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Introduction REVISED 11/09/2015

SES Providers: Welcome to the Kennewick School District. You are here to provide

tutoring to children who are currently attending Title I schools who have not met AYP

for three or more consecutive years. Students must also qualify by participating in the

Free/Reduced Lunch Program.

The following schools are SES eligible for the 2015-2016 school-year:

Amistad Elementary School 930 W. 4th Ave.

Eastgate Elementary School . 910 E. 10th Ave

Edison Elementary School 201 S. Dawes

Hawthorne Elementary School 3520 W. John Day

Westgate Elementary School at Fruitland 201 S. Garfield St

Park Middle School 1011 W. 10th Ave.

During the 2015-2016 school-year, there may be two open enrollment periods: October 2nd-October 16th,

2015 and, if there are unfilled slots available after the first window enrollment, November 2nd-

November 16, 2015. Application forms will be processed at the end of the enrollment period. No student lists

or provider contracts will be prepared or sent out before the end of the open enrollment period. The

anticipated start date for SES services is November 2nd, 2015 or sooner.

All applications, learning plans, progress reports and invoices for SES will be processed electronically via

EZSES. The KSD will provide a FREE training on the use of EZSES for all SES providers. The EZSES

training will be conducted on Friday, September. 25th, 2015 from 1:00pm-3:00pm at the KSD

administrative Center, 1000 W. 4th Ave., Kennewick, WA 99336. You do not have to attend if you have had this

training in the past.

The following important forms are included in this packet for your reference:

1. Invitation to the provider fair on Tuesday, October 6, 2015 from 5:30 pm- 7:00 pm at the Park

Middle School Cafeteria. (Vendors may start setting up at 4:30pm, no earlier.)

2. SES application form. Alterations of this form are NOT permitted. This form is the only form that may

be used for enrolling students in the KSD SES program. Individual provider forms may not be used.

Providers will not be allowed to help fill out the application or turn it in for the parent.

3. Student learning plan form

4. Monthly tutoring Log

5. Sample letter sent to parents confirming enrollment.

6. Last year’s sample copy of parent survey for evaluation of SES tutoring

7. Sample language from the provider contract.

Please use to this packet to familiarize yourself with SES in the Kennewick School District. Our goal is to

communicate our “clearly articulated strategic plans for administering SES, outreach and communication

strategies for both parents and providers, and explicit contracting and recordkeeping procedures” (Creating

Strong Supplemental Educational Services Programs, U.S. Department of Education, May 2004, p.6). This will

ensure that all SES tutoring runs smoothly, allowing us to focus on the most important thing: OUR

STUDENTS!

Annabell Gonzalez

SES Coordinator

Kennewick School District

509-222-6180

annabell.gonzalez@ksd.org

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SES Timeline 2015-2016

The Kennewick School District complies with federal law, 34 CFR Part 200, to

ensure that free tutoring information is available to schools and parents during a

minimum of two separate enrollment windows at separate points during the

school year, that are of sufficient length to enable parents of eligible students to

make informed decisions about requesting SES and selecting a provider (Section 200.48 paragraph

(d)(2)(i)(B)(3). If the federal spending requirement for SES is not met during the first enrollment period, a

second enrollment period will be offered. The following information will be distributed and made available

to schools, families, and/or providers during the 2015-2016 school year:

A letter (with Spanish translation) was sent to students and their parents in September, informing

parents that free tutoring will be available at eligible schools for students who qualify. It also

announced the enrollment period.

A letter (with Spanish translation) was sent to parents inviting them to the KSD Provider Fair.

o The provider fair will be held on Tuesday, October 6th, 2015 from 5:30 pm–7:00 pm in

the Park Middle School Cafeteria.

All enrollment forms received by the October 16th, 2015 deadline are processed during November.

The anticipated start date for SES services is November 2nd, 2015, or sooner.

30 days after the contract start date, students without an acceptable learning plan can be enrolled

with a different provider.

45 days after the contract start date, students who have not received any tutoring can be enrolled

with a different provider.

In March 2016, a survey will be sent to all parents of SES enrolled students.

Providers will submit summary data for all students being served by February 29th, 2016.

It is preferred that SES tutoring ends on or before February 29th 2016. (17 weeks of possible

tutoring)

Final invoices must be received no later than March 11th, 2016.

Provider Responsibilities:

All SES functions – enrollment, approved student lists, learning plans, progress reports and

invoices will be processed via EZSES. EZSES training will be conducted at the KSD

Administrative Center at 1000 W. 4th Ave. Kennewick, WA from 1:00pm to 3:00pm on Friday,

September. 25th, 2015.

The enrollment form included in this provider handbook is designed by the Kennewick School

District and alterations of this form are not permitted.

All enrollment forms must be filled out completely with parent signatures. Federal law requires

that parents be informed that they can choose from any provider on the approved list.

In such cases where a student has two enrollment forms submitted to the district, the district will

attempt to contact the family to determine the parent’s choice of provider. If the district is unable

to contact the family, assignment will be made based on the earlier date that parents signed the

enrolment form. If both dates are the same, an impartial lottery will be conducted by the Director

of Federal Programs.

Enrollment forms and provider contracts will be processed at the end of the enrollment period.

Enrollment forms, student lists, and provider contracts will not be processed at other times.

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Student Learning Plans:

Per the SES Provider contractual agreement, providers will complete a learning plan for each student

using EZSES.

The Federal Programs Department will review and approve all learning plans. No payment will be

made for services provided to students without an approved learning plan on file.

The SES guidance is clear that specific achievement goals are required as stated in NCLB at 1116(e) (3) (A).

