School-Based Points of Contact for School Readiness

Directions: The survey asks you to identify points of contact for different initiatives and programs at your school to ensure efficient communication with relevant central offices. Click the link to access the survey – http://bcpsweb2/sbcontacts/Default.aspx. Please, be sure to verify and edit, as needed, the person’s information available under each role by August 19th. There are a few new roles that you also need to enter responsible personnel information for. A supporting document has been included on City Schools Inside that explains each role.

This is a comprehensive list for all schools populated with the most current information that could be located. Some of this information may have changed; use the EDIT feature to change the person’s information. For any blank field, please enter the current person who serves this function. We realize that there is not always a one to one correlation between a person and a responsibility. If one person performs multiple roles, put their name wherever appropriate. If more than one person is populated for the same role, use the EDIT feature to clear the name and contact information for the person you would prefer to have removed. If a role or responsibility does not apply to your school, “Not Applicable” is an appropriate response. Please make sure to include each person’s phone number, and if they are not a City Schools employee also their email address.

Please contact Ayodeji Olubusi in the Office of the Chief of Staff at (443) 642-4571 or [email protected] with questions.

Role Descriptions:

Academic Mentor, Teaching & Learning Academic Mentors are school based staff members who have the direct responsibility of supporting new teachers in their first and second year in City Schools. This person may be a full time mentor teacher, a school based professional developer, a department head, or another classroom teacher who is assigned this responsibility. The mentor should meet weekly with each new teacher to provide support and guidance on instruction, classroom management, and lesson planning. The mentor cannot be an evaluator of the teacher.

AOP Liaison, Student Support This person communicates with the home school/program site to ensure that the students’ needs are met and all academic records are maintained.

Attendance Monitor, Student Support This person is responsible for overseeing school’s attendance and data entry process including • maintaining accurate records in SMS and in student attendance folders, • monitoring and updating teacher attendance entries in SMS daily • entering parent notes to support excused or lawful student absences • printing and reviewing attendance reports in SMS (including unsubmitted attendance report) • implementing attendance procedures for students with absences (letters, home visits, telephone calls) • alerting Principals when attendance procedures have not been followed by school staff • communicating with IEP and SST teams around attendance strategies and concerns and alerting team chairs when meetings are needed for students with chronic absences • communicating with District’s Attendance Office about additional strategies for students with a history of absences • Sending referrals to the Attendance Office for Statement of Charges. • communicating with other staff in the building (Related Service Providers/Community School Coordinators) so that data entries for students will be accurate • scheduling school wide parent meetings and incentive programs for attendance • contacting community programs for additional resources and interventions in schools

Discipline Management, Student Support The lead on discipline in a school, besides the principal, handles the day to day of discipline management, and is the contact for City Schools for training, etc. This role generally includes: • Completes the discipline management plan for the school • Ensures implementation of the management plan (reporting, Code of Conduct etc) • Ensure all school staff training on discipline management plan • Management and maintenance of student discipline folders • Review data discrepancy reports and ensure errors are corrected

Enrollment and Withdrawal Contact, Student Support This person is responsible for overseeing the school’s enrollment to ensure students are properly and promptly processed in SMS, including • Enrolling new students • Evaluating address documentation • Ensuring that all students in the school have schedules and that students’ schedule start the same day as enrollment. The scheduling date should match the enrollment date. • Verify documentation of various situations including Out of County Living Arrangements, State Supervised Care and Informal Kinship • Verifying due diligence documentation, MSDE required forms, and Principal signature before withdrawing students in SMS • Communicating with High School Guidance Counselors about withdrawal/transfer information in student folders • Alerting IEP Chair to schedule an exit IEP meeting for students with disabilities considered for students dropping out (IEP meeting should be held and scheduled before student is withdrawn in SMS)

Family and Community Engagement Lead, Engagement This individual must be responsible for the following deliverables in the school: 1. Management of all documentation relating to the Title I Parent Involvement Action Plan including any documentation relating to the spending of the Title I Parent Allocation 2. Ensure that all parent workshops are implemented 3. Ensure that proper SANE documentation is on hand for all parent events and documented in the Family and Community Engagement Binder (Please refer to the Title I Principal’s Toolkit for documentation recommendations.) 4. Act as a liaison for parents with school staff and administration 5. Assist parent when questions or concerns arise related to the implementation of the Title I Parent Involvement Action Plan Note: Schools can choose to add additional responsibilities to the Family and Community Engagement Lead. However, the cap on the stipend (should a school chose to provide one) is $600.00. Schools must put the entire job description into the Principal’s Budget Tool when selecting a lead as one of the items funded through the Title I Parent Allocation Budget.

