MEMORANDUM
TITLE: / 2008-2009 Tutorial Services Program for Elementary and Secondary Schools /
ROUTING
Local District SuperintendentsLocal District Directors Instructional Support
Local District Directors
School Services
Local District Intervention Coordinators
Local District EL Coordinators
Principals/Assistant Principals
School Coordinators
School Administrative Assistants
NUMBER: / MEM-4442.0
ISSUER: / Alvaro Cortés, Assistant Superintendent
Beyond the Bell Branch
DATE: / September 2, 2008
PURPOSE: / The purpose of this memorandum is to provide program information for the 2008-2009 Tutorial Services Program (TSP) offered to all students attending Program Improvement 1 schools.
MAJOR CHANGES:
INSTRUCTIONS: / This memorandum replaces MEM-3941.0, 2007-2008 Tutorial Services Program for Elementary and Secondary Schools, Beyond the Bell Branch, dated December 3, 2007.
I. Background
RELATED RESOURCES: / The federal No Child Left Behind Act of 2001 mandates school districts to provide Public School Choice as an option to students attending a Program Improvement school. A school is identified as Program Improvement if the school does not meet its Academic Yearly Progress growth target for two or more consecutive years. Tutorial Services Program (TSP) is offered to all students who chose to remain enrolled at the Program Improvement 1 schools.
II. Guidelines
TSP is an extended learning opportunity designed to provide standards-based instruction that is tied to the core instructional program for on-track students in grades K-12. The curriculum offered is subject specific and is presented in 30 hour instructional modules at single and multi-track schools for the 2008-09 school year. For assistance regarding the Tutorial Services Program, refer to the Local District Intervention Staff Directory (Attachment A).
Effective first teaching is the foundation for all instructional programs. The classroom teacher provides intervention and additional instructional support for all students.
III. Student Eligibility
All on-track students attending Year 1 Program Improvement schools are eligible.
IV. Organization of Classes
A. Class organization is based upon identified student need, utilizing current assessment data.
B. Class size is as follows:
1. Elementary schools are to organize with an enrollment of 18:1 to allow for attrition. The class size is 12:1; classes will be closed if attendance falls below 12 students. Daily attendance must be maintained.
2. Secondary schools are to organize with an enrollment of 25:1 to allow for attrition. The class size is 15:1. Classes will be closed if attendance falls below 15 students. Daily attendance must be maintained.
C. The school schedules the TSP sessions before/after school and /or Saturdays.
D. Schools must complete and fax the Intent to Offer Intervention (Attachment B) to the Local District Intervention/Testing Coordinator, 3 weeks prior to the start of TSP sessions.
E. All TSP sessions must be concluded by May 22, 2009. The TSP statistical reports are due on or before June 1, 2009 to the Local District Intervention Coordinator.
F. It is suggested TSP sessions for High Schools to align with the CAHSEE test dates.
SESSION DATES / CAHSEE
September 15, 2008 – October 31, 2008 / November 4, 5, 2008
January 12, 2009 – March 13, 2009 / March 17, 18, 2009
March 23, 2009 – May 7, 2009 / May 12, 13, 2009
V. Parent Notification
Schools must inform parents of program dates, time and location, using the Parent Notification letters (Attachment C-1, C-2, C-3). Parent permission is required before a student participates in TSP.
VI. Staffing
A. Teacher Selection
Teachers are required to complete the ELP/TSP Teacher Application (Attachment D). Priority and selection process for on-track intervention programs is referenced in LAUSD/UTLA agreement. See Guidelines for Teacher Selection (Attachment E).
VII. Instructional Program
A. Curriculum
1. Elementary School
a. Provide targeted assistance to students based on CST Proficiency Levels, utilizing SOAR Assessment and Mathematics Quarterly Assessments.
Literacy: Open Court Intervention Guide
OCR English Learner Support Guide
Written Language: Write Time for LAUSD Kids
Mathematics: Compass Learning Mathematics, Module 3,
Grades 4/5
2. Middle School
a. Provide targeted assistance to students based on CST Proficiency Levels, utilizing periodic assessments. Credits are not offered at middle school.
Language Arts: Voyager
Mathematics: Compass Learning or Princeton Review
ESL: Beyond the Bell ESL Intervention
b. Course Number: ELA English 23-25-21
ELA Math 31-01-21
ESL 1A/1B 17-02-01/17-02-02
ESL 2A/2B 17-02-03/17-02-04
3. High School
a. Provide targeted assistance to students in grades 9 – 12 in CAHSEE Preparation and English as a Second Language. Students who have Passed the CHASEE are offered academic support to master grade level standards.
b. CAHSEE Preparation: Kaplan (Grades 9 and 10)
Revolution Prep (Grades 11 and 12)
c. Course Number: ELA English 23-25-21
ELA Math 31-01-21
ESL 1A/1B 17-02-01/17-02-02
ESL 2A/2B 17-02-03/17-02-04
d. Course Credit: 2.5 credits per 30 hour session
4. Supplemental curriculum may be utilized as determined by the school and approved by the Local District.
B. Professional Development
1. Beyond the Bell Branch funds professional development for the 30 -hour before/after school and Saturday TSP intervention curriculum. A voucher is provided at the conclusion of each training session. The school site time reporter enters the payroll for the training. Teachers are compensated at their annual hourly rate.