Providers also agree via the personal services contract to “serve as consultant and service provider in connection

with instructional design and delivery of supplemental instruction.” Providers also affirm via Scope of Services that

they have “developed, in collaboration with the Kennewick School District certain unique educational subject

matter, systems, designs, organization models, curricula, materials, guidelines, tests, and/or programs.” SES

providers are responsible for enabling each student to attain his/her specific goals within an established timeline,

and for measuring and reporting student progress towards these goals. SES providers must provide services

specifically designed to increase student academic achievement, target specific academic goals, and ensure that

students increase their academic achievement.

A learning plan must be completed for each child who receives SES. The plan form must:

1. List the specific, measurable achievement goals for the student.

2. Tell parents how you will measure and inform them of progress.

3. Clarify the timeline for improving the student’s achievement.

4. Record the date/time of phone call, email, dates when voice messages were left, or a parent signature for an

in person conversation to verify that you consulted with the parent regarding the student learning plan.

5. As described in the Scope of Services Addendum, learning plans must include student name, ID#, school,

address, provider local contact information, location of SES services to be provided, the start and end date

for the services, the maximum number of hours of SES tutoring the student will receive, and specific,

measurable goals for the student.

Per the contractual agreement, a pretest and post test will be required, and the pretest score and goal for the post

test score will be recorded on the student’s learning plan. All learning plan goals will reference the Washington

Common Core State Standards.

Section 1116 (e)(5)(B) of NCLB requires the Kennewick School District to ensure that the instruction a provider

gives and the content a provider uses are of high quality, research-based, and specifically designed to increase the

academic achievement of children. All learning plans must be approved by the Federal Programs

Department.

Measurable Goals for Student Learning Plans

Federal Law Title 1, Part A, 34 CFR Part 200.47 requires the Kennewick School District to ensure that the

instruction a provider gives, and the content a provider uses are of high quality, research-based, and specifically

designed to increase the academic achievement of eligible children [section 1116 (e)(5)(B)].

The contractual agreement for SES providers requires “an acceptable student learning plan for each student which

includes student name, ID#, school, address, provider local contact information, location of where services are to be

provided, the specific start and end date for the services, the days of the week and times of the tutoring sessions, the

maximum number of hours of tutoring the student will receive, specific, measurable goals for the student that

reference the Common Core State Standards, and pretest and post-test information. Each learning plan will include

the name of the pre/post-test, the pre-test score, and the goal score for the post-test. OSPI, and not the district, will

approve all providers and determine annually if a provider has demonstrated adequate student progress.

You will write a learning plan for each student in EZSES, the software will allow you to choose specific Common

Core State Standards for your student goals. You must still input the specific data for the pretest and post-test goal

score.

Tutoring Logs:

A tutoring log is a sign-in sheet that details the dates, times and parent/student signature for each tutoring session.

It verifies that the student attended the session. (The Kennewick School District does not pay for scheduled but

unattended sessions nor do we pay for travel time to another site regardless of the reason.) Providers will only be

paid for instructional time. The dates and hours on the tutoring log must match the invoice that is submitted via

EZSES.

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Progress Reports:

Progress reports will be submitted via EZSES. Providers will provide monthly progress reports to parents.

Progress reports will detail the progress that the student has made towards the specific goals in his/her learning

plan.

How do I get my contract to provide services?

Contract paperwork is mailed after approved student lists are prepared and verified. Information about required

forms is sent with the provider contract. Provider contracts will be processed by the Federal Programs Department

when all of the following have been submitted to the Federal Programs Office:

Signed personal services contract and scope of services.

W-9 form

Debarment Form

Copy of WA state business license- Out of state SES providers that are internet based (students participate

online only, no tutoring is done in Washington) do not need a WA business license. The SES providers that

are out of state based but have an office or person in Washington who is administrative or a tutor will need a

business license.

A fingerprint receipt, verifying proper background check fees have been paid, for each tutor who will be

tutoring children. (Or a print-out from the OSPI fingerprint database showing FBI clearance date.) You will

provide the district name and birthday of all tutors so that we can check if they cleared on e-certification.

All contracts require school board approval.

No payment will be made for students without an acceptable student learning plan. The specific information

required in the learning plan is listed in the scope of service.

Provider contracts are only for SES services, “academic instruction”, and do not include any reimbursable expenses

for administrative costs incurred by providers as part of the preparation and administration of their program.

Approved Student Lists-Enrollment Forms

Approved student lists are verified and compiled by the Federal Programs Department and included in your

contract. Approved student lists do not come from any other department or school site.

The provider contract states that “in such cases where a student has two enrollment forms submitted to the

district, the Federal Programs Department will contact the family to determine the parent’s choice of

provider.”

Providers should not encourage parents to fill out additional forms when parents state they have already

chosen a provider.

Providers should not pre-date forms, change the dates on forms, or write parent signatures/dates

themselves.

Invoicing Procedures: How to get paid

Invoices for SES tutoring will be processed by our Federal Programs department when the provider has submitted

all the following via EZSES:

1. Acceptable student learning plan with specific, measurable goals for each student.

2. Student attendance.

3. Monthly progress report.

4. Detailed invoice.

5. All invoicing will be submitted through EZSES.

SUBMIT TO THE SCHOOL DISTRICT:

Submit the following documents in this order:

1. Tutoring log for each student (The Kennewick School District does not pay for scheduled but unattended

sessions or travel time to an alternate tutoring site regardless of the reason) one page per student, in the same

order that students are listed on the invoice.

2. A copy of the learning plan for each student, in the same order that students are listed on the invoice.

3. Provider tutoring schedule listing locations, days, and times of each scheduled class. (One time submission

unless schedule changes.)

Invoices will be approved or rejected based on completion and accuracy. The Kennewick School District may

terminate the contract of any provider who violates any provision in the contractual agreement.

