SSC & ELAC�WORKSHOP

El Rio School District

Dr. Leticia Ramos, Director Instructional Support Services

James Koenig, Director Local District Support Services

Our learning outcomes

• Understand what School Site Council consists of, its requirements, and have a working knowledge:
• SFPD Background & State/Fed funds (Slide 3)
• SSC General information (slide 9)
• SSC Organization & Composition (slide 13)
• SSC Selection/Election & Meetings (slide 28)
• SSC Rules and Regulations (slide 43)
• Single Plan for Student Achievement (SPSA) (slide 56)

* Slides adapted from Fresno CSS, San Diego COE, and Riverside COE

BACKGROUND & $

Quick Terms to know

Local Education Agency Plan (LEA plan): (is the district equivalent of the SPSA), detailing a district, or LEA, plan for Federal/Title I funds for any fiscal year.

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Consolidated Application (Con APP): is used by the California Department of Education (CDE) to distribute categorical funds from various federal programs to county offices, school districts, and direct-funded charter schools throughout California.

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School Plan for Student Achievement (SPSA): plan developed by schools receiving Title I funds and operating a schoolwide program, and or are identified for comprehensive support improvement (CSI), Targeted Support and Improvement (TSI), and Additional Targeted Support and Improvement (ATSI)

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CSI, TSI, and ATSI: are varying degrees of schools identified for supports due to lower performance on academic achievement/growth, English Language Proficiency Acad. Progress/Chronic Absence, Graduation rates, Post Secondary opportunities, a particular subgroup(s) is under performing, lowest performing school(s), etc.

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Schoolwide program (school wide): as per the U.S. Dept of Education, “addresses the educational needs of children living in impoverished communities with comprehensive strategies for improving the whole school so every student achieves high levels of academic proficiency. “, “schoolwide programs can use all (federal) funds to increase the amount and quality of learning time.

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Expanded Learning Opportunities: includes funds and plans to support before and after school academic, social and emotional programs.

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School Site Council (SSC): group of teachers, parents, community members, classified/school employees, and students* that works with the principal to develop, review and evaluate school improvement programs and school budgets in the SPSA. (*at the secondary school level)

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What are they for:

• As per ESSA, are funds for schools with larger populations of lower-income families to support and improve academic, social and emotional programs in order to “help ensure that all children meet challenging state academic standards”
• Note: there are various types of Title funding (see link for more info)

SPSA is tied to Federal $ (Title I), linked to the LCAP, ELO, and other state and federal funds & plans

Therefore, when reviewing & creating the SPSA – it should “braid” in these related plans:

• How schools will improve academic achievement for all, (including lowest-achieving students)

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• Establishing strategies, implementation, and provision of opportunities to address the learning needs of all and Low Income, English Learners, Foster Youth, major racial and ethnic groups, students with disabilities.)

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• Contain descriptions of the methods and instructional strategies

Examples of how Title I Funds can be used in the SPSA/Schoolwide Program

• Provide professional development in accelerated learning vs. remediation

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• High-quality preschool/full-day kindergarten including services to facilitate transition from early learning to elementary education programs.
• Recruitment and retention of effective teachers, particularly in high-need subjects.
• Instructional coaches to provide high-quality, school-based professional development.
• Increased learning time and/or academic intervention.

LCAP

Con App

LCAP Federal Addendum

LEA Plan

SPSA

SSC/SPSA GENERAL INFO

SPSA Planning Requirements �(adapted from RVCOE)

The LEA and school must partner with stakeholders to develop a school-level plan to improve student outcomes. The plan must:

• Be informed by all State indicators, including student performance against State-determined long-term goals;
• Be based on a school-level needs assessment;
• Required for schools identified for CSI/ATSI: Identify resource inequities, which may include a review of LEA- and school-level budgets, and address those inequities through implementation of the plan; and
• Include evidence-based interventions, strategies, actions and services
• Identify the process for evaluating and monitoring the implementation of the School Plan and progress towards accomplishing the goals
• Include goals to improve student outcomes, including addressing the needs of student groups
• Include proposed expenditures

