraries
Principals, please scan and return the packing slips from the RISE Classroom Libraries.
Schools that have “opted-in” to the RISE Literacy Assessment should be receiving the classroom libraries that were ordered in the spring. Please scan the packing slips and send them to Amy Rosenkrans at firstname.lastname@example.org.
Updates to Middle and High School Choice Guide
Principals, please review and update your school profile for the School Choice Guide by August 9.
The Office of Enrollment, Choice and Transfers is working on the revisions and updates to the Middle and High School Choice Guide for the 2012-2013 school year. The guide is an essential tool for parents and students in their decisions during the choice process this fall, and we want to make this tool as accurate and helpful as possible. Utilizing the feedback received from schools, parents and students, the Middle and High School Choice Guide will be made available much earlier in the fall than ever before. This will allow parents to have ample time to learn about, research and visit the schools in which they are interested. Principals and operators have been sent their pages for review. Please carefully review all of the information listed, paying special attention to the bell schedule, uniform policy and activities offered at the school.
This year we are adding a section for you to list any specific awards or recognitions your school received in the past two years, including sports, extracurricular groups, academics, faculty/staff recognitions, etc. All revisions are due by Tuesday, August 9. If you are updating or changing your school’s information, please keep your total descriptions to 400 words maximum so we can ensure space for all of the school’s information. Our goal is to make the guide as user-friendly and accurate to your school’s culture and programs as possible. We have also included some suggestions for creating a school page that will highlight your school’s achievements. If you have questions about the choice process, please contact Andrew Masters at AMasters@bcps.k12.md.us. Please also download these instructions and an outline for revising your page.
Attention All Summer School Sites: USDA Guidelines for Summer Feeding
Principals, please ensure that your school is aware of USDA summer feeding guidelines.Summer school sites will feed community walk-ins (18 years of age or younger) after all enrolled students are fed one breakfast and one lunch. Adults are not permitted to receive summer school meals. Meals are not to be eaten or taken off site, and all are free of charge to participants. If you have questions, please contact Lydia McCargo-Redd in the Food Services Office at 410-545-6870.
Board Policy Updates and TOC’s
The Board recently passed several new policies. Attached are the policies and related administrative regulations and a revised Table of Contents (TOC) for principal and senior staff Board Policy Binders.Promotion and Retention in Grades K-12 (IKEA)
Elementary School Promotion and Retention Regulation (IKEB-RA)* Revised. Please remove outdated policy and/or administrative regulation and replace with this current document.
Year-End Financial ProceduresPrincipals, please be sure to complete the year-end procedures for your school.At the end of each fiscal year, principals are required to complete processes in the areas of accounting, fixed asset inventory control, grants, third-party billing and payroll. Principals, please ensure the procedures in the closeout memo are completed for your school to have a smooth transition into the 2012 fiscal year. If you have questions, please contact Michael Heaney (email@example.com or call 443-984-2665).
New MSDE Placement Test for English Language Learners
ESOL teachers and school staff, please register and attend the training on administering the WIDA ACCESS Placement Test by Tuesday, Aug. 16.There is a new MSDE assessment for initial evaluation of potential English to Speakers of Other Languages students. It is important for all ESOL teachers and other school staff to attend training to learn how to administer the WIDA ACCESS Placement Test (W-APT). The first scheduled training will be at the Professional Development Center (2500 E. Northern Parkway) on Tuesday, August 16 from 8:30 a.m. to 3:30 p.m. Additional opportunities to attend this day long training are being planned as well. To register, please send an email with your name and employee number to firstname.lastname@example.org.
New Teacher Induction Activities
City Schools New Teacher Institute (NTI) will be held August 8-12 at Digital Harbor High School. First-year teachers who attended the institute will report to their assigned schools on August 15 and 16. The NTI is open to all first-year classroom teachers newly hired to teach in City Schools. In addition, all teachers hired on or after August 9, 2010 (the first day of institute last year) who were not able to attend the 2010 institute will be eligible to attend this year. Click here to view the flyer and register for the NTI. If you have any questions or concerns, please contact Kelly Manard at email@example.com.
Mentor Orientation, August 10
City Schools Mentor Orientation will be held on August 10 at Federal Hill Preparatory School. All principal identified mentors received an invitation via email and should register on ilearn by July 29. Mentors will report to the school site on August 15 and 16 to orient new teachers to the school expectations and community. Click here to view the flyer and to register for the orientation. If you have any questions regarding Mentor Orientation or Site-based Orientation, please contact Meredith DeGemmis at firstname.lastname@example.org.