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Access to school sites/rental procedures/provider brochures

SES providers may rent space in a school only if space is available. Building rental information can be found

at http://www.ksd.org Click on Districts at the top of the page. Then go to “Departments” and click on “Facilities

Rentals” All the application forms, rules and regulations, and rental rate information can be found on this site.

1. ALL tutors must have fingerprints/background checks on file with the school district. Providers are

responsible for this cost.

2. All school visitors are required to report to the main office before entering any area of the buildings. This

requirement is posted at every Kennewick School District building. All provider employees must wear

picture identification that is visible at all times.

3. Providers may not distribute “kid mail” at school sites. They may not give flyers, advertisements, or

application forms to teachers, principals, or schools for distribution.

4. Providers are not allowed to hand out flyers or information about their services on any school district

properties with the exception of the official vendor fair.

5. Providers shall create and use promotional materials and advertisements free from deception. For example,

advertisements must not insinuate that an organization is the only provider parents can select, or that a

particular program is supported by the district or a federal program. On request by OSPI or the school

served, the provider must submit all promotional materials and advertisements related to the SES program.

Fingerprints

Please read below carefully. This information is also included with your contract paperwork. When you return your

signed contract, include a list of tutors names and birthdays that will be working with students so that we can clear

them for work if they have passed their background and fingerprint check through e-certification.

All persons with regularly scheduled unsupervised access to children, who are working via a Personal

Services Contract with the District are required to be fingerprinted per RCW 28A.400.303 and RCW

28A.410.010. Fingerprint receipts must be submitted for every tutor who will work unsupervised with

students. Contractors need to be fingerprinted PRIOR to beginning work for the District.

Other issues

ENROLLMENT DEADLINES:

Thank you for understanding that in our large district, it is necessary to establish and adhere to the enrollment

deadlines. Unfortunately, it is not possible for us to maintain quality and oversight in the administration of our SES

program without specific enrollment deadlines. Application forms, student lists, and contracts will not be processed

outside of specified enrollment period timelines. Families, schools, and providers are informed of the enrollment

beginning in September and several times thereafter. Contact with families and schools after the enrollment period

closes should only be made to set up and discuss services, learning plans, and progress, for students who are on your

approved list that you receive with your contract.

BEGINNING TUTORING:

All students on a providers approved list will have a learning plan submitted and approved within 30 days of the

contract start date or the students can be assigned to a different provider. Services will begin within 45 days of the

contract start date or the student can be assigned to a different provider.

Providers should contact families and set up pretests, learning plans, and tutoring schedules as soon as they receive

their list via EZSES. Providers can bill for services that are preformed within the dates and scope of the contract.

If there is difficulty contacting a family on an approved list, notify us immediately so that we may verify correct

contact information. The Federal Programs team looks forward to seeing the results that you are able to achieve as

you work with our students.

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Applications will be available at your

school office if you are unable to attend

this event. A list of approved SES

providers is available on the OSPI

website:

http://www.k12.wa.us/TitleI/SES.aspx

For questions call or email

Annabell Gonzalez

SES Coordinator

Kennewick School District

509-222-6180

annabell.gonzalez@ksd.org

Kennewick School District invites you to come learn about

FREE math or reading tutoring for your child

Students enrolled in FREE or REDUCED lunch and

attend the following Schools, qualify

Amistad, Edison, Eastgate, Westgate,

Hawthorne, and Park Middle School

Tutoring Providers from the community will be available to

tell you more about their services and to answer any questions

Date: Tuesday October 6th, 2015

Place: Park Middle School Cafeteria

(1011 W. 10th Ave.)

Time: 5:30pm to 7:00pm

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Kennewick School District

2015-2016 APPLICATION

FOR FREE SUPPLEMENTAL TUTORING (SES)

Supplemental Educational Services Enrollment Form

To be used only for students enrolled at schools in the school improvement process

for two or more years. You must meet the income requirements under the law. You

must qualify for free or reduced lunch

You may choose any SES provider on the state’s approved provider list.

http://www.k12.wa.us/TitleI/SES/default.aspx

Please Print

What school is your child attending?

(Amistad, Eastgate, Edison, Hawthorne, Westgate, Park Middle School)

Name of school: ________________________________________________________________________________

Student Last Name: _____________________________ Student First Name: __________________________

Birth Date: _______________________ Grade: _________ Teacher: ___________________________________

Parent/Guardian Name: _______________________________________________________________________

Student ID #:__________________________________________________________________________________

Address: ______________________________________________________________________________________

City: _________________________________ State: ____________ Zip Code: _____________________________

Home Phone Number: ________________________ Cell Phone Number: ______________________________

Preferred Parent Language for communicion____________________________________________________

Choose an SES Provider:

Tutoring Company Choice #1_________________________________________________________________

Tutoring Company Choice #2_________________________________________________________________

A list of providers can be obtained at your schools office, the KSD office, or on the OSPI web site: http://www.k12.wa.us/TitleI/SES.aspx Contact Providers for more information about their services. For

questions, call or Email annabell.gonzalez@ksd.org, Phone: 509-222-6180

Subject Area for Tutoring: (Math or Reading) _________________________________________________

Parent Signature: My signature below indicates that I:

I have chosen a provider that best meets the individual needs of my child. I am responsible for all transportation to and from tutoring.

Give permission to the KSD and the Provider I have selected to exchange academic and directory

information.

I understand that the provider will regularly inform me and my child’s teacher(s) of his/her progress.

I understand that if funds are insufficient to cover the supplemental educational services for all of the

students who choose to participate, participation will be based on prioritized academic need as defined by the

district.