2. Professional development is required for teachers to teach in TSP intervention program. Teachers not previously trained in English, Math or ESL must attend training. Schools are notified of the dates, times and locations of the training by the Local District and Beyond the Bell Branch.
VIII. Attendance Accounting and Documentation
It is critical that all intervention program information be entered according to the instructions below. The District and school sites use the information for decision making and planning for intervention programs. It is important to submit accurate, and timely attendance and statistical reports for federal auditing purposes. Attendance records are saved at the school site for five years.
A. Elementary School
1. Schools must follow the guidelines provided in Reference Guide 1359, Procedures for Recording Data and Attendance Accounting for Elementary Intervention Programs, dated November 1, 2004.
2. Office staff must enter student information into SIS prior to the start of the TSP session and generate a class list prior to the first day of class.
3. Attendance must be monitored and recorded. Teachers must complete and record hourly attendance on the Elementary Intervention Attendance Register (Attachment F-1) including the following:
- Information at the top of the Register
- An “E” code is entered for the first hour of attendance
- Leave blank for full hour of attendance
- X for full hour of absences
- / for tardies (counted as full attendance)
- Enter the increment of time to the left of each box
- Total students' hours of attendance and record
- Enter students’ marks
- Sign and date the register at the bottom of the page
- Attach the SIS class roster to the Attendance Roster and return to the School Administrative Assistant.
4. After the 6th hour of intervention, fax the SIS generated Classification Roster to the Local District Intervention Coordinator.
5. At end of each TSP session, fax the Intervention Exception Report with all exception errors cleared and the Statistical Report to the Local District Intervention Coordinator.
6. File the following attendance documents at the end of each session in the main office. Records must be kept at the school for five years for audit purposes.
• Intent to Offer Intervention
• Statistical Reports
• Error-free Exception Reports
• Attendance Registers with attached class rosters
7. All TSP sessions must be concluded by May 22, 2009. All TSP statistical reports are due on or before June 1, 2009 to the Local District Intervention Coordinator.
B. Secondary
1. Schools must follow the guidelines provided in reference guide REF-4349.1, Attendance Accounting and Documentation for Hourly Extended Day Programs for Secondary Schools, dated August 4, 2008. Schools with Extended Learning Academy (ELA) or Required Learning Academy (RLA) program follow the attendance procedures in the respective memoranda.
2. Attendance must be monitored and recorded. Please note that attendance is not entered in SSIS. Teachers must complete and record hourly attendance on the Secondary Intervention Attendance Register (Attachment F-2).
3. Attendance is based on negative attendance. Only absences need to be marked.
4. Attendance is reported by leaving the attendance box “Blank”
5. Attendance is taken at least once each clock hour. A student is considered present if he/she attends any part of the scheduled class or hour time block.
6. Class meeting dates, days, start and end times must be identified on the Register forms.
7. The intervention program must be offered outside of the regular school day.
8. The classification report is a count of students in attendance on the 6th hour of intervention. After the 6th hour of intervention, send the Secondary Intervention Programs (30 Hours) Classification Report via email to the Local District Intervention/Testing Coordinator.
9. At the end of the session, teachers count the number of hours of attendance for each student and, at high schools only, provide a grade mark for eligible students. The Attendance Registers must be signed and dated by the teacher.
10. Record the intervention in SSIS ID 17.
11. All TSP sessions require an electronic statistical report on a CD. All CD’s with student data and attendance must be sent to the Local District Intervention Coordinator via school mail within five days of the end of the session.
12. All ELP sessions must be concluded by May 22, 2009 and CD’s with student data and attendance must be sent to the Local District Intervention Coordinator via school mail by June 1, 2009.
C. Documentation
1. Elementary School
a. Teachers complete the following at the end of each TSP session and file in the students’ Red Folder.
1) Standards-Based Intervention Log Attachment G-1)
- Grade
- Participation in intervention program section - dates and initials
- Parent Communication - dates and initials
2) TSP Report of Student Progress (Attachment H-2)
- Student and Program information
- Attendance and Marks
- Teacher Comments
3) File Parent Notification Letter
b. School Administrative Assistants complete the following:
1) All student intervention information is entered into SIS.
2) After the 6th hour of the Tutorial Services Program, complete and fax the Norm Day Classification Report to the Local District Intervention/Testing Coordinator.
3) At the close of each TSP session, fax the Exception Report and the Statistical Report to the Local District Intervention Coordinator.
