Items from KDE
Hold the Date; Superintendents’ Summit to be Held on September 5, 2013 in Frankfort
Due to a number of critical issues that exist, KDE is going to hold a face-to-face Superintendents’ Summit on September 5, 2013 at the Capital Plaza Hotel in Frankfort from 10:00 a.m. to 4:00 p.m. ET in the Ballroom, and it will include lunch. The main topics will be the Kentucky School Boards Insurance Trust (KSBIT), meeting delivery targets, and budget. This meeting will only be for superintendents or one designee if the superintendent cannot attend. Please put this meeting on your calendar. If you need a lodging room for attending the summit, call the Capital Plaza Hotel at (502) 227-5100. It is located at 405 Wilkinson Blvd., Frankfort. Tell them you are with KDE’s Superintendents’ Summit and you should receive the state rate.
We will provide more details in the near future. You or your designee need to attend this meeting for face-to-face discussions on these important topics and to get your questions answered.
Update on SB 97
The response to raise the compulsory school attendance age to 18 has been nothing short of phenomenal. I want to thank each of you who has addressed this issue in your districts and passed a policy. As of Monday, July 1, 80 districts have passed a policy and applied for the $10,000 planning grant.
Some of you have asked if it is too late for your district to qualify for the grant. We have now secured funds to offer the $10,000 planning grants to the first 96 districts that go through the steps to adopt such a policy and complete the required steps in ASSIST. So, if you have not completed the process, you can still do so and qualify for a grant.
Additionally, when you go into ASSIST to complete the process, here are some items of clarification to help you be successful in your submission. A few districts have called to report that there are no “upcoming tasks” titled “Raising the Compulsory Attendance Age”. What your district needs to do is click on the Diagnostic & Survey tab and begin the diagnostic process. This is Step 3 in the ASSIST instructions that were previously distributed or you can go to the following link for the instructions:http://education.ky.gov/school/Documents/SB%2097%20ASSIST%20Instructions%20-%20Grant%20Application.pdf
Additional clarifying information that may prove useful as you complete this process is:
• These instructions were developed for superintendents to perform these tasks. Others accessing the ASSIST system may not have the necessary permissions to see AND complete all tasks.
• ASSIST can only upload one document at each of the upload sites; therefore, it will be necessary to combine multiple documents such as your board minutes and the application into one PDF document prior to submission.
• If you are not able to access the ASSIST system due to password issues, you will need to click on the send password tab in the login screen. KDE cannot reset ASSIST passwords.
• If you have not received an invitation to the ASSIST system for Raising Compulsory Attendance Age, AND you have attempted to unsuccessfully access the ASSIST system, please contact Ginger Kinnard at 502-564-4403
, ext. 4048 for further assistance.
• If you have a general question about the Senate Bill 97 process or application for the planning grant, contact Tom Edgett at Thomas.firstname.lastname@example.org
or Brandi Hon at Brandi.email@example.com
or call 502-564-2116
Restraint and Seclusion Online Training
The Kentucky Department of Education (KDE), in partnership with Kentucky Educational Television (KET), has developed a web-based option for the annual training required of all school personnel, pursuant to Section 6(1) of 704 KAR 7:160, Use of Physical Restraint and Seclusion in Public Schools. Promoting Positive Behavior in Schools is a professional learning opportunity that focuses on positive behavioral supports and interventions to help school personnel increase appropriate student behaviors, decrease inappropriate or dangerous student behaviors and respond to unsafe situations. Positive intervention and support increases student engagement and instructional time, creating a school climate that can focus on college and career readiness.
This training consists of four modules and include video footage from Kentucky schools that are effectively implementing positive behavioral intervention and support systems; endorsements of such systems by leaders from the behavior field, administrators and other school personnel; and video examples of evidence-based practices. The training also includes brief, focused, engagement activities.