Submit this form to your school office or the Kennewick School District SES Services 1000 W. 4th

Ave, Kennewick, WA 99336 or to your Provider no later than October 16, 2015 or November

16, 2015

Parent/Guardians Signature: ___________________________________ Date: ____________________

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STATE PROVIDERS Phone Number Contact Person Email

1 in Learning Online, Inc. 866-698-6537 Tamir Oheb toheb@1inlearningonline.com

1 Online Tutoring 800-694-9824 Simon Anderson 1onlinetutoring@gmail.com

5 Star Tutors 866-355-7221 Michael Flowers ses@5star-tutors.com

A+ In Home Tutoring 888-540-5556 Tony Martinez ses@aplusinhometutoring.org

Above and Beyond Learning 800-416-1833 Alejandro Regalado ses@above-and-beyondlearning.com

Academia.net, Inc. 866-320-4753 Joseph Becker j.becker@acadamia.net

Academic Link Outreach 425-513-6500 Veronica Rodriguez sesinfo@academiclink.us

Academic Tutoring Services 800-293-3091 Julian Kung info@academictutoringservice.com

Achieve High Points 888-286-5086 Tricia Gaffney triciag@achieveses.com

Achieve Success 888-823-0307 Kyle Gaddie successachieve@yahoo.com

Achievement Matters, Inc. 818-999-6200 Genesiz Martinez nclb@amk12.com

Advance Tutoring Services 360-312-3495 Mary Morrison mary@atLearn.com

Arrowhead Online, Inc. 866-960-9668 Katie Wruk info@ahtutors.com

Arrowhead Tutors, Inc. 866-960-9668 Kathleen Wruk katie@ahtutors.com

ATS Project Success 800-297-2119 Renee Wright info@atsedu.net

Brave the Elements 469-226-9811 Karen Johnson phenomenalacademics@yahoo.com

Club Z! In Home tutoring services 800-434-2582 Cari Diaz ses@clubztutoring.com

Discover Knowledge LLC 206 295-9710 Kadence Maier DiscoverKnowledge@Outlook.com

Education Future Corporation 267-401-0737 Karlton Roberts washington@educationfuturescorp.com

EduPlus LLC 323-902-5880 Bindiya Chaudhry bindiyabaugh@gmail.com

Eduwizards, Inc. 201-706-7872 Shailendra Chainani ses@eduwizards.com

I can Achieve, Inc. 770-744-5427 Ms. K Finch info@icanachieveinc.com

Kinetic Potential Scholars 301-883-8256 Jim Smith ses@kpscholars.com

Knowledge Island, In. 214-441-2266 Jawaid Alam knowledgeislandses@gmail.com

Legacy Youth and Family Services 704-919-9699 Ophelia Rattary master.lyfs@gmail.com

Literacy in community LLC. 206-295-3695 William Jackson info@freeliteracy.net

Math Mania 425-761-4765 Alina Farooq Alinaaa@me.com

Mobile Minds Tutoring 877-496-4637 Charles Purdom cpurdom@mobilemindstutoring.com

On the Third Day Christian Ministries 404-400-2352 Carla Jones carla_jones@laureatelearningcenter.com

One on One Learning 305-273-8999 Marcel Monnar mmonnar@oneononelearning.com

Professional Tutors 714-784-3429 Robert Harraka robert@professionaltutors.com

Promise Tutorial 313-207-5362 SLari Simmons promisetutorial@yahoo.com

Read Right 360-490-1680 Dee Tadlock deet@readright.com

SOL Case Management LLC 509-542-8890 Lorena Rodriguez laranda@sol-es.com

Student Nest 559-486 1251 Chander Joshi chanderjoshi88@gmail.com

Sylvan Learning Center 509-736-1509 Sara Meek sarah@tcsylvan.com

TC Tech Tutor 704-352-4775 Andrea Smith admin@tctechtutor.com

Tutorial Services 734-470-6387 Jeannie Schultz jschultz@tutorialservices.org

Variations Educational Services 888-537-3977 Eloka Okonkwo ses@variationsprep.com

Wowzers 773-858-1267 Paige Woolery paige@wowzers.com

SES Tutoring Companies

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Template-Student Achievement Goal Plan (SAGP)

Title I, Part A requires “the local educational agency to develop, in consultation with parents (and the

SES provider chosen by the parents) a statement of specific achievement goals for the student, how the

student’s progress will be measured, and a timetable for improving achievement” [Section 1116(e) (3)(A)].

An LEA and a SES provider may agree that the SES provider will complete, on behalf of the LEA, the

agreement for each student for whom the provider is requested to serve (SES Non-Regulatory Guidance,

Item H-2 [U.S. Department of Education, January 2009]).

PART 1: Student Information

Student Name Grade

School ID#

LEA Student Assessment Data (Proficiency Levels) _______________________________________

Parent/Guardian Name

Phone Email

Indicate if student is identified for services: English language learner Special Education

PART 2: Provider Information

Provider Name

Phone Email

Tutoring Subject Area Reading/Language Arts Mathematics

Location of services In student’s home Provider’s center (address) _________________________________

Other (describe) ______________________________________________________________

Tutor-to-Student Ratio One-on-one Small group (2-5 max) Large group (6-10 max) Other (describe)

Service Period: Beginning date Time of tutoring sessions from to Week Day(s)

Total Service Hours Total Sessions Per Provider Contract to be completed by ______________

Cumulatively, sessions may not exceed 6 hours per week. Weekday (Monday - Friday) maximum 3 days times 1.5 hours per day and Weekend (Saturday - Sunday) maximum 2 hours per day

Student Progress Reports (LEA determines frequency, process, and content required):

Procedure Frequency Anticipated completion date

PART 3: Student Achievement Goals Plan (SAGP)

The SAGP developed in consultation with the student’s parent/guardian, LEA, and SES provider, outlines (A) specific goals, (B) services that will support the achievement of the goals, (C) the assessment tools used to measure extent to which goals are met, and (D) notation of issues related to technology, if applicable.

