March 25 2013

Published: 2/11/2015 2:59 PM
​As part of our effort to streamline communications and cut down on the number of e-mails you receive, this Monday E-Mail combines several items into one communication.
Please read the Monday E-mail as it contains information about the following KDE-related items:
Follow-up letter to Bill Scott (KSBA) re questions related to KSBIT (Attachment)
  • TELL Kentucky Survey Closes Friday
  • Next superintendents’ webcast on Tuesday – March 26
  • 2013 Project lead the Way (PLTW) RFA Awards – Biomedical Sciences, Energy Technology, and Engineering Pipeline
  • Appropriate Use of School Food Services Funds
  • ARRA Jobs Reporting Reminder – Report due on job estimates relative to ARRA grants; Due date for submission, Friday, April 5 (Attachments)
  • 2012-13 Safe Schools Extract Enhancement
  • CIITS Educator Development Suite coming
    ACT Test Score Study – Superintendents and Principals Asked to Respond
  • Need to submit “Intent to Adopt Form” on teacher/leader evaluation by Friday
    Nominations open for teacher awards
  • Effective Teaching Conference – Save the Date – June 19-21
  • Next Generation Academies for Arts Integration: World Languages and the Arts
  • Kentucky Teacher – A new take on vocabulary lessons; Operation Preparation 2013; Kentucky’s Deaf History
If you have questions about the specific items, please see the contact information for each item.
Also, remember to review the items from the Outside Agencies section.
Items from KDE

Follow-up letter to Bill Scott (KSBA) re questions related to KSBIT (Attachment)
Attached for your information, is a copy of a letter to Bill Scott, Kentucky School Boards Association (KSBA) concerning the February 22 letter that the Kentucky Department of Education sent about follow-up questions on KSBIT.

TELL Kentucky Survey Closes Friday
Please encourage all principals, teachers and other school-based certified educators to participate in the 2013 TELL Kentucky Survey. Friday is the last day. As of 3 p.m. today, nearly 38,000 educators or more than 74 percent of those eligible had completed the survey.
About 75 percent of schools have met the 50 percent response rate that is required for them to receive actionable data. If you have schools in your district who have not, please reach out to the principal and encourage them to support their staff’s completion of the survey. We have found it is difficult for schools and districts who do not reach the 50% threshold to explain to the public and media why they could not get at least half the school staff to participate in the survey and thus have data to report. We want schools and districts to have this data to drive school improvement.
Remember that to encourage participation, each week there will be drawing for two $1,000 cash prizes, one for a school with at least a 50 percent participation rate, and another one a school with a 100 percent participation rate at which the prize will go to an educator. Thanks to those partners who have donated private funds for the drawing: the Kentucky Education Association, Kentucky Association of School Administrators, Kentucky Association of School Superintendents and the Kentucky School Boards Association.
All school-based certified educators are asked to participate in the anonymous survey at The survey closes Friday, March 29 and we really want to surpass Tennessee and North Carolina in our response rate!

Next superintendents’ webcast on Tuesday
Just a reminder that on Tuesday, March 26, from 2 to 3 p.m. ET, we will have the next superintendents’ webcast focused on sequestration and a summary of the legislation that passed this session. You will receive the PowerPoint and link to the webcast tomorrow morning. Remember to e-mail any questions during the webcast to and as usual, we will record the broadcast for those that cannot participate live.
2013 Project Lead the Way (PLTW) RFA Awards - Biomedical Sciences, Energy Technology, and Engineering Pipeline
The Kentucky Department of Education is pleased to announce completion of the review process for the 2013 PLTW RFAs.  Award listings can be found on the KDE Competitive Grant Awards page. 
We appreciate everyone’s participation in the grant process and hope that you will continue to apply for beneficial grants for your districts/schools.
Awards are contingent on available funding and districts/schools meeting programmatic and budgetary requirements.
For budget-related questions please contact  For questions related to the application process or for copies of your score sheets please contact  All other questions should be addressed to or

Appropriate Use of School Food Services Funds
The Kentucky Department of Education, Division of School and Community Nutrition, is addressing two ongoing concerns about the appropriate use of Food Service funds (MUNIS, Fund 51) by a school district.
The first area of concern is the payment of equipment for new facilities, or renovation of facilities, from food service funds.  All food service funds are federal funds, which are subject to the rules and regulations promulgated by the United States Department of Agriculture (USDOA).  As such, proper procurement methods that include the required federal clauses must be utilized in order for the food service account to pay for the equipment.  If money has been transferred from the food service account to pay for equipment in a kitchen, it will need to be transferred back into the food service account unless it has been properly procured.
The second area of concern is the ability of food service staff to attend the Kentucky School Nutrition Association and the School Nutrition Association annual conferences.  The staff receives continuing education and food service directors receive necessary certification.  Both conferences are allowable food service expenditures and the Division of School and Community Nutrition strongly encourages that district food services staff be allowed to attend.
If any districts have any follow-up questions about these items, please contact Sue Bartenfield, Branch Manager, Schools Branch, in the Division of School and Community Nutrition, at

ARRA Jobs Reporting Reminder – Report due on job estimates relative to ARRA grants; Due date for submission, Friday, April 5 (Attachments)
The ARRA Jobs Estimate report is available through the web application at  The December 2009 OMB ARRA Jobs Guidance from the federal government and the ARRA Jobs Web Application instructions are also attachedThe report is a requirement of receipt of ARRA funds.  

