005.01.24. Appendix 1. Self-Study Guide
AR ADC 005.01.24. Appendix 1Arkansas Administrative CodeEffective: May 19, 2018
Effective: May 19, 2018
Ark. Admin. Code 005.01.24. Appendix 1
005.01.24. Appendix 1. Self-Study Guide
The Department of Education is charged by statute to conduct an evaluation of each educational service cooperative at least once each five-year period. In order to meet the provisions of the statute, the Commissioner of Education has determined that each education service cooperative will participate in an evaluation process that culminates with a one-day visit during the 2017-2018 school year, and every five years thereafter, by an evaluation team that meets the stipulations of the statute. This Self Study Guide provides a resource guide, such that when fully implemented, will meet the structure as outlined.
The Department of Education suggests the following steps so that the format will be consistent across each evaluation visit:
○ User Satisfaction and Service Adequacy
○ Staff Qualification and Administrative Effectiveness
○ Extent of Local Financial Support
3. Prior to an evaluation visit, the local staff of the education service cooperative shall conduct a self-study and prepare a written summary that can serve as an overview of how the cooperative has interpreted and implemented management and programming as it serves the local school districts in the region. These summaries along with all supporting evidence and displays should be available for electronic review fifteen (15) days prior to the evaluation visit. The self-study documents along with summary statements provided by the visiting evaluation committee shall comprise the evaluation documents to be maintained by the Department of Education and subsequently reported to the General Assembly.
4. The Commissioner will project a list of individuals to compose the visiting evaluation team in keeping with statute. The director and teacher center coordinator of each education service cooperative may suggest potential visiting evaluation committee members and should concur in the team composition prior to it becoming a final list. ADE staff will contact each proposed visiting evaluation committee member and confirm his/her participation in the evaluation visit. The agenda for the day shall include an orientation of visiting evaluation committee members to the evaluation process and a discussion of expectations of visiting evaluation committee members at the close of the day.
PROPOSED AGENDA FOR EVALUATION VISIT
Date: _______________
LOCATION: ____________________
8:00 a.m. | Welcome and Introductions |
8:15 -- 9:00 a.m. | Presentation by Cooperative Staff |
9:00 -- 11:30 a.m. | Review of Prepared Evidence and Visits with Cooperative Staff |
11:30 -- 12:30 p.m. | Working Lunch to include Executive Committee, Teacher Center Committee Representatives, other users of services |
12:30 -- 1:30 p.m. | Committee Work Time |
1:30 -- 3:00 p.m. | Preparation of Reports |
3:00 -- 3:30 p.m | Exit Conference and Adjournment |
The team chair will collect committee reports, edit the findings, and distribute as required in statute.
Education Service Cooperative:
Director:
Teacher Center Coordinator:
Education Service Cooperative Demographics
Prepare a table of information that is an accurate and complete analysis of the cooperative demographics as it relates to A.C.A. § 6-13-1003, including any boundary changes within the previous five (5) years:
Section 6-13-1003 | text | Status/Documentation |
|---|---|---|
(1) | They include at least three (3) but no more than nine (9) counties; | |
(2) | They include at least ten (10) but no more than thirty-five (35) school districts; | |
(3) | They include at least twenty thousand (20,000) pupils in K-12 average daily membership (ADM); | |
(4) | They include at least one (1) postsecondary education institution; and | |
(5) | There is no more than fifty (50) miles distance or approximately one (1) hour driving time to the area's main offices for ninety percent (90%) of the school districts. |
User Satisfaction and Service Adequacy
Prepare a narrative description and data or other evidence to support the user satisfaction and service adequacy of the education service cooperative in meeting the documented needs and priorities of the local school districts in the established service territory as noted in “3 Meeting Standards.”
Additional narrative description, data or other evidence may be included to meet the requirements of “4 Exceeding Standards” or “5 Excellence.” Evidence may include but not be limited to:
• Describe the teacher center committee and the impact on responsiveness to member districts.
• Describe the design and administration of such surveys (inquiries), which may be required to determine the service needs of school districts in the education service cooperative and develop plans to provide such needed services.
○ Describe procedures of data collection such as surveys and/or visits to local schools to meet with school personnel (administration and instructional staff).
○ Affirm that the focus of the cooperative programming coordinates with emphases of the State Department of Education and does not duplicate services provided directly by the Department.