A. ACADEMIC ACHIEVEMENT GOALS B. LEARNING ACTIVITIES C. MEASUREMENT TOOL(S)

1

2

3

4

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D. Note Technology Issues

PART 4: Parent, Provider, District Acknowledgements

Date of Consultation with Parent:

Method of Consultation on SAGP with Parent (document): Phone Face-to-face E-mail Letter

Other (describe in detail) ________________________________________________

Confidentiality Agreements

SES provider AGREES NOT TO DISCLOSE to the public the identity of this student.

_____________________________SES Provider Signature

Parent/Guardian AGREES to release academic information, testing information, and IEP information (for students with disabilities) regarding their student to the parent-selected SES provider. _______________________________Parent/Guardian Signature

Individualized Education Program (IEP) In the case of a student with disabilities, the CONTRACTOR will ensure that SAGP (goals, activities, measures, and timelines) are consistent with the student’s IEP pursuant to the Individuals with Disabilities Act.

Parent request to terminate services with provider

Parents will notify the _______________ if parent wants to terminate the services of an SES Provider. Parents must follow-up with the termination request in writing to the ______________________.

SAGP Agreements I, the parent/guardian, have discussed with the SES provider the plan for the SES tutoring program for my child and agree to the services to be provided.

Parent/Guardian Signature Parent/Guardian Name (Print) Date

SES Provider Signature Title and Provider Entity Name (Print) Date

The student’s school Principal or designee reviewed and agrees to the SES provider implementation of the student achievement goal plan described here.

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Kennewick School District

Supplemental Educational Services

Student Monthly Tutoring Log

Student Name

(Printed Clearly):___________________________________________________________

Student ID #: _____________________ School: __________________________________

Total Hours for Month:______________ Month:_________________________________

Date of

Tutoring

Session

Time of

Arrival

Student Signature Time of

Departure

Student Signature Total Time

Tutored

TOTAL

One form is submitted monthly for each student. For each invoice, this tutoring log verifies attendance at

the tutoring sessions. The form must be readable, filled out completely, and submitted in alphabetical

order by student last name. Use either this form, or the form generated by EZSES.

Provider Printed Name:_______________________________

Signature of Provider:_________________________________

Date: ________________________________________________

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October 28, 2015

Dear Parent/Guardian,

We have processed your request for free tutoring and are happy to inform you that you were

accepted. Your child will be receiving free Supplemental Educational Services (SES) tutoring from:

This tutoring company should contact you within 28 days to discuss your student’s academic needs

and to arrange tutoring. If you do not hear from this provider or have concerns about the tutoring your

child is receiving and your company has not been able to resolve the situation, please call me at (509) 222-

6180.

Your tutoring company is required to:

Target their services to your student’s academic areas of need, using specific measurable goals.

They must administer a pre and post assessment.

Use instructional strategies that are high quality, based on research, aligned with the states

academic standards and in case of a student with disabilities, are consistent with the students

individualized education program (IEP).

Give you information at least once a month about your student’s progress towards their

measurable goals.

Show that your student has made progress by the end of tutoring.

Tutoring will happen outside of the regular school day. No more than 1.5 hours a day Monday-Friday.

No more than 2 hours a day on holidays and weekends. Tutoring cannot be more than 6 hours per week.

You will make arrangements with your provider about specific days, times and place that you will meet

for each session. The district will pay a specific “per student” amount for the 2015-2016 school year. It

roughly estimates at about 20 hours of tutoring for the year. Your tutoring company is not allowed to give

you free hours of tutoring or charge us for missed tutoring sessions. You or your student are required to

sign a “sign in” sheet with the tutor every time you begin a tutoring session. Do not sign in advance and

please make sure your student attends each session.

You will receive a survey at the end of the tutoring session so that you can tell us about the quality of

tutoring your child received from this provider. If at any time you are unsatisfied with the services your

child is receiving or if you have any questions, please call or email me.

Sincerely,

Annabell Gonzalez

SES Coordinator

Kennewick School District

509-222-6180

Annabell.gonzalez@ksd.org

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SES Parent Satisfaction Survey (2014-2015 sample)

This survey is optional. If you decide to complete the survey, please know that we appreciate your feedback about the tutoring your

student received through SES. We will treat your input as confidential and plan to use this information to improve the delivery of SES

services next year.

Optional — please complete one survey per child. There are six sections to this survey:

1. Identify district, grade, subject, type of tutoring

2. Communication from school district

3. Communication with school district and tutors

4. Your student’s learning plan and progress report

5. Quality and benefit of the tutoring sessions

6. Your comments

You can drop your completed survey or surveys off at the District office or mail to:

1000 W. 4th Ave.

Kennewick, WA 99336

1. School District, Grade, Subject and Type of Tutoring Please write the name of the district your child attends.

_______________________________________________

Through the past school year — fall 2014 through spring 2015 — check your student’s grade level below.

☐k ☐1 ☐2 ☐3 ☐4 ☐5 ☐6 ☐7 ☐8 ☐9 ☐10 ☐11 ☐12

Which SES provider did you choose for your student?

______________________________________________

Check the subject or subjects in which your student was tutored.

☐Reading ☐English Language Arts ☐Mathematics

2. Communication from the School District

I received notifications from my school district — emails, letters or phone calls — that explained my options for tutoring

through Supplemental Educational Services.

I understood the notifications — emails, letters or phone calls — I received from the school district that talked about tutoring

through Supplemental Educational Services.

3. Communication With the School District and Tutors

I knew who to contact at the school district office about tutoring through Supplemental Educational Services

The school district answered my questions about SES tutoring promptly and clearly.

