Process and Procedures for Offering Student Online Courses in Maryland Public Schools

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1 Maryland Virtual Learning Opportunities Process and Procedures for Offering Student Online Courses in Maryland Public Schools Legislation Senate Bill 674 [2012] and COMAR 13A Digital Learning [2013] allow for the expansion of Maryland s Student Online Course Program. The Maryland State Department of Education (MSDE) shall: develop Process and Procedures for teachers and other school system employees for the offering of courses or services on the Internet or through other developing technologies review courses and courseware to assure quality and alignment with Maryland content Process and Procedures and other appropriate process and procedures Purpose The Process and Procedures document and Appendices in response to Legislation provide clarification and identify roles and responsibilities of online learning stakeholders: school districts, course reviewers, MSDE, and online course providers. School District Responsibilities 1. Identify District Point(s) of Contact for student online learning 2. Ensure that all courses that are delivered at 80% or more online (including recovery courses) appear in the current Maryland State Department of Education (MSDE) approved list 3. Develop and implement processes for: a. Funding of related costs: registration, materials, student support, and enrollment of students in MSDE-approved courses b. Determining district summer online course procedures Maryland State Department of Education DRAFT Revised May, 2014 Page 1

2 c. Providing an on-site online support teacher to proctor tests, enter grades and communicate among online course teacher, parents/guardians, online students and district point of contact d. Hiring qualified facilitators for online student courses using the following criteria (if district is not using a vendor provided instructor). MSDE will maintain and post a list in the point of contacts repository. Educators must have: i. Current valid Maryland certification in the course content area being taught ii. Successfully completed a three-credit facilitator course designed for the K-12 environment. a. MSDE s Online Teaching in Maryland, b. PBS s Fundamentals of Virtual K-12 Teaching, c. PBS s Online Facilitator Training: Mastering the Skills of Online Teaching. iii. Successful completion of a shadowing or co-teaching online experience with a MSDE qualified facilitator of a 2-credit course. e. Electronically submitting Qualifications for Maryland Student Online Course Facilitator Form (Appendix D) 4. Each year, the following required data on the MFR spreadsheet provided by MSDE to by the deadlines stated below: a. Enrollment data is to be sent by the following dates: i. First semester February 15 ii. Second semester June 30 iii. Summer courses August 30 (if district collects summer data) b. This data is required by the Maryland Department of Budget and Management for its Managing for Results Annual Performance Report (MFR) for the Senate and House fiscal committees and to help determine the effectiveness of courses. Online Course Review Process 1. Districts identify online courses to support instructional needs and program equity. a. Using the Online Course Request Form (Appendix C), districts notify MSDE of the need for a credit bearing course to be reviewed and whether the review will be conducted at the district or state level. MSDE will serve as the clearinghouse to prevent redundancy of effort. Maryland State Department of Education DRAFT Revised May, 2014 Page 2

3 b. If the State receives a request for a course review, MSDE will determine whether the review of the course can be conducted at the state level or whether it shall be delegated to a County s Board. A response from MSDE must be sent to the requestor within 15 days from the receipt of request. c. If a course review is not delegated to a County Board, MSDE has 120 days from the receipt of request to complete the review process and notify requestor. 2. District and MSDE student course review committees consist of three content teachers, one of whom is an online reviewer trained by MSDE or through a certified training program approved by MSDE. In advance of course reviews, a district will electronically submit a completed Pre-course Review Committee Membership Form (see Appendix E) to 3. All reviewers, district or State, will use the MSDE tool, Standards for Reviewing High School Online Courses 4. If a credit bearing course is offered from one vendor in versions designed for a specific instructional level, an in-depth review of one version and review for alignment with Process and Procedures in all other versions will be required. *Example: Vendor may offer an honors and a standard version of a course 5. Districts and MSDE may charge online course providers a fee for the review of a course. 6. When conducting district reviews, the district sets vendor fees and manages related costs (Financial Guidelines Appendix B). a. Districts are required to submit their intention to review an online course to MSDE using the form, Online Course Request (Appendix C) prior to making arrangements with the vendor for a review. b. A county board must submit 15% of fees collected to MSDE. Example: Using $1,400 as the vendor fee, $1,190 would remain with district and $210 would be sent to MSDE to support ongoing activities related to online student courses. c. Districts are responsible for compensating district reviewers. d. Districts are responsible for compensating out-of-district reviewers. Maryland State Department of Education DRAFT Revised May, 2014 Page 3