To assist districts with implementation of the regulation, the Kentucky Department of Education has created a Frequently Asked Questions (FAQ) document. This resource is available by clicking here
For programmatic questions regarding the web-based training, please contact Exceptional Children Consultant, Gretta Hylton, Gretta.firstname.lastname@example.org
or (502) 564-4970
For technical questions, please contact Brett Smith, Kentucky Educational Television,email@example.com
or (800) 432-0951
New Continuous Instructional Improvement Technology System (CIITS) 15.0 Release – PLEASE SHARE WITH TEACHERS
The new version of CIITS -- 15.0 – is now live and includes a Student Portal that allows teachers to search content intended for students, assign the content to students, set assignment parameters such as visible start/end/due dates and provide instructions/comments for the assignment. More information is available here
Several other new features are available in the 15.0 release, including:
Enhanced Web Parts
Web parts containing attendance, benchmark and classroom tests, upcoming tests and assignments, and the latest scored and the completed tests are available on the Student Portal.
These Web parts provide students easy access to pertinent information about upcoming events and their academic record.
District Scheduling for District/State-Created Curriculum
A district may map curriculum to its unique courses and sections. More details on this will be available at a later date.
Publisher Filter for Material and Curriculum Search Results
A “Publisher” filter is available to limit material and curriculum search results.
Multi-dimensional rubrics are available with various layout options (basic, grouped and scored at group level) available during the creation of the rubric. You may attach rubrics to items and you may add a weight to each dimension after the rubric is attached.
Improved Scoring Page
Users may score at the row or header level, based on the rubric layout selected. A redesign of the score pages also includes a new tab for scoring all open-response items. Additionally, you may enter comments for all open-response items, and those comments can be displayed on the student profile, student portal and parent portal.
Updated Item Analysis
An updated item analysis includes rubric-based performance for open response questions.
Assessment manipulatives are contained on the manipulatives toolbar and are no longer scaled down, thus ensuring reproducible measurements. Manipulatives include a ruler, protractor and compass.
SMART Clicker Integration
SMART-brand clickers are integrated into the product and support both test taking and polling modes.
New CIITS Permissions for PGES pilot
Two new permission roles are available in the Educator Development Suite (EDS) of CIITS to use in the Professional Growth and Effectiveness System (PGES) pilot. These new roles include EDS – CIITS manager and CIITS roster manager.
The EDS – CIITS manager role gives the user access to the Admin & Setup section of the Educator Development tab within CIITS. This allows the user to update caseloads by assigning peer observers and observers to teachers and removing peer observer assignments.
This permission is automatically granted to principals and superintendents to observe all teachers at their schools. With authorization of their principal or superintendent, the Kentucky Student
Information System (KSIS) point of contact also can assign the role to appropriate certified personnel.
Once an observer and observation window are assigned to a teacher, the observer will be able to perform an observation for the teacher(s) to whom they are assigned. Observers’ assignments may be removed; however, any scheduled observations must first be removed from the caseload. If the observer has started an observation for the teacher, the teacher-observer association cannot be removed. The EDS – CIITS manager is a custom role provisioned in Infinite Campus by the Kentucky Student Information System (KSIS) point of contact at the school level in each district. You may request the EDS – CIITS manager role by completing the CIITS District User Access Request Form and submitting it to the district KSIS point of contact.
The CIITS school roster manager
role gives the user access to the Enrollment Change Requests page, which is accessible from the User Management page, within CIITS. This permission allows the user to receive roster-verification and drop/add requests from teachers. The school roster manager will verify the information is correct in Infinite Campus and work with the appropriate district individuals to make corrections. Roster changes made in Infinite Campus will be updated in CIITS each week. More information about viewing and managing roster change requests is available here
Website Data Collection on Superintendents’ Contracts and Benefits Information
Just a reminder that KDE will begin collection of superintendent contracts and benefits information on Monday, July 1, 2013. Information should be submitted by your finance officer (or appropriate designees) through this link: https://odss.education.ky.gov/webforms
. Information must be submitted by August 31, 2013.