I attended a Tutor Fair at my child’s school and the providers were helpful in explaining their programs.

I had enough time — at least two weeks — to make a decision about tutoring and request this service for my student.

☐ Yes ☐ No

☐ Yes ☐ No

☐ Yes ☐ No

☐ Yes ☐ No

☐ Yes ☐ No ☐ I did not attend a Tutor Fair

☐ Yes ☐ No

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4. My Student’s Learning Plan & Progress Report

I worked with the tutor or SES provider to write a learning plan before tutoring sessions began.

How often did the provider give you a report about your child’s work and progress?

☐ After every tutoring session │ ☐ Every 2 weeks │ ☐ Once per month │ ☐ At the end of the program

☐ None of the above

How did the tutor communicate with you about your student’s progress?

☐ Email │ ☐ Telephone calls │ ☐ Written letters or notes │ ☐ Conferences

☐ Other ________________________________________________________

☐ No communication

My student’s progress reports were easy to understand.

5. Quality and Benefit of the Tutoring Sessions

The tutoring my student received met my expectations for teaching, learning, and convenience – timing, location and the

facility where tutoring took place.

I believe that my student enjoyed the tutoring experience, and that he or she was engaged and productive during these

sessions.

I believe that my student performed better in school as a direct result of these tutoring sessions.

How would you rate the tutoring program you chose through Supplemental Educational Services?

Base your rating on:

1. Your experience and expectations

2. Feedback from your student

3. Academic results you believe are the direct result of tutoring.

Next year, would you enroll your student in tutoring through the Supplemental Educational Services program, if you had the

opportunity?

Next year, would you choose this SES provider, if you had

the opportunity?

6. Your Comments

Is there anything else you would like to tell us about the tutoring program or your child’s experience?

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

Can we contact you, if we have a question about your survey?

Name

Phone: Email:

☐Yes ☐ No

☐ Yes ☐ No

☐ Yes ☐ No

☐ Yes ☐ No

☐ Yes ☐ No

☐ Excellent ☐ Basic ☐ Poor

☐Yes ☐ No

☐Yes ☐ No

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September, 2015

Dear SES Provider,

Please read the contract, including the Assurances and Provisions, carefully. Also, all tutors employed by you to

deliver SES tutoring must have a completed background check/finger print receipt on file with our Federal

Programs Department. You can access your approved student list via the EZSES software system.

The following documents are included with this letter:

Personal Services Contract including Scope of Services

W-9 tax form

Debarment form

Kennewick School District fingerprinting procedures

Please review, sign, and/or return the following documents to our office:

Personal Services Contract

W-9 tax form

Debarment form

Liability Insurance with OSPI’s stated minimum coverages

A copy of your Washington state business license

Tutors who will work with students-must have FBI clearance before tutoring begins. Washington State

Patrol background checks are NOT sufficient.

A student learning plan form for each student receiving SES tutoring. Complete and submit learning plans

online via EZSES. After the learning plan is approved, submit the signature page of the signed original to

our office.

The following documents must be included with your monthly invoices:

Original tutoring log – The Kennewick School District does not pay for unattended sessions or travel time

to a tutoring site regardless of the reason. The tutoring log lists the dates and times of tutoring and includes

the student or parent signature. One page per student, in alphabetical order by how students are listed on

the invoice, submitted directly to the Federal Programs Department ATTN: Annabell Gonzalez

Detailed invoice – submitted via EZSES.

Monthly progress report for each student submitted via EZSES.

Provider service schedule listing locations, days, and times of tutoring sessions/classes. (One time

submission unless schedule changes.)

The contract paperwork and monthly invoices can be sent to above address

Contracts and invoices cannot be processed until all required items have been submitted. In the event that all

required contract paperwork and documents are not returned to our office within 30 days, the contract will be

considered void and students on the provider’s approved list will be enrolled with a different provider of the

parent/guardian’s choice.

Sincerely,

Annabell Gonzalez

SES Coordinator

Kennewick School District

Annabell Gonzalez SES Coordinator

1000 W. 4TH AVE. • KENNEWICK, WA 99336-

(509) 222-6180

annabell.gonzalez@ksd.org

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Scope of Services Addendum

Personal Service Contract for Supplemental Educational Services (SES)

PROVIDER OBLIGATIONS will include:

A. For each student to whom the Provider gives services under this Agreement, Provider must have a

signed and dated registration form on file at the district office prior to services beginning. All dated

registration forms contain a release for directory and academic information for each student. Provider

shall, on at least a monthly basis, send District and the student’s parent a written report describing the

student’s progress, including benchmark data. If requested by District or parent, Provider shall give

these reports in the language choice of the parent.

B. All student records shall be kept in a secure location preventing access by unauthorized individuals.

Provider will maintain an access log delineating date, time, agency and identity of any individual

accessing student records that is not in the direct employment of the Provider. Provider shall not forward

to any person other than parent or District any student records, including, but not limited to, the

student’s identity, without the written consent of the parent and District. Upon termination of this

agreement, at the district’s request, provider shall turn over to District all student records of District’s

eligible students to whom Provider has provided services under this agreement.

C. Provider shall allow access to its facilities for periodic monitoring of each student’s instructional

program by District and shall be invited to participate in any review of each student’s progress by

District. District representatives shall have access to observe each student at work, observe the

instructional setting, interview Provider, and review each student’s progress. Before or with the

submission of the first invoice, Provider will submit to the District a schedule that lists the days, times,

location and address for all tutoring sessions.

D. Provider must comply with SES Guidance pertaining to Supplemental Educational Services and

Provision and Assurances provided by the Office of Superintendent of Public Instruction’s (OSPI).