2. Secondary
a. Attendance registers are official attendance documents and must be filed at the school site at the end of each session.
b. Teachers complete the following at the end of each TSP session:
- Attendance Registers
- Standards- Based Intervention Log (Attachment G-2)
- Participation Report – (Attachment H-2)
c. Program Coordinator completes the following:
- The student intervention information should be recorded in SIS program ID17. Credits (for High School students only) should be submitted to the APSCS, entered in the SIS electronic cumulative record (program TR01) by the credit clerk and hand entered cum.
- After the 6th hour of the Intervention Program, complete and email the Secondary Intervention (30 Hour) Classification Report to the Local District Intervention Coordinator.
d. Within five days of the end of the ELP session, mail the CD/floppy disk which contains the statistical report to the Local District Intervention Coordinator.
e. At the end of the session, a hard copy of the Electronic Statistical is signed and dated by the principal or his/her designee and filed along with the attendance rosters.
IX. Budget Guidelines and Payroll Procedures
A. TSP is the on track intervention program for students at PI 1 schools. Schools must complete and fax the TSP Budget Worksheet (Attachment I) and the Intent to Offer Intervention at least 3 weeks prior to the start of the program to the Local District Intervention Coordinator.
1. Schools must budget at least 85% of allocated funds in direct services for certificated teaching salaries. This amount may only be used for teaching salaries. Funds may not be transferred to indirect services.
a. Before/afterschool and Saturday, TSP Teachers are compensated the intervention rate that includes a stipend of .09224. The stipend is for planning, monitoring of student attendance, intervention documentation/assessment, faculty meetings and supervision as appropriate. The stipend is not provided for teacher training.
b. Retired teachers and substitutes are compensated as a professional expert as approved.
2. Schools may budget up to 15% of allocated funding in indirect services including Administrative Instructional Support, Coordinating Support, Clerical/Custodial relief and/or overtime and Instructional/School Supplies.
a. Administrative Instructional Support, except for ELA/RLA schools, is allocated for Saturdays and/or after regular assignment hours. Administrative Supervision includes the student hours, plus 30 minutes before/after the session. The Request for Extra Duty Pay must be completed and submitted to the Local District Superintendent. (Attachment J).
b. Coordinating Support is provided for the organization of TSP including parent notification, class organization and documentation.
c. Clerical Relief/Overtime provides for data entry into SIS.
B. Payroll Procedures
1. The program code is 7A049.
2. A time card must be kept for all teachers providing intervention.
X. Transportation
Transportation is provided for CAP, PWT, Magnet and Students with Disabilities by the Central Office. Submit an Application for Auxiliary Transportation/Trip Form 78.20T Rev. (Attachment K) with the Intent to Offer Intervention to the Local District Intervention/Testing Coordinator for approval and processing.
XI. Food Services
Snacks are provided for TSP programs. Schools must contact the Cafeteria Manager and complete the Request to Begin or Change Meal Service (Attachment L) three weeks prior to offering the TSP session.
BUL-601, Standards-Based Promotion (SBP) Policy, Parent Notification and
Appeal Process for Elementary Schools, dated December 17, 2003, Beyond the Bell.
BUL-721(Rev.), Eighth Grade Standards-Based Promotion (SBP) Policy, Parent Notification and Appeal Process, dated December 17, 2003, Beyond the Bell.
MEM-4406.0, 2008-2009, CAHSEE Intensive Instruction Program (CIIP) for High schools Grades 11-12 and Post 12th Grade, dated August 4, 2008, Beyond the Bell.
REF-1359.0 Procedures for Recording Data and Attendance Accounting for Elementary Intervention Programs, dated November 1, 2004, Planning, Assessment and Research.
REF-1732.0, Required Secondary SIS Data for Standards-Based Promotion and Intervention Programs, dated May 9, 2005, Planning, Assessment and Research.
REF-4349.1, Attendance Accounting and Documentation for Hourly Extended Day Programs for Secondary Schools, dated August 4, 2008, Planning Assessment and Research.
The following attachments will assist school personnel:
A / - / Local District Intervention Staff Directory
B / - / Intent to Offer Intervention
C / - / Parent Notification
D / - / Teacher Application
E / - / Guidelines for Teacher Selection
F / - / Intervention Attendance Registers
G / - / Standards-Based Intervention Log
H / - / Report of Student Progress/Participation Reports
I / - / Budget Worksheet
J / - / Request for Extra Duty Pay
K / - / Request for Transportation (78.20Rev.)
L / - / Request to Begin or Change Meal Services
ASSISTANCE: / For assistance regarding the Tutorial Services Program, call your Local District Intervention/Testing Coordinator and/or Intervention Administrator. Refer to Local District Intervention Staff Directory (Attachment A).
MEM-4442.0 Page 8 of 8 September 2, 2008