Supplemental Educational Services

Zillah School District
213 Fourth Avenue,  Zillah,  Washington 98953
phone: (509) 829-5911    fax: (509) 829-6290

What are Supplemental Educational Services (SES)?

• This is additional academic instruction to increase the academic achievement of students who are low income and who attend schools that have not made Adequate Yearly Progress (AYP) for 3 or more years.
• The per student allocation for SES free tutoring for the 2011-12 school year is $1197.
• SES is in addition to instruction provided during the school day, and must be consistent with the content and instruction used by the school district. They are aligned with the State’s academic content and achievement standards.
• SES must be high quality, research-based, and specifically designed to increase student academic achievement.
• For the 2011-12 school year, students at the following schools who participate in free or reduced lunch are eligible to apply for free SES tutoring.
  • Zillah Intermediate School

2011-12 Enrollment

• Enrollment Window #1: October 3^rd-October 21^st, 2011
• Enrollment Window #2: November 21^st-December 9^th, 2011

Information about SES tutors from the Office of the Superintendent of Public Instruction (OSPI)

• List of approved SES providers:

http://www.k12.wa.us/TitleI/TitleI/SESProvidersList.aspx

• Zillah School District complies with federal law, 34 CFR Part 200, to ensure that free tutoring information is available to schools and parents during a minimum of 2 separate enrollment windows, at separate points during the school year, that are of sufficient length to enable parents of eligible students to make informed decisions about requesting SES and selecting a provider (Section 200.48 paragraph (d)(2)(i)(B)(3). The following information will be distributed and made available to schools, families, and/or providers during the 2011-2012 school year:

• In October, letters and information (including an enrollment form) will be sent to families and schools informing them that free tutoring will be available for eligible students. The first open enrollment period will be October 2, 2011- October 21, 2011. The second enrollment window will be November 21, 2011- through December 9, 2011.
• Information about free tutoring remains in the lobby of the district office and the qualifying elementary schools from October 3, 2011-December 9, 2011.
• Information and free tutoring applications are delivered to all SES schools the week of October 3^rd, 2011.
• All enrollment forms received by the enrollment window deadlines are processed in October and December.
• For the first enrollment window, beginning the week of October 24th, 2011 parent letters are mailed out to confirm enrollment.
• For the second enrollment window, beginning the week of December 12^th, 2011 parent letters are mailed out to confirm enrollment.
• Monitoring/review of student learning plans, enrollment learning plans, and progress reports, continues throughout the year.
• June 2012, a survey is sent to all parents of SES enrolled students.
• Providers submit summary data for all students served by June 15, 2012.
• SES provider summary report is completed and submitted to OSPI before June 30, 2012.

Participation in SES in Zillah Schools

2010-11 School Year

180 students eligible
$30,295.50 total expenditure

If you have questions about SES in Zillah Schools, please contact Supplemental Educational Services Coordinator, Cindy Gamache, 509-829-5911 gamache_c@zsd.wednet.edu 

Zillah School District SES Provider Handbook 2011-2012

(Click here to download a copy)

 

 Welcome to Zillah School District as a supplemental educational service provider who has been approved by the Superintendent of Public Instruction of the state of Washington. Zillah  School District is committed to providing an excellent education for every student and we are dedicated to preparing every student to graduate from high school ready for college, careers and life. In Zillah School District, Title 1 schools are eligible for SES free tutoring when they are in Step 2 or beyond of School Improvement (when they have not made adequate yearly progress for 3 or more years). Free/reduced lunch program participants at these schools are eligible for SES.

Please use to this handbook to familiarize yourself with the SES program in Zillah School District. This will ensure that SES tutoring runs smoothly, allowing us to focus on our students.

 

The Zillah School District does not intend to host a provider fair this year. I am the Zillah School District’s contact person for Title I SES and can be reached via the following:

 

Cindy Gamache, State & Federal Program Manager, 509-829-5507, gamache_c@zsd.wednet.edu 

 

Students

 

A letter was sent in October informing parents that free tutoring will be available at eligible schools. The first open enrollment period is October 3, 2011-October 21, 2011. An enrollment form and a list of approved providers were included with this letter. This information will also remain at the front desk of the district office from October 3, 2011 until December 9, 2011. SES applications can be delivered to any SES school or the State and Federal Programs office up until December 9, 2011. All enrollment forms received by the deadline are processed during the first week of November. During the 2011-2012 school year, there will  be a second open enrollment period , November 21, 2011-December 9, 2011.

 

Enrollment forms will be processed at the end of each enrollment period. Contracts will be sent out after the forms have been processed. No student lists or provider contracts will be prepared or sent out before the end of the open enrollment period. The anticipated start date for SES is November 2011. Students who have not received any tutoring 45 days after the contract start date may be enrolled with a different provider.

 

Enrollment Forms:

 

• Please use the Washington State Universal Application form found online at:

• Providers should not pre-date forms, change the dates on forms, fill in the provider’s name, or write parent signatures/dates themselves. Forms must be filled out completely.

• Federal law requires parents be informed they can choose from any approved provider.

• Do not encourage parents to fill out forms when parents have already chosen a provider.

• In such cases where a student has 2 enrollment forms submitted to the district, the State and Federal Programs Department will contact the family to determine parents’ choice.

• Provider contracts and enrollment forms will be processed twice during the school year, at the end of each enrollment period. Forms will not be processed at any other time.