FARM Coordinator, COS This person is responsible for tracking and reviewing student FARM applications prior to submitting them to the Office of Food and Nutrition. In addition, this person is responsible for tracking their school’s due diligence efforts in its goal to account for the lunch application submission of every student.

Food Service Lead This person is responsible for coordinating the delivery of meals to the school each day.

Guidance Counselor, Student Support School counselors will collect and analyze data from needs assessments, student achievement data, attendance and suspension data, and the school improvement plan to develop the needed services and activities for their school. These services and activities will be incorporated into an action plan outlined in the individual schools school counseling and guidance management plan. School counselors will utilize the City Schools Comprehensive Developmental Counseling and Guidance Program manual to develop a school counseling and guidance management plan addressing the following student goals: academic development, career development, and personal and social development.

Homeless Liaison, Student Support  Usually the school social worker.  Enters Homeless students into eTr for transportation  Ensures FARM form for schools completed for homeless students  Assess need for clothing/uniforms or school supplies

HS Choice/Middle School Choice Liaison, Student Support • HS Choice/Guidance Counselor, Student Support This person is responsible for overseeing school’s choice process including: o Receiving information about the fair o Collecting applications o Entering SPS information o Receiving SPS updates • MS Choice Liaison/Guidance Counselor, Student Support This person at receiving schools is responsible for ensuring that students are enrolled/registered during the summer and the first week(s) of school.

Immunizations Coordinator, Student Support The project manager for Immunizations at Your School is the primary contact person at your school who manages and troubleshoots information related to immunizations. They handle data entry in SMS, and also communication with parents.

Lead Custodian/EBS This person is responsible for building maintenance and care, as well as grounds keeping.

Literacy Lead, This is the individual who participates in ongoing training for RISE, STEP and Wireless assessments, coordinating efforts and providing support at the school level.

Organized Parent Group Leader, Engagement An individual elected for a specified term limit to serve as the leader of the organized parent group of a school.

Parent Portal Contact, Engagement The Parent Portal is a web-based resource that allows parents to access student information about grades, attendance and discipline. Principals at each school must identify a parent portal contact. This person is responsible for making sure parents get letters containing information that allows parents to access the system. Parents that need help or assistance with identifying the school- based contact should email Umekca Horsey ([email protected] ). Schools that need training and support should also contact Ms. Horsey. Parents and school-based staff with technical issue should call the help desk at 443-984-2000.

Pre-K/K Enrollment Official, Student Support (person who handles enrollment/secretary/registrar; required for elementary and elementary/middle schools) Assist families with the pre-K and Kindergarten enrollment process.

Registration Coordinator, Student Support This person is responsible for enrolling and registering students throughout the summer and during the first week of school.

Scheduler, Student Support This person develops and enters the master schedule into SMS and is responsible for assigning classes to "homerooms", sections, or individual students and teachers.

School-based Academic Representatives, Teaching & Learning School-Based Academic Representatives can be staff developers, ISTs, department heads or teachers within your building. These Identified individuals will be the point of contact for the Office of Teaching and Learning.

School Family Advisory Community Member 1 & 2, Engagement This is a community member selected to serve on the School Family Council. Each Council is required to have a minimum of 2 community members.

School Family Advisory Parent Member 1, 2 & 3, Engagement This is an elected parent member of the School Family Council. Each Council is required to have a minimum of 3 parent members, of which 1 member is required to be a member of the Organized Parent Group.

School Family Council Chair, Engagement This individual is elected by membership to facilitate School Family Council meetings. He or she serves as the point of contact for the School Family Council at the school.

School-Year IEP Team Chair, Special Education This person coordinates all IEP team meetings and case management.