Each district will be reporting for the quarter of January 2013-March 2013.  The grant which you are still required to report on is School Improvement(g) (5600).  MUNIS project numbers 5600A, 5600B and 5600C must be reported under MUNIS project number 5600.  All reports must have a sign-off.  If your district did not receive this grant, please sign-off on the blank report. 
The formula for calculating jobs created/retained is:
Total number of quarter hours worked in jobs funded with ARRA funds = Number of FTEs for quarter
                        Total quarter hours in a full-time schedule
Also, if the district has made a single purchase of $25,000 or more, please complete the 1512 Vendor Reporting spreadsheet (attached) and e-mail to by the reporting deadline.  
The report must be submitted by 5:00 p.m. (EST) on Friday, April 5, 2013.  Any reports not completed by this time will result in withholding of ARRA funds until the report has been submitted.     
Questions may be directed to the following:
• Web application: or 502-564-2002
• ARRA jobs reporting: or Thelma Hawkins at 502-564-1979 
Future ARRA Job Estimates reporting due dates are:
April 2013-June 2013 - Due: July 5, 2013
July 2013-September 2013 - Due: October 7, 2013
October 2013-December 2013 - Due: January 6, 2014
Note:  Dates are subject to change based on information from the U.S. Department of Education.
2012-13 Safe Schools Extract Enhancement
Infinite Campus will be releasing into district production environments, E.1310, on April 10th. This release will include significant enhancements to the Safe Schools Extract; the requirements for this report were revised this year based on review of KRS 158.444.  The changes to the extract are as follows:
  • The extract will be separated into sub-reports as follows:
    o SS1: Assault or Violence
    o SS2: Possession of Guns or Deadly Weapons
    o SS3: Possession/Use or Distribution of a Controlled Substance
    o SS4: Bullying or Harassment
    o SS5: Resolutions of Suspension, Expulsion or Corporal Punishment not reported in SS1-SS4
  • SS1-SS4 sub-reports will produce records on events that include the specified law/board violations regardless of resolution
  • Resolutions of INSR (In-School Removal) will now generate records on the extract

Training and documentation for the revised Safe Schools Extract will be available on the Safe Schools website by April 5th, 2013.

For additional questions regarding this significant enhancement, please contact Windy Newton at 502-564-2116. 

CIITS Educator Development Suite coming
Starting in April, educators will have new functionality in the Continuous Instructional Improvement Development System (CIITS). A new Educator Development tab that provides access to the Educator Development Suite (EDS) will be added to the blue ribbon at the top of the home page. EDS will serve as the technology platform for the Professional Growth and Effectiveness System (PGES). During the 2013-14 statewide PGES pilot, educators will use EDS to:
• record classroom observations
• access the Kentucky Framework for Teaching for self-reflection and to develop professional growth plans
• access professional learning resources aligned to the Kentucky Framework for Teaching
• view student survey results
EDS provides a holistic approach that guides professional growth and serves as a catalyst for increasing effectiveness and student achievement.

EDS brings together effectiveness data that will inform professional growth plans for educators at all levels. Through EDS, educators will be able to individualize professional learning based on need, search a catalog of professional learning resources – including PD 360, state and local activities, register for activities, and maintain a record of their own professional learning.

ACT Test Score Study – Superintendents and Principals Asked to Respond
As of last week, 40% of Kentucky superintendents and 25% of Kentucky principals have completed ACT’s data use survey.   Our goal is to get 50% of superintendents and principals in the state to complete the survey. For those of you who have already responded: “Thank you!”
There is a survey for superintendents and one for principals. If you have not yet completed the questionnaire, superintendents are asked to click on the link below labeled “superintendents” and principals are asked to click on the one labeled “principals. It will take approximately 20 minutes to complete. All responses are confidential; no individual, school or district will be identified.
Your voice is essential in our ongoing effort to identify the educational practices that have the most impact on college and career readiness. In turn, educators will be given realistic and proven practices resulting in targeted improvement for the benefit of all students.
If you have questions on the survey, contact Raeal Moore, Ph.D., Senior Research Associate at 512-470-5529 or via e-mail at
Thank you again for your participation in this important effort.

