Provider Orientation 20092010 School Year

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Provider Orientation2009/2010 School Year

• Mark Alvarado, M.Ed.
• Project Coordinator
• State and Federal Accountability

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Supplemental Educational Services

• No Child Left Behind mandated program for Title I
  school who are in Stages 2 to 5 of School
  Improvement status
• Students who receive Free or Reduced lunch are
  eligible for program.
• Each child has PPA (Per Pupil Allocation)
• Provided by youState Approved Providers

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Austin ISD2009/2010 Schools

• Could Exit SIP
• Dobie MS (97)
• Mendez MS (94)

• Eligible Schools
• Lanier HS (85)
• Travis HS (86)
• Reagan HS (87)
• Paredes MS (73)
• Fulmore MS (74)

• Could Enter SIP
• Burnet MS (94)
• Pearce MS (95)
• Norman EL (95)

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Statistics
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The ProcessFirst Things First!
Submit -AISD Contract -W-9 -Background Checks
-Insurance Documentation

• Contract Approved
• Provider given Open PO
• Provider is Clear to recruit and
• collect enrollment forms
• Added to List Serve
• School Contacts Provided

2-4 Weeks
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The Process

• Contract and W-9 Found on Austin ISD SES website
• Standard liability insurance coverage 500,000
  minimum per occurrence1,000,000 aggregate
• Background Checks
• For Provider employees that will be working with
  students directly (In person, over phone, on
  line)
• Provider must provide documentation showing that
  tutor has passed check (FBI, TXDOT)
• Provide documentation before tutor begins working
  with students

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Recruiting

• 90 of students must begin services
• within 30 days of district receiving
• enrollment form to meet compliance requirements.

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The ProcessRecruiting

• Must complete contract process first
• AISD has Open Enrollment from August 24, 2009 to
  May 26, 2010
• Schools administrators will decide on campus
  visits for recruiting (must give administrator 2
  day notice if you plan to visit to schedule a
  recruiting visit)
• Any recruiting on district facilities must be
  reported to SES Project Coordinator
• Recruiting at non school AISD facilities must be
  approved prior
• List Serve will be used to communicate upcoming
  recruiting opportunities

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The ProcessRecruiting

• Must use Texas SES Enrollment form
• Parent must fill out form COMPLETELY
• Students 18 or older do not need parent consent
• On line forms submitted before the end of the
  school day by students under the age of 18 will
  be questioned
• Please remember that you represent your company
  who provides SES to AISD students
• You do not represent Austin ISD, NCLB, TEA, USDE
• Refer to AISD contract for additional
  requirements

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(No Transcript)
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Enrollment

• 90 of students must begin services
• within 30 days of district receiving
• enrollment form to meet compliance requirements.

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Receive Enrollment Form(On line, Fax, Paper)
Check for Eligibility and Process
Not Eligible
Eligible
Letter to Parents
Letter to Parents
5 Days or Less
Provider Notified and sent needed documents to
create SLP and deliver services
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Enrollment Packet
Individual Education Plan (IEP)for Special
Education Students
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The ProcessEnrollment

• Remember to communicate with parents ASAP when
  you are notified that he/she is enrolled in your
  program
• You will be notified via EZSES and/or email
• Once student is assigned on EZSES your on the
  clock
• Remember that there is additional contact info on
  enrollment form
• We do not keep track of students who you did not
  get

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Tutoring

• 90 of students must begin services
• within 30 days of district receiving
• enrollment form to meet compliance requirements.

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10 Days Assign on EZSES-SLP Submit
Provider receives data, identifies student
academic needs, and creates SLP based on student
needs.
Provider submits SLP for Approval in EZSES.

• Student can begin receiving
• Services
• (STUDENT SLP MUST ME IN AISD
• FILE WITHIN 5 DAYS OF APPROVAL)

SLP Approved by AISD 1-3 days
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Parent chooses to not participate in SLP
creation, NO Signature needed on final copy
Parent WILL participate, PARENT SIGNATURE
IS NEEDED
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Billing
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The Process Billing

• Must be done by 5th working day of the next month
• You have 30 days to bill for services provided
• I.E. If you provide services on April 1 you must
  bill
• by May 1 or loose payment

• End of Month
• Submit attendance for last week in EZSES
• Submit Progress for Month in EZSES
• Organize AISD student Sign In sheets
• Print your system log in/out sheets
• Create Invoice in EZSES