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Needs Assessment

A comprehensive needs assessment of the entire school takes into account information on the academic achievement of children in relation to the challenging State academic standards, particularly the needs of those children who are failing, or are at-risk of failing, to meet the challenging State academic standards and any other factors as determined by the local educational agency. ESSA Section 1114(b)(6)

Needs Assessment Process

SSC ORGANIZATION & COMPOSITION

Community Partner Engagement

Meaningful involvement of parents, students, and other community partners is critical to the development of the SPSA and the budget process. Schools must share the SPSA with school site-level advisory groups, as applicable (e.g., English Learner Advisory committee, student advisory groups, tribes and tribal organizations present in the community, as appropriate, etc.) and seek input from these advisory groups in the development of the SPSA.

The Community Partner Engagement process is an ongoing, annual process. Describe the process used to involve advisory committees, parents, students, school faculty and staff, and the community in the development of the SPSA and the annual review and update.

[This section meets the requirements for TSI and ATSI.]

[When completing this section for CSI, the LEA shall describe the process used to develop, in partnership with stakeholders, the CSI plan.]

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State and district policy require

schools to have site councils.

Why include community?

• When we embrace community as partners in education, they become our advocates.

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• Families become more informed about community resources and support.

Philosophical Foundations

Education should be a joint effort between students, parents, teachers, administrators, and other school staff whose common goal is the success of every student.

EdCode 65000-65001

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SSC Governance

• Legislative Role
• SSC reviews and makes recommendations for revisions to the SPSA/budget based on data and monitoring
• Executive Role
• Principal/school staff implement SPSA
• Judicial Role
• Local governing board makes and interprets policy and approves SPSA

Additional Expectations

• Include ELAC recommendations into SPSA revision

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• Recommend the SPSA to the Board of Trustees for approval, with signed Assurances
• Participate in all reviews of the SPSA and school programs for compliance and quality (such as CSI/ATSI and FPM)
• Ensure that the SPSA is aligned to the LCAP
• Participate in the district LCAP Stakeholder Process

Selection of Members

• Selection of SSC members is not specified in law, except to say members must be chosen by their peers:
• Teachers by teachers, school personnel by school personnel, parents/community members by parents/community, and students by students
• No additional membership qualifications may be required.
• Beyond the composition requirements stated above, no seat on the SSC may be reserved for any group or individual.
• Membership in most school site councils is determined by ballot, but could be decided in an open meeting by voice vote (not recommended unless recording available).

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This Photo by Unknown Author is licensed under CC BY

Site Council Membership

An advisory group made up of:

• School personnel employed at the school who are not classroom teachers,
• Parents and/or community members,
• Classroom teachers (roster),
• possibly students (secondary: middle to high school), and the
• School principal or designee.

Note: principal is key to oversight and plan development/implementation

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Site Council Members

Should reflect diversity of the school

Consider culture, language, special needs

Families become informed partners

All voices are heard

Voted in by peers

• The SSC shall be constituted to ensure parity* between:
• The principal or designee,
• classroom teachers,
• other school personnel,
• and parents or other community members selected by parents.

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*parity suggests equal to the school representatives

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Composition at

Elementary Level

Elementary Composition

Principal or Designee (1)

Classroom Teachers

School Personnel who are not teachers

Parents/Community

Possible Configurations

…a school with two or more grades in the K-6 grade span (e.g., K-6, 4-6, K-8)

Composition at

Secondary Level

• At the secondary level, the SSC shall be constituted to ensure parity between
• The principal,
• classroom teachers (majority representation),
• other school personnel,
• parents or community members selected by parents,
• and students.
• Middle schools have the option of using the elementary or the high school model. Be sure to indicate the composition in your bylaws.
• The smallest size secondary site council could be 10.