E. Provider shall complete and submit, via EZSES, to the district, an acceptable student learning plan for

each student which includes student name, ID#, school, address, provider local contact information,

location of services to be provided, the specific start and end date for the services, the days of the week

and times of the tutoring sessions, the maximum number of hours of tutoring the student will receive,

specific, measurable goals for the student that reference the Common Core State Standards that are

available on EZSES. Each learning plan will include the name of the pre/post-test, the pre-test score,

and the goal score for the post-test. No payment will be made for students without an approved learning

plan. OSPI, and not the district, approve providers and determine annually if a provider has

demonstrated adequate student academic progress.

F. Providers must not sign up students without earlier notification from the district. Only the district can

determine the eligibility of students for SES and communicate with parents about the eligibility for SES

services. Providers may not render services until the district confirms the eligibility of students for SES

services. Only the official KSD registration form may be used.

G. Providers will ensure that programs align with the state’s academic standards and, in the case of a

student with disabilities, are consistent with the student’s individualized education program (IEP) under

the Individuals with Disabilities Education Act. Providers will ensure that programs build on the

academic program a student experiences in the regular school day and are aligned with the district’s

curriculum. Providers will use high quality, research-based instructional practices designed specifically

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to increase students’ academic achievement or language proficiency. Applicant/providers must provide

remediation/instruction that addresses the individual skill gaps revealed during the assessment process

and base remediation/instruction on an individual learning plan.

H. For students with disabilities, provider will complete and submit, via EZSES, to the district, a timetable

for improving achievement consistent with the student’s individualized education program (IEP) under

section 614 (d) of the Individuals with Disabilities Education Act.

I. All students on a provider’s approved list will have an acceptable learning plan submitted via EZSES, to

the district within 30 days of the contract start date, or the students can be assigned to a different

provider. Services will begin within 45 days of the contract start date or the student can be assigned to a

different provider. Tutoring will end on or before February 29th, 2016. Providers must not accumulate

more than three “no shows” for scheduled tutoring sessions. Provider(s) must reschedule with

students/parents at least 24 hours before scheduled services, except the event of inclement weather or

emergencies. Providers must serve all SES-Eligible children equally, without discrimination, whose

parents request services from an SES provider. Provider must not apply additional admission criteria to

eligible students. All invoices for services rendered must be received by March 11th, 2016 for final

payment.

J. SES tutoring sessions will be scheduled after the last bell of the school day, on the weekends, or during

winter break. Providers that use district facilities/buildings will have an approved building use

agreement on file prior to beginning services. KSD buildings will not be accessible during weekends,

holidays, non-school days, and over winter break. KSD buildings will only be available during a

regularly scheduled school date. There may also be limited use the day prior to a break and on early

release days. Provider must not misrepresent the location of a provider’s program or its approval status.

If services are contingent on a minimum student enrollment, approval of a district, or the use of a school

facility, the provider must state the applicable contingencies in its marketing materials.

K. Providers will provide each parent a copy of their student’s learning plan printed out from EZSES.

Provider will confer with parents about, and obtain a parent signature for each learning plan. If the

parent is not available to sign the plan, provider will record the date and time of the phone call when the

learning plan was discussed. If no contact is possible, in lieu of a parent signature, provider will record

the date and time of three or more phone calls or contact attempts to the parent to discuss the learning

plan. Provider will submit the original signature page of each learning plan to the District.

L. Providers will provide parents/guardians of children receiving SES under P.L. 107-110, Section 116(e)

and the applicable school district information related to the academic progress of their children in a

format and in languages parent(s)/guardians(s) can understand.

1. State the specific achievement goals for the student.

2. Describe how the applicant/provider will measure the student’s progress.

3. For students with disabilities, provide a timetable for improving achievement consistent with the

student’s individualized education program (IEP) under section 614 (d) of the Individuals with

Disabilities Education Act.

4. Describe how the student’s parent(s)/guardian(s) and the student’s teacher(s) will be informed

regularly, at least four times during the delivery, of the student’s progress.

5. Provide for the termination of such agreement if the applicant/provider is unable to meet the

goals and timetables.

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6. Cover provisions with respect to making payments to the applicant/provider by the school

district.

M. Provider shall submit to District accurate monthly invoices using EZSES. Providers will be trained in

using EZSES. Failure to obtain training and using EZSES will disqualify providers to offer their

services to students of the KSD. Invoices will not include amounts or hours that exceed the per student

allocation. Invoice will not exceed state requirements for maximum hours per day. An acceptable

learning plan and tutoring log/progress reports must be submitted before payment can be made. These

forms need to be submitted to the District with one original monthly tutoring log for each student, in the

order that students are listed on the invoice. The tutoring log form can be one page that lists the student’s

name and school, times/hours of tutoring with student or parent signature as long as a student-signed

copy for each individual student is turned in as well. Such invoices shall be submitted within thirty (30)

days of the rendering of the services. The District shall process payments for accurate invoices to

Provider within forty-five (45) days of submission of such invoices, with the exception of the last

invoice which is due March 11th, 2016. Inaccurate or improperly compiled invoices or improper

tutoring logs will be rejected by the district or via EZSES and returned to the provider. No invoices will

be processed or paid after April 15th, 2016.

.

N. No later than March 11, 2016 of the school year, provider will submit to the district a summary of

services that includes data on each student’s progress towards the agreed upon goals in the student

learning plan. This summary will include a list of all students served to date, the pretest score for each

student, the post test score for each student, the name of the assessment used, the number of students

who met their goal, the number of students who made progress, and the average growth of all the KSD

students tutored in math and reading.

O. The provider will inform the district in writing within five business days if a student on the provider’s

approved list moves, withdraws, or declines SES services. Another student will not be selected to

replace the student that has moved, refuses service, or cannot be contacted.