Service –Learning Coordinator, Student Support (Required only for schools with secondary grades) The point of contact should be an academic person (preferred) or a School Counselor. It is recommended that the lead be an academic person (IST, etc) so that service learning opportunities are infused into the academic offerings for students, rather than primarily through independent projects. The School Based Service-Learning Coordinator is responsible for: • Ensuring curricular infusion into the specific academic disciplines as outlined by the Service Learning Implementation Plan on File with MSDE • Maintaining a list of pre-approved independent service-learning agencies for students who need additional hours (supported by Central Office) • Provide service-learning training for school based students, teachers, and parents (especially at the beginning of the school year to eliminate confusion around what counts and what does not) • Ensure that students earned hours are input into SMS accurately • Promote, plan and execute service-learning projects (both curricular infused and pre- approved independent) at the school level • Attend regularly scheduled district-wide service learning professional development sessions • Ensure that students are earning their hours each year through curricular infusion (not solely independently)

SST Chair, Student Support This person is responsible for ensuring that all records associated with students who have gone through the SST process are accurate and current; this person should also be responsible for the transfer of records for sending and receiving schools.

Student Records Clerks, Student Support These persons are responsible for the maintenance and management of student records as outlined in the Maryland Student Records System Manual 2008. The responsibilities may include: • Update and maintain student cumulative record folders (includes filing information) • Check–in of all incoming student cumulative record folders for compliance with the BCPS Student Records System Manual 2008 • Complete withdrawal process for students transferring from the school • Copy information from student cumulative record folder to be retained in school files • Forward all student cumulative record folders to other school placements as appropriate • Maintain an entry and withdrawal log • Input information in SMS so that primary source and SMS are the same and correct • Record and maintain all transmittals for the fiscal school year in a binder-i.e. signed records return form, record request forms • Reply to faxed requests related to transcripts, employment verifications, graduation status • Make official copies of transcripts for colleges, employers, etc. • Maintain transcript log request • Assist parents/guardians/students with entry and/or withdrawal process • Answer telephone and direct calls to appropriate counselor or assist caller with general questions related to student records • Attend SMS training and professional development sessions related to student records • Assist with other tasks that are pertinent to the Guidance Program aligned to student achievement

Summer IEP Team Chair, Special Education This person is responsible for holding IEP meetings as necessary for sending and receiving schools; and responsible for ensuring that transitioning students' most recent records are forwarded and received prior to school starting; also ensuring that information is up-to-date and accurate in MDOIEP.

Testing Coordinator, Achievement & Accountability This is the individual who receives information and training for systemic and state assessments; also coordinates assessment efforts at the school level.

Transition Monitors, Special Education Baltimore City Public Schools is under a CAP (Corrective Action Plan) with MSDE (Maryland State Department of Education) for the “Transition Services” part of a youth’s I.E.P. An aspect of the CAP is BCPS’ implementation of the role of the “Transition Monitor” in every school that has youth with I.E.P.s who are anywhere between 14 and 21 years in age. The “Transition Monitor” needs to be identified by the Principal at the beginning of each school year. The duties and responsibilities are as follows: a) Attend 6 meeting//training sessions during the school year – TBA, b) Share information with school based staff, c) Bring staff questions and concerns about transition to 6 annual meetings, d) Use the Indicator 13 checklist and monitor 3 IEP folders per month for compliance by the 5th of the succeeding month, e) Send completed monthly checklists to Transition Coordinator in the Office of Special Education, f) Assist in coordinating appropriate transition materials for parents/families , g) Complete exit document for exiting students. The “Transition Monitor” should be identified by the Principal at the beginning of the new school year, and that information should be forwarded to Joseph Anastasio, Transition Coordinator, 443-642-4264 and [email protected].

Transportation Coordinator, Facilities This person is responsible for coordinating transportation services for students, especially those with transportation services required per an IEP.

Volunteer & Partner Liaison, Engagement (previously listed as two contacts (1) Volunteer Coordinator & (2) Partnership Liaison) Volunteer & Partners Liaison will plan volunteer activities, assigns and directs volunteers and establishes procedures at the school to keep track of volunteer activity. They will serve as the primary contact between schools and partners. Responsibilities include scheduling and logistics of activities/events and providing regular updates to partners and City Schools.

Website Contact, Engagement As of the 2010-11 school year, all schools, services and programs have a web site. Principals must assign a web manager at each school. The web manager will be trained on the use of the school web site and can provide support to teachers that would like to build out sections of the school web site for teaching and learning. The district contact for principals and web managers needing training, help and support is Gregg Ford ([email protected] ). Technical issues should also be directed to Mr. Ford.