4 7. The district submits the completed Standards for Reviewing High School Online Course Tool to MSDE for final review. a. Each reviewer electronically submits his/her completed Standards for Reviewing High School Online Course Tool to: i. and ii. The Local district s Point of Contact who will compile data and secure signatures for the Final Online Course Recommendation Approval Form (Appendix F ). POC will fax, mail, or scan and form to MSDE. b. Reviewer completes and signs the Summary Sheet Page from the Standards for Reviewing High School Online Course Tool then fax, mail, or scan and to: MSDE, DOI/Office of Instructional Technology 200 West Baltimore Street, 5 th Floor Baltimore, MD Fax: When a school district submits a course review and accompanying documentation, MSDE will advise the district of approval status. Approved courses will appear on MSDE s approved online course list within 45 days of the receipt of all required documents. Districts may offer courses only after they have been posted to the MSDE Approved Online list. 9. When a Maryland institution of higher education/college course is used for dual credit, the school district informs MSDE by . Include in the correspondence, the name of the higher education institution, course title and number, and documentation indicating how students accessibility needs will be met 10. When MSDE reviews and approves a course, MSDE will add it to the approved list of online courses and Points of Contact. Converting Face-to-Face Courses to Online Courses 1. Course Conversion a. Conversion teams should design the course in alignment with the Standards for Reviewing High School Online Course Tool b. MSDE recommends that at least one member of the conversion team has successfully completed Designing Your Own Course or a similar course. c. MSDE recommends that team members have participated in an online course. Maryland State Department of Education DRAFT Revised May, 2014 Page 4

5 2. Review a. Follow Online Course Review Process steps 1-3 and 7-8. b. Conversion team members may not participate in the online course evaluation process. 3. Facilitator must meet qualifications stated in School District Responsibilities item (3d). Maryland State Department of Education DRAFT Revised May, 2014 Page 5

6 Maryland State Department of Education Responsibilities The Department (MSDE) will approve final district course review results to ensure that they align with the Process and Procedures specified in this document and its appendixes. MSDE will maintain a database that reflects the status of online course reviews and approvals. 1. If the State receives a request for a course review, MSDE will determine whether the review of course will be conducted at the state level or it will be delegated to a County Board. MSDE must respond to the requestor within 15 days from the receipt of request. 2. If the course is not delegated to the County Board and MSDE conducts the evaluation, it has 120 days from the date of request in which to do so. 3. MSDE will provide the forms below: District Checklist for the Process and Procedures for vendor courses (Appendix A) Guidelines and Online Course Request (Appendix B, C) Qualifications for Maryland Student Online Course Facilitator (Appendix D) Pre-course Review Committee Membership (Appendix E) Final Recommendation to MSDE (Appendix F) Online Course Provider Checklist (Appendix G) Online Course Provider Request (Appendix H) Standards for Reviewing High School Online Course Tool 4. MSDE will provide technical assistance. 5. MSDE will maintain an approved list of facilitator preparation courses that will be available in an accessible location. 6. As needed, MSDE will assist with the location of content specialists and/or qualified reviewers. 7. Depending upon funding availability, MSDE will provide professional development opportunities on an equitable basis for district participation. Professional Development will be available to districts may include: a. Course Review Training b. Designing Your Own Course Maryland State Department of Education DRAFT Revised May, 2014 Page 6