If have any questions about submission of this data, please contact Carol Buell at firstname.lastname@example.org
New TELL Data Dashboard window open until July 30
TELL Data Dashboards will be available to every district in Kentucky that reached a 50 percent response rate in 2011 and 2013. Within the next week, individual access codes and instructions will be sent by e-mail to each school district to access the information from a private page for the TELL results. Results must be downloaded within the 30-day window. After July 30, the site will no longer be available.
Within the district files, there is a description of the scatterplots and heat maps as well as the district's actual data in scatterplot and heat map formats. These data may be used as part of the school improvement process to easily identify schools that are doing well and highlight best practices.
2012-13 Minority Recruitment and Retention (MERR) Report due on or before July 31
Each year districts are required to submit a Minority Recruitment and Retention (MERR) report of the district’s efforts to increase the percentage of minority teachers. To assist districts with the reporting process, step-by-step procedures are provided on the Kentucky Educator Placement Service (KEPS) website. The following information describes the reporting requirements and offers guidance to begin the process.
Kentucky regulation 704 KAR 7:130 states, “Each school district superintendent shall report annually the school district’s recruitment process and the activities used to increase the percentage of minority teachers in the district pursuant to administrative regulations of the Kentucky Board of Education.” In addition, KRS 160.380(2) (d) states, “The superintendent shall conduct a search to locate minority teachers to be considered for vacant positions.” Lastly, the superintendent shall, “Annually report the activities used to increase the percentage of minority teachers in the district.”
The 2012-13 MERR data collection must be submitted to the Kentucky Department of Education via a web application on or before July 31, 2013
. You can access the web application by logging in at: https://applications.education.ky.gov/KEPs/default.aspx
. Login as a district user; then locate MERR Home from the drop down menu under the “DISTRICTS” tab. The reporting cycle for the 2012-13 MERR data report is July 1, 2012 through June 30, 2013
. All vacancies during this time will need to be updated (marked “filled” for all hires) before completing the MERR report.
When the district KEPS data manager posts a certified vacancy position, its status is reflected on the posting site as “for review”. A data administrator at the Kentucky Department of Education then reviews the position and the status is changed to “posted”. School district KEPS data managers are prompted to complete the MERR report hiring data when the status of a position is changed from “posted” to “filled”. Data collection is continual and data are archived throughout the hiring period, eliminating the need for manual collection and summary of hiring data at the end of the reporting period.
In an effort to improve data quality, please have the identified staff person managing the KEPS data management system take the following steps to ensure all data is captured:
• Review all posted positions – from the main menu select “pending vacancies.” Execute a search using Districts – Pending Vacancies – Posted. Change the default setting for “Posted During the Last” from 120 days to “All”.
• Take appropriate action on all outdated postings, which remain unfilled after 30 days.
• From the edit page, change the position status from Posted to “Filled” or “Withdraw”.
• If status is changed to “Filled”, complete the hiring data entry when prompted.
• Take appropriate action on all posted positions, except for unfilled certified vacancies.
• Review for accuracy the hiring data from positions filled through waiver requests.
• Review for accuracy the hiring data from positions filled after the thirty-day posting requirement (Administrator, Principal, Student Services, Superintendent, and Teacher Summary data).
• Corrections to the MERR hiring data can be made to individual postings. Execute a search using
Districts – Search Vacancies – Filled. Locate the filled posting then scroll down to the MERR Hiring data. Click on Need to Update? to make the necessary changes.
Use the ID and password assigned for KEPS to gain access to the MERR web application. If you wish to designate a staff person responsible for completing the MERR report, forward the attached instructions for assigning application rights, ID and password to your district Web Application Administrator Point of Contact (WAAPOC).
In an effort to ensure data integrity and secure each district’s report, we recommend removing rights from any staff except the superintendent and superintendent designees. If you need additional support in proceeding with completion of the MERR report, contact Candace Souder with the Division of Next Generation Professionals at email@example.com
Verification of School List for School Report Card (SRC) (Attachment) – DEADLINE FOR COMPLETION JULY 5
Beginning the week of July 8, KDE will establish the 2013 School Report Cards for schools and districts for upcoming data review and collection.