Need to submit “Intent to Adopt Form” on teacher/leader evaluation by Friday
To ensure districts are prepared to submit their final teacher and leader evaluation plans by the December 2013 deadline, please complete the District Declaration of Intent to Adopt Form found on the web collector at the link listed below. The form asks that districts select their intent to adopt the state-developed professional growth and effectiveness system or a locally-developed system that meets the ESEA waiver requirements. After consultation with the district’s local evaluation committee pursuant to 704 KAR 3:345, this form shall be completed and submitted to the Kentucky Department of Education no later than March 29.

The form is located at and can be completed and submitted online.
Nominations open for teacher awards
Nominations are now open for the 2014 Kentucky Teacher Awards, sponsored by the Kentucky Department of Education and Ashland Inc. Nominations may be submitted electronically by visiting the 2014 Kentucky Teacher of the Year website, The deadline for nominations is May 15. Any full-time public school teacher in the state with at least three years of experience is eligible. Additional qualifications are cited on the application. Anyone who has an interest in honoring an outstanding educator may nominate a teacher for this award.
Effective Teaching Conference – Save the Date – June 19-21
Save the date of June 19-21 for Let's TALK (Teaching Advocates Leading Kentucky): Conversations about Effective Teaching, a conference for, by and about teachers. This conference is designed to inform participants about effective models of implementing the Kentucky Common Core Academic Standards and improving teaching through the new Professional Growth and Effectiveness System (PGES), emphasizing teacher feedback on these integrated initiatives. The conference will elevate the profession with teachers' voices sharing classroom excellence and contributing to education initiatives. Registration for the Louisville conference will open in early April. Space will be limited.
If you have questions, please contact Michelle Duke at or 502.696.8948.
Next Generation Academies for Arts Integration: World Languages and the Arts.
For the third consecutive summer KDE is partnering with The Kentucky Center for the Performing Arts to offer Next Generation Academies for the Integration of Arts and World Languages.
• June 17-21 Integrating the Arts and World Languages
Languages: Spanish and Japanese
Location: Jesse Stewart Elementary School, Madisonville
• June 24-28 Integrating the Arts and World Languages
Languages: Spanish and French
Location: Danville High School, Danville
Preference will be given to teacher teams applying from the same school comprised of an arts teacher and a world language teacher. Teachers attending will receive a stipend or can opt for professional development credit as approved by their district for these 30-hour academies. The deadline to apply is April 15. The application form is available at For more information, contact Jeffrey Jamner at or (502) 562-0703 (email preferred).
Kentucky Teacher: A new take on vocabulary lessons; Operation Preparation 2013; Kentucky’s Deaf History
Kentucky Teacher, 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 this week:
• Traditional vocabulary lessons are not that exciting or even effective. Take it from Atkinson Academy teachers Leslie Montgomery and Margot Holmes Smith, who worked together to develop creative vocabulary lessons to improve students’ word knowledge and confidence, build classroom community and increase student achievement. Read about their new approach and how it’s paying off.
• In its second year, Operation Preparation has gone from a week-long activity to a month-long event that matches middle and high school students with community mentors to discuss college and career aspirations. Learn how schools and districts built on their 2012 successes with the program to make this year’s event bigger and better.
• National Deaf History Month (March 13 to April 15) is underway and Heidi Givens, Kentucky’s Elementary School Teacher of the Year, shares some interesting historical insight into Kentucky’s Deaf History.
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 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.

704 KAR 7:160, Physical Restraint Compliance Information
The Kentucky Board of Education has approved 704 KAR 7:160, a regulation that guides schools in reducing the use of physical restraint.  The regulation, effective as of February 2013, calls for annual training for staff and teachers on effective ways to:
• Prevent the need for physical treatment
• Use verbal de-escalation, crisis management, and positive behavioral interventions and supports (PBIS) techniques
• Use physical restraint only as a last resort when a student presents an immediate danger to self or others
• Monitor for signs of distress
Crisis Prevention Intervention (CPI) will be conducting a Nonviolent Crisis Intervention training designed to provide skills to safely manage acting-out behavior at the earliest possible stage.  During the program, you will learn to escalate potentially dangerous behavior and how to most safely intervene should physical restraint become necessary—as a last resort when a student presents a danger to self or others.  By equipping you with skills to guide students toward positive behavioral choices, the training can be an effective part of a school-wide PBIS system.
Training can be tailored to unique needs of each school.  With the train-the-trainer option, you will receive the best return on investment by certifying select staff to teach the program to other educators in your school or district on a continuing basis.  In addition, we can help coordinate training for all the schools in your district.
See below the training site scheduled in or near Kentucky:
Cincinnati, OH             Charleston, WV                       Nashville, TN               Louisville, KY
April 30-May 3             May 7-10                               May 7-10                     May 20-23
For more information, and registration information, please go to