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Secondary Composition

Possible Configurations

Principal or Designee (1)

Classroom Teachers

School Personnel who are not teachers

Parents/Community Members and Students

…a school with two or more grades in the K-12 grade span (e.g., K-12, 6-8, 6-12, 9-12)

Exceptions

There are two exceptions, for more information please follow this link

Recommended Officers

The SSC needs to include officers with stated responsibilities and authority, including:

• A chairperson: organizes, convenes, and leads the SSC meeting
• Agenda development/posts the agenda
• Prepares documents
• Communicates with members
• Follow-through on commitments
• Meet the federal requirements for Title I
• A vice chairperson: serves in the chairperson’s absence
• A secretary: records actions taken at SSC meetings and keeps accurate minutes
• A parliamentarian: resolves questions of procedure, often with the help of Robert’s Rules of Order or similar guide.
• Other officers: as necessary to perform stated duties in support of the work of the SSC

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What about leadership?

• Parent or community member should serve as a chairperson.
• The chairperson works closely with the principal to build the agenda.

NOTE:

• School Board members should not serve as a member of the site council as it would be considered a “conflict of interest.”
• Best to address in your via by-laws, or create by-laws to do so
• Staff members must be considered “staff” if they have their own child at the same school. They may not serve as the “parent.”
• However, they may serve as a “parent”, at their child’s school, if they are not a staff member.

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SSC ELECTIONS & MEETING LOGISTICS

Nominations & Ballots:

Teachers and Other School Personnel

Virtual or In-Person Staff Meeting (process)

• All members of the voting group must have the opportunity to participate
• Meeting chair announces a call for nominations, nominees are recorded in minutes/notes
• One by one, meeting chair announces names of nominees, members vote for their preferred representative
• This can be done via Google Form, “hand raise” feature in Zoom, Zoom poll, etc.
• Document vote tallies in the minutes/notes

Paper/Digital Nominations and Ballots (when a meeting with all members is not possible [common with “Other School Personnel”])

• Nomination forms and ballots must be available to the entire school group they represent (all teachers, all other personnel)

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Parents/Guardians and Community Members�(Nominations & Ballots)

Process:

• Nomination forms must be available to the entire school group they represent (all parents/guardians)
• Can be administered digitally if the school has a two-way digital communication system between parents and staff (for example “parent square”)

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Parents/Guardians and Community Members�(Nominations and Voting)

Ways to ensure all parents/guardians are able to participate in the nomination and voting process?

• Send an email/notification through widely used communication system
• Send automated phone message informing parents of the nomination forms/ballots digital/in person in the school/office
• Post in virtual classrooms
• Post on school website

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Students (Secondary)�(Members)

Process:

• Any student enrolled in the school must be eligible, with no qualifications for membership (e.g. students with C or better average)
• If a student holds a particular office they may not be assigned this role (ASB, etc.)
• Student representatives must be elected by the entire student body. The election for the student member must identify SSC responsibilities.

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Students �(Nominations & Ballots)

Ideas to consider:

• During an in-person or virtual class period, announce student SSC membership vacancies
• Create a process for students to self-nominate/nominate peer (e.g. Google form, email, Zoom chat, etc.)
• Once nominations are complete, create a virtual voting event for schoolwide body (e.g. Google form)
• Announce student SSC representative(s)

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• Distribute sign-in sheet
• Provide all necessary handouts (Agenda, SPSA, policies, Compact, evaluation of SPSA, Safety Plan, SARC, data, Minutes from previous meeting, etc.)
• Each member shall have a copy of:
• the Bylaws
• the Greene Act
• UCP
• School Parent and Family Engagement Policy Template
• School-Parent Compact Template
• SARC template
• Safety Plan (collect after reviewing and do not post to your school website)
• School Plan for Student Achievement
• corresponding budget
• If a member cannot attend a meeting, they should make arrangements for an alternate. The alternate cannot vote, unless otherwise specified in the Bylaws. (some members/seats might be best split)
• Use Robert’s Rules of Order
• Take accurate Minutes (must be maintained for three years)

State and district policy require

schools to have site councils.