○ Attest to collecting data in such fashion as to minimize duplication of reporting to the extent possible.
• Describe the analysis process for reviewing survey data and prioritizing needed services to be provided by the cooperative.
• Describe the extent to which state, local, and other resources collectively are deemed to meet the educational needs of participating local school districts as determined by assessments conducted.
○ Employ such personnel as may be required to provide the services requested by the schools and districts and documented by the surveys.
○ Demonstrate how cooperative programming and sharing of services help extend educational resources of the local districts.
• Demonstrate cooperative relationships with other education service cooperatives, school districts, postsecondary institutions, and other agencies to provide programs and services for children and adults residing within the service area.
• Demonstrate how the services local districts are provided to meet and/or exceed accreditation standards and student performance expectations are equalizing educational opportunity for the member districts.
• Demonstrate how cooperative programming and services provided through the education service cooperative extend the priorities of the Department of Education, the State Board of Education and/or the General Assembly.
• Provide data regarding the satisfaction of users and evaluation of service adequacy including but not limited to:
○ User satisfaction surveys of services provided.
○ Evaluations from individual participants in the professional development events conducted by cooperative staff and consultants.
○ Evaluations of direct services provided to school districts and individual schools such as group purchasing, shared professional staff (special education supervisors, federal programs administration, gifted and talented supervisors, etc.)
• Provide documentation of reporting duplications, cost analysis studies, and/or best practices.
Reference In Rules | 5 Excellence | 4 Exceeding Standards | 3 Meeting Standards | 2 Alert | 1 In Need of Immediate Improvement |
|---|---|---|---|---|---|
22.2 Annual user Satisfaction Survey Results (all personnel of member districts) | 90% or greater satisfied/very satisfied | 80-89% or greater satisfied/very satisfied | 70-79% or greater satisfied/very satisfied | 60-69% or greater satisfied/very satisfied | 50-59% or greater satisfied/very satisfied |
22.2 Summative PD session evaluation responses | 3.8 or higher on 4.0 scale | 3.4 to 3.7 on 4.0 scale | 3.0 to 3.3 on 4.0 scale | 2.6 to 3.2 on 4.0 scale | 2.5 or below on 4.0 scale |
17.00 Annual Surveys and Needs Assessments | Meets 4 of the 4 criteria | Meets 4 of 4 criteria | Meets 4 of 4 criteria listed below: | Meets 3 of 4 criteria. | Meets 2 or less of the 4 criteria. |
AND | AND | 1. Evidence that a Professional Development Needs Survey was administered; | |||
Reports survey and needs assessment results to member districts and the Department | Reports survey and needs assessment results to member districts. | 2. Evidence that the survey data was reviewed by cooperative leadership; | |||
AND | 3. Evidence of ongoing input of district needs from various groups (id Teacher Center Committee, job alike groups, etc. | ||||
Reports any duplications to the Department | 4. Works with the Department to conduct surveys that complement, rather than duplicate the work of the Department. | ||||
4.2 Provide Assistance | Meets 3 of the 3 criteria | Meets 3 of the 3 criteria. | Meets 3 of the 3 criteria listed below: | Meets 2 of the 3 criteria. | Meets 1 of the 3 criteria. |
AND | AND | 1. Assist member districts in meeting or exceeding accreditation standards and equalizing educational opportunities; | |||
Provides evidence that exceeds the expectation in at least two (2) areas such as exceeding accreditation standards and equalizing education opportunities | Provides evidence that exceeds the expectation in at least one (1) area such as exceeding accreditation standards and equalizing education opportunities OR a cost analysis study of coordinated services. | 2. Using educational resources more effectively through cooperation among school districts; and | |||
AND | 3. Promoting coordination between school districts and the Department in order to provide services that are consistent with the needs identified by school districts and the education priorities of the state. | ||||
a cost analysis study of coordinated services. | |||||
9.00 Teacher Center Committee and | Meets 5 of the 5 criteria. | Meets 5 of the 5 criteria. | Meets 5 of the 5 criteria listed below: | Meets 4 of the 5 criteria. | Meets 3 or less of the 5 criteria. |
10.00 Other Necessary Committees | AND | AND | 1. A teacher center will provide, if funds are available, curriculum development assistance, educational materials, and staff development services to teachers within the area. | ||
Lists the other committees and the purposes or responsiveness to member districts. | Lists the other committees and the purposes or responsiveness to member districts. | 2. A teacher center committee is composed of a least one (1) representative from the staff of each school district; | |||
AND | 3. At least one-half (1/2), but not more than two-thirds (2/3) of the members are classroom teachers; | ||||
Best practices are shared publicly. | 4. The committee meets at least three (3) times per year; and | ||||
5. Other committees of local school personnel are convened to be responsive to the member districts. | |||||