 

Enrollment Deadlines:

 

Thank you for understanding that in our district it is necessary to establish and adhere to the enrollment deadlines. Unfortunately, it is not possible for us to maintain quality and oversight in the administration of our SES program without specific enrollment deadlines. Enrollment forms, student lists, and contracts will not be processed outside of specified enrollment period timelines.

 

Contact with families and schools after the enrollment period closes should only be made to set up and discuss services, learning plans, and progress for students who have been assigned to you in the SES management system. Approved students lists are verified and compiled by the State and Federal Programs department and submitted to providers via the SES management system.

 

Student Learning Plans:

 

Per the contractual agreement, providers will complete a learning plan for each student. Zillah School District will review and approve all learning plans. No payment will be made for services provided to students without an approved plan on file.

 

The SES guidance is clear that specific achievement goals are required as stated in ESEA at 1116(e) (3) (A). SES providers are responsible for enabling each student to attain his/her specific goals within an established timeline, and for measuring and reporting student progress towards these goals. SES providers must provide services specifically designed to increase student academic achievement by targeting specific academic goals to ensure increased achievement.

 

A learning plan must be completed for each child who receives SES. The learning plan must:

1. List the specific, measurable achievement goals for the student.

2. Tell parents how you will measure and inform them of progress.

3. Clarify the timeline for improving the student’s achievement.

4. Record the date/time of phone call, email, dates when voice messages were left, or a parent signature to verify that you consulted with the parent regarding the learning plan.

5. Include student name, ID#, school, address, provider local contact information, location of SES services to be provided, the start and end date for the services, the maximum number of hours of SES tutoring the student will receive, and specific, measurable goals.

6. Record the pre-test score and goal for the post-test score.

7. Reference Washington State Standards.

 

Section 1116 (e)(5)(B) of ESEA requires the Zillah School District to ensure that the instruction a provider gives and the content a provider uses are of high quality, research-based, and specifically designed to increase the academic achievement of children. All learning plans must be approved by the Zillah School District State and Federal Programs Department.

 

The SES management system will allow you to choose specific Washington State Standards for your student goals. You must still input the specific assessment data for the pre-test and post-test.

 

Other Issues:

 

The Zillah School District does not publish or regularly release student directory information.

 

Tutoring

 

Beginning Tutoring:

 

Contact families and set up pre-tests, learning plans, and tutoring schedules as soon as you receive your assigned students. You can bill for services that are performed within the dates and scope of your contract. The financial department sends a fully signed copy of your contract to you upon approval. If you have difficulty contacting a family on your list, notify us immediately!

 

Sign-in Sheets:

 

Providers must submit sign-in sheets detailing dates, times and tutor and student (and/or parent) signature for each tutoring session. They verify that the student attended the session and the tutor they worked with. We will not pay for scheduled but unattended sessions regardless of reason. Sign-in sheet dates and times must match the dates and times on the invoice submitted to receive payment for that student’s hours. It is never appropriate for a provider or tutor to sign a student’s name for them. The ONLY substitute for a student’s signature that will be accepted is that of the parent or guardian in the case of a student who is incapable of signing their own name.

 

NO EXCEPTIONS!

 

Fingerprint clearance must be documented for any tutor that will be working with students. The only way we can ensure fingerprint clearance is to require sign-in sheets to be signed by tutors.

 

Ending Tutoring: tutoring must be completed on or before August 1, 2012. All students must have a post-test score to receive final invoice payment.

 

Billing

 

Invoices for SES tutoring will be processed by our financial department when the provider has:

Submitted:

1. The full name and date of birth for all tutors that work with students.

2. Acceptable student learning plan with specific, measurable goals for each student.

3. Student daily attendance.

4. Monthly progress reports.

5. Detailed invoice.

 

Submitted directly to Zillah School District: Sign-in Sheets

 

To expedite the processing of your invoice it is advised that you submit individual (not group) sign-in sheets: 1 per student, in alphabetical order by last name, and signed by tutor(s) and students. The Zillah School District does not pay for unattended sessions regardless of reason.

 

Invoices are approved or rejected based on completion and accuracy. We may terminate contracts of providers who violate provisions in their contract.

 

Providers

 

Contract paperwork is mailed after approved student lists are prepared and verified. Information about required forms is sent with the provider contract. Provider contracts will be processed by the financial Services department when all of the following have been submitted to the district:

 

• Signed contract and service agreement

• W-9 form

• Copy of WA state business license- Out of state SES providers that are internet based (students participate online only, no tutoring is done in Washington) do not need

• Providers based out of state with office or staff in Washington need a business license

• Full name and birth date for each tutor who will be tutoring students

 

Provider contracts are for academic instruction only, and do not include any reimbursable expenses for administrative costs incurred as part of preparation or administration of programs.

 

Fingerprints: Please read carefully. This information is also included with your contract.

 

All persons with regularly scheduled unsupervised access to children, who are working via a Personal Services Contract with the District are required to be fingerprinted per RCW 28A.400.303 and RCW 28A.410.010.

 

Fingerprint clearance must be verified for every tutor who will work unsupervised with students. When you return your signed contract, a copy of the full name and birth date of each tutor who will be tutoring students needs to be sent to Zillah School District State and Federal Programs. Contractors need to be fingerprinted PRIOR to tutoring.

Schools

Download an SES Universal Application Form for 2011-12

Informational Links

Approved Provider List:  http://www.k12.wa.us/TitleI/TitleI/SESProvidersList.aspx

Program Description:  http://www.k12.wa.us/TitleI/pubdocs/SESContacts2011_12.pdf

Provider Resources: http://www.k12.wa.us/TitleI/TitleI/SES-Provider.aspx