Recommendations for Running a Meeting

• Open to the public
• Meetings held at a time most convenient for parents and community members.
• Notice of the meeting must be posted 72 hours prior to the meeting at the school site
• The notice shall specify the date, time, and location of the meeting and contain an agenda describing each item of business to be discussed or acted upon.
• The council may not take any action on any item unless the item appeared on the posted agenda, unless, by majority vote, there is a need to take immediate action and that the need for the action came to the attention of the council after the posted agenda
• All materials provided to the SSC shall be made available to the public upon request

State and district policy require

schools to have site councils.

SSC Meeting Requirements

SSC RULES & REGS

SSC Bylaws

• Although not required, bylaws are important for a well functioning committee
• Bylaws define responsibilities, processes and policies
• Bylaws can address problems before they arise
• Bylaws should be reviewed regularly and updated to address any new issues

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SSC Bylaws

Sample Bylaws

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State and district policy require

schools to have site councils.

The Greene Act

What’s the difference between the Greene Act and the Brown Act?

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The Greene Act adds requirements districts/schools:

• The Greene Act states certain parent advisory committees, DELAC, ELACs, DACs, and School Site Councils, are exempt from the Brown Act (Education Code 35147(c))
• Green Act sets rules for parent advisory committees… Key take aways:
• Open to public, any member of the public can speak,
• 72-hour notice,
• Follow the agenda (only narrow exceptions for emergencies)
• if violated item can be suggested to be scheduled for the next meeting

Key Differences from Brown Act:

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• No provisions prohibiting communications among a majority of members outside the public meetings
• Criminal charges against individuals for intentional violations are not authorized

The California EC requires the School Site Council (SSC) to annually,

• Develop the School Plan for Student Achievement (SPSA) for Consolidated Application programs operated at the school or in which the school participates. At a minimum, Title I is required.
• Receive input on the SPSA from English Learner Advisory Committee (ELAC) - if applicable - ELAC Recommendation Template
• Approve the plan
• Recommend the plan to the local Governing Board for final approval
• Monitor the implementation of the SPSA, and
• Evaluate the results annually
• Participate in Federal Program Monitoring (FPM) review

Other: Safety Plan, Advise on LCAP, review SARC

State and district policy require

schools to have site councils.

School Site Council Duties

�Site Councils are not...

Site Councils responsibilities are...

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• A Fundraising Committee
• A Policy Making Body
• A Complaint committee
• A Personnel Committee
• An Extension of the Parent Club
• A Social Group
• A School Management Committee
• An evaluation of staff

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• Annually updating, modifying, and evaluating the School Plan for Student Achievement
• Providing feedback for goals
• Reviewing School Accountability Report Card (SARC)
• Annual review of safety plan
• Align School Plan for Student Achievement (SPSA) with Local Control Accountability Plan (LCAP)
• LEA Plan=Con App + LCAP + LCAP Federal Addendum
• Federal Program Monitoring/WASC (if applicable)

Rules of Order

• SSC meetings should be conducted using Rules of Order (Robert’s or Institution-specific)
• Provide procedural norms to ensure fairness and orderliness
• Code of Ethics – agreements about how council members behave
• Council should periodically evaluate how it is functioning

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Robert’s Rules of Order “Cheat Sheet”

School & Family Engagement Policy template

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Sign-In Process

• Required as documentation for compliance monitoring
• Demonstrates quorum* met for SSC meetings and actions
• Using a sign-in form can demonstrate meeting the composition requirements

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*the minimum number of SSC members that must be present at any of the SSC meetings to make the proceedings of that meeting valid

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Records

• Federal law requires that all records pertinent to federally-funded programs be retained for three years
• SSC records must be available for public review upon request
• Records to be maintained:
• Elections
• Official correspondence
• Meeting agendas
• Evidence of input from advisory committees
• Minutes of meetings, recording attendance, discussions, recommendations, and actions
• Copies of SPSA

Note: these records may be required for future FPMs (federal program monitor)

ADDITIONAL IDEAS

Good practices

CA Dashboard Example

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For example, this school has a Suspension Rate status of 15.8% and increased 4.1%. Find the box on the 5x5 table where this school would land.