On June 11, Commissioner Holliday’s Monday Superintendent E-Mail asked districts to verify all schools, programs or centers from the 2012-13 school year. This verification allows the 2013 School Report Card reporting process to begin with an accurate school list.
The original deadline for this task was June 21. Currently, 37 districts have completed verification (see “COMPLETED VERIFICATION” list below). Additionally, approximately 10 districts have requested school changes that are being processed.
In an effort to complete this task, the Office of Assessment and Accountability is asking DACs, in districts that have not completed the verification, to help facilitate the verification with their superintendent.
KDE must receive verification of the school list or change request by July 5 in order to update this information. If incorrect information is loaded into the SRC system, it will need to be corrected before public reporting. The up-front verification will save DACs and School Report Card Contacts additional work later.
The original message from Dr. Holliday with directions is below. The SRIM School List is attached
District Verification Needed for Fall 2013 Reporting (Attachment) – Note: June 21 deadline
Several offices in the Kentucky Department of Education have started work on the School Report Card (SRC) for release in fall 2013. The SRC will display available data and information for A1 schools, alternative programs and career and technical education centers. A proactive and critical first step for 2013 is to verify all schools, programs or centers from the 2012-13 school year that will have a SRC published on the KDE website.
Superintendents or their designees are asked to verify information for their district. Attached
is an alphabetical list of schools, alternative programs and career and technical education centers, organized by districts. (See SRIM SCHLIST FOR SRCv3.xlsx.)
• If all schools, alternative programs and career and technical centers in your district are listed correctly, please e-mail firstname.lastname@example.org
that verification is complete and no changes are needed.
• If your district list needs revisions (i.e., missing or incorrect information), click the link to the school change request form http://education.ky.gov/districts/data/Pages/School-Change-Requests.aspx
. Filling out the form ensures that the school information is revised or appropriate additions are made.
• Please complete your verification by Friday, June 21.
Thank you for taking time to verify your district information. It is integral to a successful 2012-13 School Report Card.
005 Allen County
015 Ballard County
021 Barren County
035 Boone County
072 Burgin Independent
081 Caldwell County
095 Carlisle County
105 Carter County
113 Caverna Independent
131 Clinton County
146 Dawson Springs Independent
151 Edmonson County
156 Eminence Independent
157 Erlanger-Elsmere Independent
161 Estill County
175 Floyd County
185 Fulton County
195 Garrard County
215 Green County
231 Hardin County
236 Harlan Independent
241 Harrison County
255 Henry County
272 Jackson Independent
305 LaRue County
351 Logan County
354 Ludlow Independent
375 Marion County
385 Martin County
391 Mason County
478 Paris Independent
481 Pendleton County
502 Raceland-Worthington Independent
531 Shelby County
561 Trimble County
567 Walton-Verona Independent
595 Wolfe County
Health/First Aid Rooms in Schools
It has come to our attention that health/first aid rooms in some schools have been repurposed or will be repurposed so that they can no longer be used for student health services. In KRS 156.502 [http://www.lrc.ky.gov/KRS/156-00/502.PDF], Kentucky law requires that school health services be provided in schools. Best practice for providing required health services to students to protect their privacy and the health of all other students and employees is the use of a dedicated First Aid/Health Room.
Per 702 KAR 4:170, the KBE has approved the Administrative Suite Support Spaces that must be in each school including the minimum requirements for a First Aid Room with Toilet, often referred to in schools as the Health Room. Room specifications are as follows:
• Minimum Area = 200 Square Feet
• Locate off the reception area and with direct view the receptionist’s desk through a half-glass door sidelight
• Equip with a base cabinet with sink
• Space for a least one cot
• A handicapped accessible toilet room shall be included within the First Aid/Health Room.