School-based Orientation, August 15 and 16
Mentors and new teachers will report to schools for a full day of training and development on Aug. 15 and 16. School-based orientation days have four primary objectives:
· Orient new teachers to the school vision and culture.
· Ensure that new teachers understand the instructional expectations of the school.
· Ensure that new teachers understand the administrative expectations of the school.
· Ensure that new teachers understand the support and resources provided by the school.
Robotics GiveawayMiddle and high schools interested in having a robotics team can now send in a submission for two free robot starter kits and a free team registration. This offer will go to the first twenty teachers who commit to running two robotics teams and competing in three competitions during the 2011-12 school year. Please indicate if your school would also like to use one of our twelve available robotics fields during the school year. Pick up for the field, game set and robot kit will be on Wednesday, August 3 at 5:30 p.m. at the Timonium Field Grounds. Please review the documents for the Robotics Field commitment and the registration, and check with your principal to ensure that you will have full support for the program. Questions and submissions may be directed to Abigail Ritter at email@example.com and Josh Gabrielse at JMGabrielse@bcps.k12.md.us. There are only twenty registrations to distribute, so act now!
FARMs Training for School StaffPrincipals and FARMs coordinators, please identify your FARMs coordinator(s) and ensure that they complete the online registration as soon as possible for the annual FARMs training sessions on either Aug. 24 (2 to 4 p.m.) or Aug. 25 (10 to 12 p.m. or 1:30 to 3:30 p.m.).
Principals, please ensure that your FARMs coordinators complete the online registration as soon as possible for the FARMs training sessions on either Aug. 24 (2 to 4 p.m.) or Aug. 25 (10 a.m. to 12 p.m. or 1:30 to 3:30 p.m.). Trainings will be held in the first-floor board room of the district office (200 E. North Avenue).
NOTE: The Office of Food and Nutrition is directly emailing the registration link to all FARMs coordinators from 2010-11 school year. If your FARMs coordinators have changed from previous years, please update them via the School-Based Contacts Survey.
Please contact Harriett Maynor or Helen Wilder at 410-396-8761 if you have questions.
Supplemental Educational Services (SES)
Principals at Title I schools, please inform families about Supplemental Educational Services (SES).
Supplemental Educational Services (SES) is a provision under No Child Left Behind that offers eligible students extra instruction in reading, mathematics and science through tutoring at home, online, in libraries, at approved community sites or in the school. To be eligible, students must receive free lunch and attend a district Title I school that has not met annual yearly progress (AYP) for three or more consecutive years (that is, they must be enrolled in Schools in Need of Improvement Year 2 or greater). The Title I office plans to begin SES tutoring earlier this year than in the past. Tentative due dates for SES applications are October 3 (early deadline) and October 24 (regular deadline).Your assistance in ensuring that parents/guardians have ample information to make an informed decision about SES for their child is greatly appreciated. Please plan to invite all Maryland State Department of Education (MSDE) approved SES providers to activities and events occurring at your school, so that parents can learn more about their services. Examples of such events include back-to-school nights, student orientations, parent meetings, faculty meetings, pre-k registration or any other activities at your school in August, September and October during which SES providers can be given the opportunity to discuss their tutoring services with parents.
The 2011-2012 MDSE-approved SES providers contact list is attached. Detailed training on getting your SES program started will occur on August 17 at the CAO's Leadership Institute. If you have any questions, please contact Ms. Naomi Hill, project manager, at 410-396-8937 or e-mail firstname.lastname@example.org.
School-Based Points of Contact for School Readiness
Principals, please identify and submit a survey indicating your school-based points of contact by 12 p.m. on Aug. 26.
As an important part of the school readiness process, principals are required to update the information on our school-based contacts application. The survey asks principals to identify points of contact for different initiatives and programs at their schools to ensure efficient communication with relevant departments and offices at the district office. Please click this link to access the survey: http://bcpsweb2/sbcontacts/Default.aspx. And please be sure to verify and edit, as needed, the person’s information available under each role by 12 p.m. on Friday, Aug. 26. There are a few new roles that you also need to enter. Please refer to this supporting document for an explanation of each role. Further information is available on the application itself. Please contact Ayodeji Olubusi in the Office of the Chief of Staff at (443) 642-4571 or AOlubusi@bcps.k12.md.us with questions.