7 8. MSDE will schedule and communicate training opportunities to be held at the State level. Upcoming and current training opportunities will be displayed on a calendar accessible to districts. 9. MSDE will maintain a dynamic list that reflects the status of all reviewed online courses both vendor and district created courses and includes: a. the reviewing district s name, vendor and course, and MSDE decision date; b. information related to cyclical re-review of expired approved courses c. a list of course reviews requested by districts. NOTE: Approved courses will appear on MSDE s approved online course list within 45 days of the receipt of all required documents. Districts may offer courses only after they are added to the published list. 10. MSDE will provide a spreadsheet for districts to use each semester when reporting the required online course data described in School District Responsibilities (4a-b). 11. MSDE will share the MD Virtual School repository location with district Points of Contact. Maryland State Department of Education DRAFT Revised May, 2014 Page 7

8 Appendices District Checklist for Process and Procedures for Offering Online Courses in Maryland Public Schools...Appendix A Maryland Online School Financial Guidelines...Appendix B Online Course Request...Appendix C Qualifications for Maryland Student Online Course Facilitator...Appendix D Pre-Course Review Committee Membership...Appendix E Final Course Recommendation to MSDE for Student Online Course(s)...Appendix F Online Course Provider Checklist for Process and Procedures for Offering Online Courses in Maryland Public Schools...Appendix G Online Course Request...Appendix H

9 Appendix A Maryland Virtual Learning Opportunities District Checklist for Process and Procedures for Offering Online Courses in Maryland Public Schools Please check off applicable tasks as you complete them, to ensure district alignment with MSDE s Process and Procedures for Offering Student Online Courses in Maryland Public Schools. This document is for local school system use only. School District Responsibilities Identified to MSDE the point/s of contact (POC) for student online learning Addressed only courses that are 80% or more of the time online Identified on-site online support teacher/s in each high school (School District Responsibilities 3c) Developed and implemented process for funding related costs, summer school, data collection (Online Course Review Process 3a-b, 4) Hired facilitators who meet MSDE requirements and submitted completed Qualifications for Maryland Student Online Course Facilitator form (Appendix D and Online Course Review Process 3d,e) ed required data to MSDE on time (School District Responsibilities 4) Online Course Review Process Followed Maryland Online School Financial Guidelines, (Appendix B), and submitted Online Course Request Form to MSDE (Appendix C and Online Course Review Process 6) Established Review/Evaluation committee & submitted Pre-Course Review Committee Membership Form to MSDE (Appendix E and Online Course Review Process 2) Each reviewer used MSDE s Standards for Reviewing High School Online Courses Tool to review course(s) Each reviewer electronically submits his/her course evaluation to MSDE and District Point of Contact (Online Course Review 3,4,7a) Each reviewer completed, printed and signed the Standards for Reviewing High School Online Course Tool Summary Page and faxed, scanned and ed, or mailed it to MSDE (Online Course Review 7b) District faxed, scanned and ed or mailed the signed Final Recommendation Form to MSDE (Appendix F) Sent 15% of the vendor fee to MSDE, Accounts Receivable (Appendix B and Online Course Review Process 6a) Offered approved course(s) only after inclusion in MSDE s approved course list ( Online Course Review Process 8) Converting Face-to-Face Courses to Online Courses Sent MSDE signed Online Course Request Form (Appendix C-vendor information and fee are not applicable) Designed course in alignment with Standards for Reviewing High School Online Courses Tool (Converting Face-to-Face Courses to Online Courses 1a-c) Submitted Pre-Course Review Committee Membership Form to MSDE (Appendix E and Converting Face- to-face Courses to Online Courses 2b) Conducted review using MSDE s Standards for Reviewing High School Online Courses Tool (Online Course Review Process 3,4, 7a-b) Submitted to MSDE both the Final Recommendation Form (Appendix F and Course Evaluation Summary Page (Online Course Review Process 3,4, 7a-b) Offered approved course only after inclusion in MSDE s approved course list (Online Course Review Process 8) Please address questions to: Kathleen Mooney,