16.00 Liaison with Postsecondary Institutions | Collaborates with more than two (2) postsecondary institutions on a regular basis. | Collaborates with more than one (1) postsecondary institution on a regular basis. | Shall cooperate with the state-supported postsecondary institution located within its area. | Cooperates with one (1) postsecondary institution within the state. | Does not cooperate or collaborate with a postsecondary institution. |
AND | |||||
Best practices are shared publically. |
Staff Qualifications and Administration Effectiveness
The impact of the education service cooperative is dependent on the effective and efficient performance of the director, teacher center coordinator and staff. In this section of the review, provide such policy documents and other documentation that determine the extent of effective administration and management of the cooperative as noted in “3 Meeting Standards.” Additional narrative description, data or other evidence may be included to meet the requirements of “4 Exceeding Standards” or “5 Excellence”. Evidence may include but not be limited to:
• Provide evidence of Board of Director meetings and if applicable executive committee meetings.
• Provide evidence that the director holds an administrator's certificate and meets all requirements to serve as a superintendent of schools in the State of Arkansas
• Provide evidence that personnel of the education service cooperative maintain licensure or certification requirements, same as those expected of persons holding similar positions in local school districts.
• Provide evidence of established (written) policies and procedures for the operation and management of the education service cooperative.
• Provide evidence that Maintain fiscal accounting procedures are in keeping with APSCN and appropriate standard accounting procedures.
• Provide evidence that all Address recommendations (if any) from the most recent (five-year) cooperative evaluation report have been addressed or corrected.
• Provide evidence of current personnel policies and most recent review date.
○ Document that all personnel meet minimum certification requirements for the position(s) held.
○ Describe the process for staff performance evaluation and display the rubric used to conduct such personnel reviews. Describe the extent to which staff performance evaluations lead to merit pay or salary increases.
○ Describe the process adopted by the Board of Directors to review and evaluate the administrative effectiveness of the Director of the education service cooperative.
Reference In Rules | 5 Excellence | 4 Exceeding Standards | 3 Meeting Standards | 2 Alert | 1 In Need of Immediate Improvement |
|---|---|---|---|---|---|
11.00 Director | Meets 5 of the 5 criteria | Meets 5 of the 5 criteria | Meets 5 of the 5 criteria listed below: | Meets 4 of the 5 criteria. | Meets 3 or less of the 5 criteria. |
12.00 Personnel | AND | AND | 1. All positions requiring licensure are occupied by personnel possessing licensure or approved alternative | ||
14.00 General policies, rules and regulations | All audit findings are addressed | All audit findings are addressed | 2. Evidence of staff formal evaluations including performance evaluation of director | ||
21.00 Policies, procedures, expenditures, reports and audits | AND | 3. Personnel policies are in place and current | |||
Best practices are shared publicly | 4. Annual reports are compiled and disseminated to individuals and entities required by statute | ||||
5. There is no evidence of fiscal distress as witnessed by any one of criteria in 27.00 of the Rules | |||||
3.00 Board of Directors | The Board of Directors meet more than eight (8) times each year, and written policies and procedures for operation are filed with the State Board. | The Board of Directors meet more than eight (8) times each year, and written policies and procedures for operation are filed with the State Board. | The Board of Directors meet at least eight (8) times each year, and general fiduciary responsibilities for the cooperative are documented. | The Board of Directors meet less than eight (8) times each year, and/or general fiduciary responsibilities for the cooperative are minimally documented. | The Board of Directors meet less than eight (8) times each year, and/or general fiduciary responsibilities for the cooperative are not adequately documented. |
8.00 Executive Committee | AND | May substitute: The executive committee or board of directors meets more than required. | OR | ||
Records of internal improvement in efficiency of operation are available upon request. | The executive committee meets at least nine (9) times per year, and the board of directors meets at least three (3) times annually. The president of the board shall serve as chair of the executive committee. | ||||
May substitute: The executive committee and board of directors meet more than required. |
Extent of Local Financial Support
Prepare a narrative and data that will define the Cooperative's procedures regarding local financial support. Documentation should include evidence of financial stability of the regional service cooperative and its financial ability to serve the local school districts as noted in “3 Meeting Standards.” Additional narrative description, data or other evidence may be included to meet the requirements of “4 Exceeding Standards” or “5 Excellence”. Evidence may include but not be limited to:
• Provide evidence of programs and services available to all member districts.
