Nonpublic School Recognition Training

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1 Nonpublic School Recognition Training 2015

2 AGENDA I. Purpose of Recognition Visits II. Process and Tools Overview III. What s New IV. School Visit Components V. Reporting VI. Example Scenarios VII. Logistics VIII.Resources IX. Q & A Saved at

3 Purpose of Recognition Visits ISBE is required by state law to have a voluntary process for schools to use. (105 ILCS 5/2-3.25o) The visit offers a general assurance that the nonpublic school is roughly equivalent to a comparable public school through compliance with various requirements. A visiting team looks at four areas: (23 Illinois Administrative Code ) Administration (including written policies) Education program Personnel Health and safety

4 Benefits of Recognition Helpful to parents my child attends a state-recognized school. Helpful to teachers I can get service credit for my experience if I transfer to another school. Helpful to students I can participate in IHSA events. Helpful to schools we can market our school as a staterecognized institution. Helpful to all the review process pushes us to think about health, safety, curricular, administrative, and other matters in new ways that improve the school overall.

5 Audience Poll A. I ve never done a visit. B. I ve done a few visits. C. I ve done many visits. D. I m almost an expert.

6 Process Overview ISBE sends Initial Visit Letters in the fall to those schools that will be visited to begin the scheduling process. ISBE/ROE/ISC/Contractor (hereafter, ROE/ISC ) schedules visits November-May. ROE/ISC conducts the visit. ROE/ISC acts as ISBE s representative and heads a small team for the visit. The visits will review health and safety matters, student records, personnel records, and curricula. Scheduled visit dates as well as any materials collected during the visit and completed visit reports will be submitted to ISC 2 (West 40) as required by the ISC.

7 What s New? Probe opening pages completely revamped RCDT codes required Grades levels for which recognition is sought Team leader identified; team members labeled by function Clarity on signatures (only ISBE!) Instructions reworded Probe formatting Many N/As removed Larger questions broken up into discrete topics; like questions combined into single topic groups Checkbox for recommendations added Commendations/Concerns/Deficiencies pages redesigned Probe content Patriotism curricula Communicable Diseases/TB Health/Life Safety Glossary

8 Setting up Visits ROE/ISC follows-up from initial letter to schedule visit (via phone call and/or ). Give proposed date to school (November through May 13). Be persistent and set a date. Don t let the school put it off. Confirm visit date in writing with copy to ISC. Let ISC 2 (West 40) know of issues in scheduling or repeated or last-minute cancellations.

9 The Visit Team According to 23 IL Admin Code (a)(2), the visit team shall include at least a representative of the State Superintendent, a representative of a public educational entity (a school district, regional office of education, public university, etc.); and, either a representative from another nonpublic school OR an individual who is familiar with the nonpublic educational milieu (current or former nonpublic school staff, nonpublic college professor, etc.).

10 Probe Opening Page

11 Tools for Visits ( Evaluation Instrument (the probe ) with response suggestions Building & Fire Safety Review Glossary The schools may need copies of these: DCFS Mandated Reporter Form (CANTS 22) School Drill Document Annual Review Report

12 Probe Formatting

13 Probe Formatting The visiting team wishes to highlight some especially noteworthy items it observed in the form of commendations The visiting team wishes to highlight some items of advice or suggestions in the form concerns The visiting team must note items in the form of deficiencies that must be corrected In order for the school to achieve full recognition status

14 School Visit Components Entrance Conference Meet and greet with team members (typically, ROE/ISC lead, private school administrator, public school administrator) Involves school administrator and team leader at the least Covers what is expected as the day progresses (review of records, tour, housekeeping issues)

15 School Visit Components Team Assignments 4 sections to the evaluation Administration Educational Program Personnel Health & Safety ROE/ISC representative generally does the Building and Fire Safety review form with the school s head custodian. Remaining sections can be worked on collectively or one person can be assigned 2 sections.

16 Probe Content

17 Probe Content

18 Probe Content

19 Probe Health Curricula

20 Probe Health/Life Safety 23 Illinois Administrative Code states that the physical facilities occupied by the school shall comply with the applicable local building code and fire safety requirements. For Section IV, item A, in the probe, we will note whether the school has either of two documents to confirm compliance with safety requirements: A certificate or similar document from a local authority, such as a fire department, that has performed a safety inspection of the school; OR, A certificate or similar document from a third-party inspection company that is knowledgeable in fire, building, and life safety codes and that has performed a safety inspection of the school.

21 School Visit Components Building tour: You may want to ask the principal to take the team on a brief tour of the school. This is an opportunity for observation and to ask questions. Team debrief: Team members re-group, review and answer questions, write up findings and/or any issues. Collect assignment reports/materials from team members: Each assignment is provided by team members and reviewed. Team members are free to leave after the assignments are reviewed to the satisfaction of the team leader.

22 School Visit Components Exit Conference Team leader summarizes the visit and the issues with principal and other school personnel. Discuss any issues and how they can be resolved. Do NOT discuss the school recognition status ISBE decides this after reviewing the visit materials and reports. If there are deficiencies, encourage rapid (thirty days) resolution.

23 Reporting and Completion Issues ROE/ISC sends the school a DRAFT report within two weeks, maximum, of the visit. If there are any findings, outline findings and possible resolution. School has 30 days to respond (to Team Leader). Failure of school to respond within 30 days could result in a pending or probationary status. Based on the communication between school and the Team Leader, a Final Report is filed (to ISC 2 and school via ) immediately after the 30 days have expired.