10 Appendix A Appendix B Maryland Virtual Learning Opportunities Summary of program: Maryland Online School Financial Guidelines On May 2 nd, Senate Bill 674 was signed into law. COMAR 13A Digital Learning [2013]. Legislation allows local school systems to review online student courses for credit bearing high school level courses. There are Processes and Procedures in place for systems to follow with all online courses requiring final approval by MSDE. Legislation allows a local school system to charge a reasonable fee to be paid by a vendor to cover the costs related to the review. Eighty-five percent (85%) of this fee is retained by the local school system while fifteen percent (15%) of the fee must be remitted to MSDE. Guidelines: 1) Local School system identifies the need for an online course(s) 2) Each system identifies an online course Point of Contact (POC) who liaises with MSDE 3) Point of Contact completes the Course Request form that indicates the course requested, the set vendor fee, and includes the required signatures in the order below: a. POC b. Chief Financial Officer 4) Completed Online Course Request form is submitted to MSDE for approval and posting on statewide list of courses under review. 5) MSDE notifies the POC and the school system financial contact that the course may be reviewed. 6) Local School System determines a consistent and reasonable vendor fee for all reviews. This funding is intended to cover the costs related to the review committee as well as the 15 % submitted to MSDE. Example: Using $1,400 as the vendor fee, $1,190 would remain with district and $ 210 would be sent to MSDE 7) Districts should use their established procurement policies to solicit courses for review 8) Selected Vendor(s) pay(s) the local system the set vendor fee 9) Local School System remits 15% to Maryland State Department of Education by check to Accounts Receivable* that includes the following information: a. the name of the course b. local school system name c. MVS (Maryland Virtual School) d. PCA #K ) POC should maintain consistent communication with local financial contact(s). *Maryland State Department of Education, Accounts Receivable 200 West Baltimore Street Baltimore, MD 21201

11 Appendix C Online Course Request Form 1. School District is requesting delegation from MSDE to review the course(s) listed below: COURSE NAME COURSE NUMBER COURSE DESCRIPTION VENDOR The reviews will be conducted by: Local School System Quality Matters 2. The District established vendor fee for reviewing each online course (funding includes review committee member costs plus 15% of total vendor fee to MSDE) = $ Signatures: Point of Contact: Chief Financial Officer or Designee: Date: Course Request Form must be scanned and ed, faxed, or mailed to: MSDE/DCAA/ Office of Instructional Technology 200 West Baltimore Street Baltimore, MD Fax:

12 Appendix D Maryland Virtual Learning Opportunities Qualifications for Maryland Student Online Course Facilitator If a district is not using a vendor approved instructor, please use the checklist below to ensure that the district is providing qualified facilitators for online student courses. The facilitator has completed all listed below: Current valid Maryland certification in the course content area being taught Successfully completed a three-credit facilitator course designed for the K-12 environment MSDE s Online Teaching in Maryland, PBS s Fundamentals of Virtual K-12 Teaching, PBS s Online Facilitator Training: Mastering the Skills of Online Teaching. Successfully shadowed an experienced online teacher for 30 or more hours or the length of a two-credit course District s name: Facilitator s name: Online Course Title: Name of person completing this form: Please mail, , or fax form to: MSDE/DCAA/ Office of Instructional Technology 200 West Baltimore Street Baltimore, MD Fax:

13 Appendix E Maryland Virtual Learning Opportunities Pre-Course Review Committee Membership Form This form, to be submitted before reviews are conducted, lists the proposed members of the review committee and that reviewers are in agreement with the confidentiality guidelines*. The completed form must be faxed or ed to: Fax: (Kathleen Mooney) District student course review committees consist of at least 3 content expert educators, one of whom has been trained by MSDE or through a certified training program approved by MSDE. In the case of face-to-face courses converted to online courses, reviewers must not have been members of the conversion team. District s Name: Online Course Title: Course Content Area: Today s Date: Course Reviewer Name Course Content Expertise (Check one) Quality Matters MSDE Additional reviewers: Name of person completing this form: Has the school system person who is responsible for this content area been informed? Yes No *Confidentiality Guidelines: The course review process is confidential. Online course reviewers are contractors of the Maryland local education agency conducting the online course reviews. Reviewers shall not release any information related to services or performance of the services under this contract nor publish any final reposts or documents without the prior written approval of MSDE. The Contractor shall indemnify and hold harmless the State and MSDE, its officers, agents, and employees from all harm which may be incurred by reason of dissemination, publication, distribution or circulation, in any manner whatsoever, of any information, data, documents, or materials pertaining in any way to this contract by contractor.