Community Partner Involvement

School Site Council (SSC)

English Language Advisory Committee (ELAC)

Site Leadership Team, Parent-Teacher Organization, and others (AAPAC, SWDPAC)

Tribes, Civil Rights Groups,

Key Student Population representatives

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SPSA

How it all ties together

SPSA Planning Requirements

The LEA and school must partner with stakeholders to develop a school-level plan to improve student outcomes. The plan must:

• Be informed by all State indicators, including student performance against State-determined long-term goals;
• Be based on a school-level needs assessment;
• Required for schools identified for CSI/ATSI: Identify resource inequities, which may include a review of LEA- and school-level budgets, and address those inequities through implementation of the plan; and
• Include evidence-based interventions, strategies, actions and services
• Identify the process for evaluating and monitoring the implementation of the School Plan and progress towards accomplishing the goals
• Include goals to improve student outcomes, including addressing the needs of student groups
• Include proposed expenditures

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State Determined

Long Term Goals

For all schools and all student groups to reach the “High” Status in the following indicators by 2025:

• English Language Arts
• Math
• English Learner Progress

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For all schools and all student groups to reach the “Low” Status in the following indicators by 2025:

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• Suspension

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• College Career Readiness
• Graduation Rate

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• Chronic Absenteeism

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California School Dashboard

Assessing performance through status and change on the statewide priorities and indicators

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https://www.cde.ca.gov/ta/ac/cm/

Essential Components of a Meaningful SPSA

• Purpose/Description
• Results of Comprehensive Needs Assessment
• Data Analysis
• Identification of Resource Inequities
• Stakeholder Involvement
• Progress Monitoring and Evaluation

• Goals
• Evidence-based Strategies/Activities
• School Site Council Membership
• Recommendations/Assurances
• Budget Summary

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Things to cover over the year – SPSA (Resources from RCOE):

• Ensure SSC members know how to read/understand CA Dashboard (5X5 Grid exercises)
• Suspension & Expulsion rate, Attendance/Ch. Absence rate, etc.
• Analysis Tools: (tool use demo)
• Tableau Reports – CA School Dashboard – Fall 2019
• CA School Dashboard Target-setting tool (SPSA’s and LCAPs)
• Align each of your SPSA goals to the LCAP, and possibly the Expanded Learning Outcomes Grant
• Identify Resource Inequities - definition Resource Equity
• Stakeholder involvement – how, when, and with whom did the school consult as part of the process
• SSC, ELAC, and site leadership, Parent-Teacher organization, and maybe PAC
• State in SPSA, have evidence on site (FPM)
• Forms: ELAC needs assessment,
• Progress Monitor & Evaluate – SPSA Monitoring & Evaluation tool
• Work with your CBO/Business office to ensure your budget is balanced and aligned to SPSA/LCAP/ELO & other fund requirements

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General Resources

Additional SSC & SPSA resources

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• Resource folder (VCOE)
• Link to Check-Off List
• Link to FPM Instruments
• CDE School Site Council
• Compliance Monitoring CDE Webpage
• Resource Folder (SDCOE)
• Resource folder (VCOE)

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Federal Program Monitoring (FPM)

• State and federal law require CDE to monitor the implementation of categorical programs operated by local educational agencies.
• Federal Program Monitoring is conducted for selected districts by state staff and local administrators trained to review one or more programs.
• Purpose of the review:
• Verify compliance funds are spent to increase student achievement with requirements of each categorical program
• Ensure that program and performance.
• Instruments
• Review cycles-online and in-person
• Interview members of SSC

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It’s key to take time to explore the instruments

THANK YOU! …Y ¡Gracias!

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James Koenig

jkoenig@vcoe.org

805-383-1929

¡Gracias!

�

From Dr. Ramos and I…

Thank you!

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James Koenig

jkoenig@vcoe.org

805-383-1929

LEADERSHIP 2020 – DIVERISTY•EQUITY•INCLUSION