• the benefit of all district consortia members. The consortium financial resources are managed in ongoing fashion for the service benefit of all consortia members. Provide documentation that consortia members are provided monthly financial report of consortia revenue and expenditures.
• Provide evidence of all district contracts for services and part-time personnel to be supported in whole or in part by local funds
• Provide evidence, if applicable, that school districts outside of the education service cooperative contracted for services.
• Provide evidence of all categorical state or federal funds approved by the governing body and under conditions set by the State Board of Education.
• Provide evidence of cost analysis studies and the reporting procedures of such studies.
Reference In current rules | 5 Excellence | 4 Exceeding Standards | 3 Meeting Standards | 2 Alert | 1 In Need of Immediate Improvement |
|---|---|---|---|---|---|
18.00 Programs and Services | Meets 3 of the 3 criteria. | Meets 3 of the 3 criteria. | Meets 3 of the 3 criteria listed below: | Meets 2 of the 3 criteria. | Meets 1 or less of the 3 criteria. |
19.00 Participation of Local School Districts | AND | AND | 1. Programs and services are based on the needs of the member districts and priorities of the state; | ||
22.2 extent of local financial support | Programs and services are documented based on needs assessment and evaluation is reported. | Programs and services are documented based on needs assessment. | 2. Each member district is entitled to participate in programs and services that are fully supported by state funds | ||
24.00 Technology Centers | AND | AND | 3. Programs and other services may be supported by local funds. | ||
25.00 Mathematics and Science Center | Resources of the educational service cooperative are enhanced by forming support networks among the member schools to provide extended services, provide new services and combine funding to support programs such as group purchasing, thus maximizing local school district funding. 90% or more of member districts participate by purchasing services and providing release time for staff to engage in specialized training & services. | 50% or more of member districts support the cooperative in offering extended services in two (2) or more activities or events or purchased services with local funds. | |||
AND | AND | ||||
Cost analysis study has been performed for 1/5 of member districts annually and the findings have been shared in a face-to-face meeting with the superintendent. | At least one (1) cost analysis study has been performed and the findings have been shared in a face-to-face meeting with the superintendent (s) | ||||
AND | |||||
Best practices are shared publicly. |
Evaluation of Education Service Cooperative
The self-study (self-evaluation) documents and evidence along with summary statements provided by the visiting evaluation committee shall comprise the evaluation documents to be maintained by the Department of Education and subsequently reported to the General Assembly. Each education service cooperative shall be assigned an overall evaluation score.
TOTAL EDUCATION SERVICE COOPERATIVE EVALUATION
Cooperative Evaluation Level
Level 5 -- Excellence
Level 4 -- Exceeding Standards
Level 3 -- Meeting Standards
Level 2 -- Alert
Level 1 -- In Need of Immediate Improvement
Level 5 -- A cooperative must receive a majority score of 5 on categories (at least 6 out 9 categories); and no scores below 3.
Level 4 -- A cooperative must receive at least six (6) scores of 4 or some combination of 4 or 5; and no scores below 3.
Level 3 -- A cooperative must receive at least six (6) scores of 3 or some combination of 3, 4, or 5; may include only one score of a 2 (if some combination of 4 or 5 was assigned) with no additional scores below a 3.
Level 2 -- A cooperative scores 2 in 2 or more categories.
Level 1 -- A cooperative scores 1 in 1 or more categories.
Credits
Adopted June 26, 2017. Amended May 19, 2018.
Current with amendments received through February 15, 2024. Some sections may be more current, see credit for details.
Ark. Admin. Code 005.01.24. Appendix 1, AR ADC 005.01.24. Appendix 1
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