Any facilities constructed after March 2, 1995 should already include a First Aid Room based on the standards in 702 KAR 4:170. Please review this information with principals, school health coordinators and other staff providing school-based health services to students to ensure that these rooms are properly used in schools. If your facility was constructed prior to 1995 and you do not have health rooms in all schools, please review available space to provide for a First Aid/Health Room.
For questions regarding First Aid/Health Rooms you may contact Cheri Meadows by telephone at 502-564-5279
or via e-mail at email@example.com
Information on Civil Rights Data Collection (Attachments)
On Friday June 21, 2013, the Department of Education (ED), in accordance with the requirements of the Paperwork Reduction Act of 1995, published a notice in the Federal Register requesting public comment on the proposed 2013-14 and 2015-16 Civil Rights Data Collections (CRDC). Since 1968, this data collection (formerly known as the Elementary and Secondary Education Civil Rights Compliance Report) has been an integral and important aspect of how the Office for Civil Rights undertakes its responsibilities under the civil rights laws it administers.
As with previous CRDC collections, the purpose of the 2013-14 and 2015-16 CRDC is to obtain vital data related to the requirement under the civil rights laws that public local educational agencies (LEAs) and elementary and secondary schools provide equal educational opportunity. ED has extensively analyzed the uses of every data element collected in the 2011-12 CRDC and sought advice from experts across ED to refine, improve, and where appropriate, add or remove data elements from the collection. The 2013-14 and 2015-16 CRDC redesign effort ensured that, while several new indicators were added to the collection, data elements also were removed where appropriate. ED also made the CRDC data definitions and metrics consistent with other mandatory collections across ED wherever possible. The proposed additions and changes to the 2013-14 and 2015-16 CRDC reflect the need for and will provide a deeper understanding of and accurate data about the educational opportunities and school context for our nation’s students.
We recognize and appreciate the hard work and commitment of the school districts and states in providing this important data.
For further information, please reference the contact information below:
Kentucky Teacher - Raising college/career-readiness; Compulsory school attendance age
, the Kentucky Department of Education’s award-winning online publication, is the place to go to stay abreast of what is happening in Kentucky’s public schools. Kentucky Teacher
includes education news, feature articles that highlight successful classroom practice, helpful resources and more.
Here’s a look at what’s coming in Kentucky Teacher the week of July 1:
• Find out how, in just three years, Bell County nearly tripled the number of its students who graduate college- and career-ready. See the role data played in the process.
• Kentucky Education Commissioner Terry Holliday writes about raising the compulsory school attendance age in his monthly column.
Make sure you don’t miss anything in Kentucky Teacher by signing up to receive e-mail updates whenever new stories or features are added. Rest assured, we won’t share your e-mail address.
We want to hear from you too, so send your comments, feedback or story suggestions to us at firstname.lastname@example.org
or post your comments online.
Kentucky Teacher is produced by KDE’s Division of Communications.
Items from Outside Agencies
PLEASE NOTE: Inclusion of items in this section does not constitute endorsement by the Kentucky Department of Education or the Commissioner of Education.
Next Generation Game Changer Institute
July 22-24, the College of Education at the University of Kentucky will present an intensive workshop for P-12 teachers so they may learn to design and integrate digital game-based tools for inquiry, critical thinking and problem solving. The conference will run 8:30 a.m. to 3 p.m. each day. The cost is $300 for NGLA participant districts. Contact: Dr. Joan Mazur at email@example.com
with questions. To register go to http://p20.education.uky.edu/game-changer-institute/
Environmental education awards and conference
Each year, the Kentucky Association for Environment Education (KAEE) presents three awards for Excellence in Environmental Education. If you know an individual, organization, or program that is doing exceptional work for environmental education in the state, please nominate them and help honor them for their work!