24 School Visit Components What s New? Glossary New this year is a glossary that provides notes, instructions, additional information, etc. on almost all of the probe elements. Please read through the Glossary prior to the visit to remind yourself of its contents. Please have the Glossary with you during a visit in case questions arise. Please let us know if an additional topic needs coverage in the Glossary.

25 Glossary

26 Some Common Findings & Responses Section I Administrative Requirements Policies needing revision or adoption: Missing or lack of government-issued birth certificates: Copies of the birth certificates of the missing students (no hospital birth records with footprints allowed). If a student is from another country or for some reason cannot supply a birth certificate, we can accept a passport or similar government-issued document that reports date and place of birth.

27 Some Common Findings & Responses Section III Personnel Missing or lack of fingerprint-based background checks on certified and non-certified personnel: Copies of live scan receipts Sex offender data sheets not available: Printouts from the Illinois sex offender website

28 Some Common Findings & Responses Section III Personnel, continued Missing or lack of proof that checks for communicable diseases were conducted: Documentation of check results

29 Some Common Findings & Responses Section IV Health and Safety Failure to meet the various health examination and immunization requirements: Evidence of careful adherence to the various requirements Failure to exclude students by the October 15 th examination and immunization deadline: Evidence of a policy and its enforcement Pest management system not in place: Copy of the agreement or receipt

30 Some Common Findings & Responses Section IV Health and Safety, continued Safety drill form not fully completed: Completed drill forms (depending on the time of the visit, the school may have some drills only scheduled, and this is acceptable) Annual review not completed: Copy of the annual compliance review showing it was sent to the State Fire Marshal

31 Scenario 1 Health and Safety Check You found on your visit that the elementary school had unlabeled art supplies, which you noted on the report as possibly toxic. The School Administrator ed during the 30- day fix it period that those supplies are ok. How would you handle this situation?

32 Poll 1

33 Scenario 2 School Safety Drills In each academic year, the Act requires schools to conduct: a minimum of three school evacuation drills, one of which must include the participation of the appropriate local fire department/district. a minimum of one bus evacuation drill and instruction in safe driving practices for all students. a minimum of one severe weather and shelter-in-place drill for possible tornado incidents. (The school may conduct additional drills to account for other incidents, including earthquakes or hazardous materials.) a minimum of one law enforcement drill to address incidents, including reverse evacuations, lock-downs, shootings, bomb threats, or hazardous materials, conducted according to the school s emergency crisis response plans, protocols, and procedures, with the participation of the appropriate law enforcement agency. The school submits a copy of the annual report to each party that participates in the annual review process and to the Office of the State Fire Marshal.

34 Scenario 2a School Safety Drill What would you do if: The school did not conduct a bus drill because the school does not transport their students?

35 Poll 2a

36 Scenario 2b School Safety Drill What would you do if: The school conducted only two school evacuation drills?

37 Poll 2b

38 Scenario 2c School Safety Drill What would you do if: The school did not conduct a tornado drill?

39 Poll 2c

40 Scenario 2d School Safety Drill What would you do if: The school did not submit an annual review compliance report?

41 Poll 2d

42 Scenario 3 Student Records The student records must comply with: 1. The Abused and Neglected Child Reporting Act [325 ILCS 5/4], wherein school personnel are informed that they are mandated reporters of child abuse and neglect and all school personnel hired on or after July 1, 1986 have signed the statement required by the Department of Children and Family Services acknowledging this obligation. 2. The Missing Children Records Act [325 ILCS 50/5], wherein the school has a system that flags records requests for any current or former student reported as a missing person by the Illinois State Police.

43 Scenario 3 Student Records 3. The Missing Children Records Act [325 ILCS 50/5], the Missing Children Registration Law [325 ILCS 55/5], and ISBE rules promulgated pursuant to Section a of the School Code [105 ILCS 5/2-3.13a] (23 Ill. Adm. Code ), wherein the school maintains certified copies of birth certificates for each student enrolled, having notified the parents/guardians that the certificates must be submitted within 30 days of enrollment, the school must request certified copies of transfer students records within 14 days of enrollment, and the school sends unofficial records of students transferring to other schools within 10 days of the request.

44 Scenario 3 Student Records The principal said the school applied and received waivers for the student records requirements, so there are no mandated reporter forms in the files, there is no procedure for handling possibly missing children, and not every student file has a birth certificate. How would you handle the situation?

45 Poll 3 Scenario 3 Student Records - How would you handle the situation? If the school has waivers, this is fine Have the school send copy of waivers for consideration There are no waivers, so the records need correction

46 $500 per completed report Sufficient level of detail Logistics Updated based on responses of schools after 30-day fix-it period Timely submission Report any issues with a school to ISC 2 Failure by the school to set up visit Last minute or repeated cancellation of visit Failure to respond to findings within the requirements of the rules (either late or incomplete) Other noteworthy issues from the visit or issues that might threaten the safety of students

47 Questions?

48 Resources 23 Illinois Administrative Code - Illinois School Code D=17 Nonpublic Recognition page (forms and resources) -

49 Contacts ISC 2 (West 40) (708) Mark Klaisner (mklaisner@west40.org) Angela Mooney (amooney@west40.org or [cell]) ISBE (217) Gary Greene (ggreene@isbe.net) Debbie Gheen (dgheen@isbe.net) Melina Wright (mewright@isbe.net)

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