14 Appendix F Maryland Virtual Learning Opportunities Final Course Recommendation to MSDE for Student Online Course(s) course(s) listed below: School District has reviewed and made recommendations on the COURSE NAME VENDOR NAME APPROVED/NOT APPROVED Signatures: Point of Contact: Superintendent of Schools or Instructional Programs Representative: Date: Please scan and , fax, or mail Final Course Approval Recommendation to MSDE for Student Online Courses Form to: MSDE, DCAA/Office of Technology 200 West Baltimore Street Baltimore, MD Fax:

15 Maryland Virtual Learning Opportunities Appendix G Online Course Provider Checklist for Offering Student Online Courses Please check off applicable tasks as you complete them, to ensure alignment with MSDE s Process and Procedures for Offering Student Online Courses in Maryland Public Schools. Online Course Review Process: MD State Department of Education (MSDE) Submitted Course Provider Request Form (Appendix I) to MSDE designating MSDE as sole reviewer Received invoice generated by MSDE Mailed $1,400 check and invoice to MSDE Accounts Receivable (include name of course, MVS, and PCA# K8044) Designated a company point of contact (CPOC) for support during review Provided access to teacher and student versions of course to MSDE Provided course outline with alignment to standards and assessments CPOC participated in an orientation meeting with MSDE and content reviewers CPOC supported reviewers by answering questions throughout review process Responded to from MSDE regarding course approval; submitted course summary If course is not approved, see the last section Online Course Review Process: Local School District Responded to local school system s request for online course Agreed upon amount to be paid by the course provider to the school district for the course review Designated a CPOC for support during review Provided access to teacher and student versions of the course to district Provided course outline with alignment to standards and assessments CPOC participated in an orientation meeting with content reviewers CPOC supported district reviewers by answering questions throughout the district review process Received district feedback on course Provided access to teacher and student versions of the course to MSDE Provided course outline with alignment to standards and assessments to MSDE CPOC supported MSDE reviewers by answering questions throughout the MSDE review process CPOC participated in an orientation meeting with MSDE content reviewers Responded to from MSDE regarding course approval; submitted course summary If course is not approved, see the last section Online Course Review Process: Quality Matters Submitted Course Provider Request Form to MSDE, designating Quality Matters as initial reviewer Received approval report from Quality Matters ed the Quality Matters report to MSDE at Received invoice generated by MSDE Mailed $360 check and invoice to MSDE Accounts Receivable (include name of course, MVS, and PCA #K8044) Designate a CPOC for support during MSDE review Provided access to teacher and student versions of course to MSDE

16 Provided course outline with alignment to standards and assessments CPOC participated in an orientation meeting with MSDE and content reviewers CPOC supported reviewers by answering questions throughout review process Responded to from MSDE regarding course approval and submitted course summary If course is not approved, see the last section Courses Not Approved Courses must be resubmitted within one year of the notification date or a full review will be required. Received notification from MSDE indicating course was not approved Responded to MSDE s by scheduling a face-to-face or phone conference to review feedback within 30 days Reviewed feedback and notified MSDE that the course will be modified and resubmitted Submitted amended sections of course with specific documentation of changes Provided access to amended teacher and student versions of course to MSDE CPOC supported reviewers by answering questions throughout review process Responded to from MSDE regarding course approval and submitted course summary

17 Appendix H Maryland Virtual Learning Opportunities Online Course Provider Request Form (Required for reviews conducted by MSDE or Quality Matters) course(s) listed below: (Online Course Provider) is requesting review of the COURSE NAME COURSE ID NUMBER COURSE DESCRIPTION The reviews will be conducted by: MSDE Quality Matters Company Point of Contact: Company Point of Contact Company Point of Contact Phone: Date: Course Request Form must be scanned and ed, faxed, or mailed to: MSDE/DCAA/ Office of Instructional Technology 200 West Baltimore Street Baltimore, MD Fax:

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