1. Outstanding Environmental Educator
2. Outstanding Environmental Education Program
3. Outstanding Organization in the field of Environmental Education
Environmental Education Conference
The Kentucky Association for Environmental Education (KAEE) will hold its annual conference September 13-14 at Lake Barkley State Resort Park. Preconference workshops begin Thursday, September 12, with the conference taking place September 13-14 and additional activities on September 15.
This conference is designed to encourage making connections: across disciplines, across age groups, across the state, between field and classroom, and between fun and learning. Several sessions and workshops require pre-registration so check it out and be sure to sign up early to ensure a spot! Early bird registration is now open at www.kaee.org/conference/registration
. Don't forget to make your reservations at the park as well! More information on lodging rates and locations can be found at kaee.org/conference.
Information from FEMA on Emergency Operations Plans
Below is an Intergovernmental Affairs Advisory form the U.S. Department of Homeland Security concerning webinars on Emergency Operations Plans for Schools and Institutions.
U.S. Department of Homeland Security
Federal Emergency Management Agency
Intergovernmental Affairs Division
Intergovernmental Affairs Advisory
June 25, 2013
Department of Education Webinars on Emergency Operations Plans for Schools and Institutions of Higher Education
Dear Emergency Management Partners,
On Thursday, June 27, and again on Friday, June 28, 2013, the U.S. Department of Education's Office of Safe and Healthy Students and its Readiness and Emergency Management for Schools (REMS) Technical Assistance (TA) Center will host 90-minute webinars that provide an overview of two recently released guides:
• Guide for Developing High-Quality School Emergency Operations Plans; and
• Guide for Developing High-Quality Emergency Operations Plans for Institutions of Higher Education (IHE).
In January 2013, the President put forward his “Now is the Time” plan to reduce gun violence. One of the executive actions put forth in his plan was the creation of these new guides, which have been developed by the Departments of Education; Justice, led by the FBI; Homeland Security, led by FEMA; and Health and Human Services.
These new guides will help schools and institutions of higher education develop and implement high-quality emergency operations plans (EOPs). These guides describe the principles and processes, helping ensure planning efforts are aligned with the emergency planning practices at the national, state, local, and tribal levels.
The webinars will be done in collaboration with all of the Federal agencies that worked together to develop the guides and will provide an overview of:
• the key principles for developing a comprehensive EOP for a school or IHE;
• the planning process for developing, implementing and refining an EOP for a school or IHE;
• the form, function, and content of a school or IHE EOP plan; and
• topics that support emergency operations planning including, but not limited to, information sharing, school climate, active shooter situations, and psychological first aid for schools.
In order to accommodate as many interested parties as possible, there will a 90-minute school guide webinar and a separate 90-minute IHE guide webinar on June 27, and these two webinars will be repeated on June 28. In addition, both webinars will be archived for those unable to participate on either day.
The webinars will include a 60-minute presentation on a guide and a 30-minute question and answer session, along with information on how to access more information and resources.
Webinar dates and times are as follows:
Thursday, June 27, 2013
• 1:00 - 2:30 p.m. ET (90 minutes) An Overview of the Guide for Developing High-Quality School Emergency Operations Plans.
• 3:00 - 4:30 p.m. ET (90 minutes) An Overview of the Guide for Developing High-Quality Emergency Operations Plans for Institutions of Higher Education.
Friday, June 28, 2013
• 12:00 - 1:30 p.m. ET (90 minutes) An Overview of the Guide for Developing High-Quality Emergency Operations Plans for Institutions of Higher Education.
• 2:00 - 3:30 p.m. ET (90 minutes) An Overview of the Guide for Developing High-Quality School Emergency Operations Plans.
We hope you can participate. If you are unable to do so, these webinars will be archived on the REMS TA Center website (http://rems.ed.gov
) for you to access at your convenience.
Please share this email with anyone who may be interested in participating in these webinars.
FEMA’s mission is to support our citizens and first responders to ensure that as a nation we work together to build, sustain, and improve our capability to prepare for, protect against, respond to, recover from, and mitigate all hazards.