Ensure that what you billing for (EZSES Invoice)
Matches verification (Student Sign in And Log
in/out sheets
Signed SLP on File

• Submit invoice in EZSES
• Fax, email, upload,
• Verification documentation

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The ProcessBilling (Verification)
We will check date and time on EZSES invoice
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The ProcessBilling (Verification)
Distance Providers
1.5 hours
1.5 Hours
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THINGS YOU HAVE TO COMPLETE
Very important and must match EZSES invoice
(Verification)
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The ProcessBillingErrors in Verification

• Will be notified of errors
• and/or missing documentation
• (notification can be delayed by
• workloads)
• Will delay payment

Your Invoice
Your Invoice
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EZSES
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Region 13 Training for Providers

• Tentative for late July or August
• Mandatory for all New Providers
• Updates version for current Providers
• http//www5.esc13.net/ses/index.html

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Purpose of EZSES

• Assist districts in managing student and provider
  data
• Assist providers by providing consistency in
  attendance, student learning plans, and progress
  reports,
• Allow SIRC to better serve districts and
  providers
• Allow TEA to monitor district and provider
  implementation of SES more closely.

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EZSES

• Is mandatory (Provisions and Assurances, Part
  XII-P and Austin ISD SES Contract)
• Communicate problems to district coordinator ASAP
• Your problems might not be isolated
• EZSES will be used for SLPs, invoicing,
  attendance, progress monitoring

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Austin ISD and EZSES

• Maintain EZSES information (SLPs, invoicing,
  attendance, progress monitoring)
• Attendance must be submitted on a weekly basis
  (by the last business day or Friday)
• Information on EZSES must match hard copy
  documents (Verification)
• Gets you paid faster, keeps us prepared for
  audits that effect all of us, avoids issues when
  transfer occur.

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SLP

• Use data received in Approval Packet to assist in
  creating SLP
• Collaborate with Parents to finalize SLP (When
  needed)
• Secure Parent Signature on SLP
• SLP needs to singed by Provider also
• Enter SLP into EZSES system, submit for approval
• Mail Hard Copy of SLP, with necessary signatures,
  to Austin ISD

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No Parent Signature on SLP

• Austin ISD has to secure parent signature on SLP
  but
• USDE-3 Documented Attempts Needed
• If parent signature not secured by Provider,
  Austin ISD will attempt to secure signature by
• Contacting parent
• Coordinating with Campus SES contact
• Austin ISD/Provider will document process
• Services are allowed to commence, if
  documentation is shown to prove failed attempts
  to gather signature

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SLP on EZSES

• SLP will be reviewed by district coordinator
• If there is problem with SLP, coordinator will
  contact via EZSES and/or email
• Do not begin services until the SLP is approved
  and/or you receive email stating that SLP is
  approved
• Once SLP is approved on EZSES, you can begin
  serving students
• Provider will be notified by email as well

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Building Use-Application Procedure

• Complete Application for Use of School Facilities
  Form CE1000
• Fax completed application to school principal or
  designee
• Written notice of approval or disapproval
• Ongoing use of a facility may require
  interlocal/license agreement
• Austin ISD reserves the right to ask for full
  payment or a fee deposit in advance
• Must give advance written notice (48 hrs) if
  canceling

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Building Use-Fees
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COMMUNICATE COMMUNICATE COMMUNICATE
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Websitewww.austinisd.org/academics/ses/
Documents, past presentations, Q and A
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Key Contacts-Austin ISD

• Mark Alvarado (SES Coordinator)
• Mark.alvarado_at_austinisd.org
• 512.414.0012
• Gloria Zamarripa (Budget Specialist)
• Gzamarri_at_austinisd.org
• 512.414.4567
• Fax [phone]

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Key Contacts-Region 13

• Samuel Maldonado , Education Specialist School
  Improvement Resource Center samuel.maldonado_at_esc1
  3.txed.net(512) 919-5211 (phone)[phone]
  (fax)
• Leticia Govea , Education Specialist School
  Improvement Resource Center leticia.govea_at_esc13.t
  xed.net(512) 919-5169 (phone)[phone]
  (fax)

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Key Contacts-TEA

• Rita Ghazal, Coordinator SES Texas Education
  AgencyRita.Ghazal_at_tea.state.tx.us(512) 936-9374
  (phone)[phone] (fax)

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Question, Comments