Kentucky Deferred Compensation Information
Many of your retiring employees will want to shelter their payout of accumulated sick leave by deferring those dollars to their 457 and/ or 401(k) Kentucky Deferred Comp account.  Such an action allows them to avoid paying a lump sum tax rate on the amount, thereby providing a substantial tax savings for the retiring employee.
The Internal Revenue Service regulations that govern our Plans require that all paperwork filed with the Kentucky Public Employees’ Deferred Compensation Authority to tax shelter the sick leave payout be signed and dated by the retiring employee no later than the month prior to the month you will be making the payout for the sick leave.  Therefore, if your district has employees who will be retiring effective July 1, 2013, and you intend to cut the retiring employee’s payout check during June 2013 (prior to the end of the 2012-2013 fiscal year) then the employee must complete, sign, and date the required paperwork prior to close of business on May 31, 2013.
Please inform all retiring employees of the requirement noted above, especially those who will retire effective July 1, 2013.  Feel free to contact the Kentucky Deferred Compensation Authority’s marketing staff if you have any questions or need additional information.  The toll-free telephone number is 800-542-2667.

Regional Mathematics Conference in Louisville
The National Council of Teachers of Mathematics (NCTM) is holding one of its 2013 Regional Conferences & Expositions, in Louisville November 6-8. This is the first time since 1992 that a NCTM regional will be held in Kentucky. More than 200 presentations will offer the latest on Common Core, assessment, differentiated instruction, 21st Century Learning in the math classroom, and more.
Whether participants are a classroom teacher, administrator, new teacher, or math coach, there’s something for everyone at NCTM ’s Regional Conference:
• Participate in hands-on workshops and collaborate with like-minded educators
• Collect free activities to engage and excite your students
• Explore an exhibit hall packed with excitement, learning, and giveaways
• Test the latest education resources and learn from industry leaders
Conference information is available online. Registration will open in early April.
If you're interested in a rewarding experience that allows you to network with others in your field, sign up to be an onsite volunteer at the Regional Conference. To register to be a volunteer at the conference Louisville click on the link.
Environmental Education Endorsement Program
The Kentucky Education Professional Standards Board (EPSB) has approved Georgetown College’s Environmental Education Endorsement Program for teachers and others working in environmentally-related jobs. The P-12 endorsement program helps bridge the gap between academics and practical application.
This 12 credit-hour course of study may be taken for professional development or be applied toward a Teacher Leader Master of Arts or Rank One in School Improvement Master of Arts degree. Individual courses may also be taken as electives without doing the entire 12- hour program. Online and blended programs offer convenient and flexible options.
For more information, contact Emily DeMoor, Ph.D., Rank I Program Chair and Assistant Professor of Education, or (502) 863-8171.  Information is also available on the website

Call for History/Social Studies Proposals
A call for proposals is currently underway for educator presentations at the 2013 Kentucky History Education Conference, which will be held on Thursday, July 11 at the Thomas D. Clark Center for Kentucky History in Frankfort. This year’s conference will be based around the 2013-14 National History Day theme: Rights and Responsibilities in History.
Any educator who may use innovative classroom practices (especially involving primary sources) is encouraged to submit a proposal to present and share his/her ideas. If you feel you have a lesson or activity that would benefit other history/social studies teachers and would like to participate, please e-mail a short abstract (up to 200 words) and your resume to by April 12, 2013. Those selected will be notified by May 3, 2013. The conference fee will be waived and lunch provided for accepted presenters.
If you have any questions, please feel free to contact me at or (520) 564-1792, ext. 4428.

KySTE Outreach Grant
• Who? Any Kentucky Society for Technology in Education (KySTE) member representing any Kentucky classroom, school, district or education organization. You must be a current KySTE member to apply.
• What? Apply for money in any amount up $60,000 to fund any project, initiative, training or idea which matches the the KySTE Mission and well-satisfies the grant assessment rubric.
• How? Full instructions and FAQs are available on
• When? Application deadline is Monday, April 15, 5 p.m. ET.
KySTE Outreach is a member’s service of the non-profit Kentucky Society for Technology in Education.

Asian Studies Symposium
In celebration of its 10th anniversary, the Asia Center at the University of Kentucky is hosting a symposium focused on incorporating Asian Studies into K-12, postsecondary, and community-based education. Learning and Teaching About Asia will be held at the William T. Young library on the UK campus on April 13 from 10-4:30 p.m. ET. Workshops are free and open to all K-12 educators and non-formal educators such as those with 4H and YMCA programs. Clink here for details and registration. Please contact Christine Kindler at with any questions.

EKU Computer Science Summer Camp
Attached is information concerning Eastern Kentucky University’s Computer Science Summer Camp. 
For more information, please contact Kristen King at .