P. The Provider will ensure instruction provided and content used are of high quality, research-based,

specifically designed to increase each student’s academic achievement, and consistent with that of the

district and with the state of Washington’s Common Core State Standards (CCSS). All curriculum used

by Provider must be approved in advance by the District and must align with current adopted District

curriculum.

Q. Meet all applicable Federal, State, and local health, safety, and civil rights laws.

R. Providers shall maintain a system or procedure for addressing consumer grievances and concerns.

Distribute, free of charge, adequate information to parent(s)/guardians(s) related to the school district’s

complaint procedures, and OSPI’s written complaint procedures for violation(s) of a Federal statute or

regulation that applies to Title I, Part A programs). [Chapter 392-168 WAC Special Services Programs-

Citizen Complaint Procedures for Certain Categorical Federal Programs.] Provider must disclose and

SES complaint to the KSD first. Complaint procedures can be found under the “Documents” section at

http://www.ksd.org/District/Departments/Federal-and-State-Programs.

S. All tutors with unsupervised access to students must pay for and submit fingerprints for a background

check. The FBI fingerprint clearance date must be on file with Federal Programs prior to the tutor

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beginning unsupervised tutoring services. Providers must summit name and birthdays of all tutors to be

cleared through e-certification.

T. Applicant/providers are able to hire district and school personnel for instructional purposes only. District

or school personnel hired as instructors, for example teachers, must not recruit students to a provider’s

program, engage in marketing activities on behalf of a provider, distribute or collect enrollment forms,

or in any way promote or encourage students to enroll in a provider’s program.

U. All supplementary services given by Provider under this agreement shall be secular, neutral, and non-

ideological in instruction and content.

V. Providers will ensure supervision of students before, during, and after tutoring sessions while at a school

site. Providers will ensure supervision of students starting at the end of the school day, and as long as

students are on school grounds. Elementary age students must be supervised until released to

parents/guardians. Providers hold full responsibility for the safety of students in their program. Students

must not be left unattended during tutoring hours. Provide a healthy, safe, and clean environment in

which to tutor students. When the provider or any of its employees has reasonable cause to believe that a

child has suffered abuse or neglect, the provider must report to, or make sure a report is filed with, the

proper law enforcement agency, or to the Department of Social and Health Services, as directed by

RCW 26.55.050. Abuse or neglect means sexual abuse, sexual exploitation, or injury of a child by any

person under circumstances, which cause harm to the child’s health, welfare, or safety, excluding

conduct permitted under RCE 9A.15.100, or the negligent treatment or maltreatment of a child by a

person responsible for, or providing care to, the child.

W. Breaks will not exceed a total of 10 minutes for any session over 90 minutes. Breaks are not considered

necessary for tutoring sessions of 90 minutes or less. Tutoring shall not exceed 90 minutes before/after

school on school days, 120 minutes on Saturday, and 120 minutes on Sunday. Cumulative tutoring

sessions may not exceed six hours per week (one week is defined as Sunday through Saturday). Travel

to and from a tutoring site shall not be included in the billable tutoring time. Only instructional time can

be billed.

X. Providers must not offer or advertise economic incentives or gratuities of any kind to parents or

students, who could be eligible for SES, as a means to solicit their selection of provider. Provider shall

not solicit parents and students outside of the school building when parents are dropping off or picking

up their children in an effort to recruit them to sign up for a specific program.

Y. Applicant/provider must keep all documentation related to these provisions and assurances on file at

their official business address for 5 years, in the event that a school district or OSPI requests to review

them. Distance learning providers must keep all documentation related to these provisions and

assurances on file at the site where the provider delivers services.

Z. Providers will submit to the Federal Programs Office a completed W-9 tax and debarment forms

before any tutoring can begin.

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DISTRICT’S OBLIGATIONS. District will participate and cooperate as follows:

A. District will check for FRL (Free/Reduced Lunch) status of students that have signed and dated parent

permission forms. District will contact provider with an approved list of students (having the FRL status

and a signed and dated parent permission form on file) in order for provider to know which students are

approved.

B. Consult with Provider and permit Provider an opportunity to determine impact on student performance

and make recommendations to District in connection with individual student progress and performance.

C. Provide free training in the use of EZSES software for submitting learning plans, invoices, and monthly

progress reports.

D. Review and approve student learning plans.

E. Review and approve provider invoices.

F. Budget funds and authorize payment of expenses to Provider, as per EZSES invoice.

G. District will not pay for a student that is served by another provider. In such cases where a student has

two registration forms submitted to the District, the Federal Programs Department will contact the

family to determine the parent’s choice of provider.

H. The district may terminate the contract of any provider who violates any provisions of this agreement.

MUTUAL OBLIGATIONS. Both Provider and District agree to:

A. Confer and agree to the content of any official announcements regarding this contract, its contents,

objectives, and results.

B. Promptly inform the other party of any issues and problems that may arise during the development and

the implementation of services.

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I. Debarment Certification

a. The Contractor certifies that the Contractor is not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participating in this Contract by any Federal department or agency. The Contractor shall submit a completed Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion form with their proposal (ATTACHMENT III).

ATTACHMENT III

Certification Regarding Debarment, Suspension, Ineligibility

And Voluntary Exclusion - Lower Tier Covered Transactions

Federal Executive Order (E.O.) 12549 “Debarment and Suspension“ requires that all contractors receiving individual awards, using federal funds, and all sub-recipients certify that the organization and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government.

(1) The prospective recipient of Federal funds certifies, by submission of proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency.

(2) Where the prospective recipient of Federal funds is unable to certify to any of the statements in this

certification, such prospective participant shall attach an explanation to this proposal.

______________________________________________________________________________

Organization/Company Name/Individual Name

______________________________________________________________________________

Address

______________________________________________________________________________

Name and Title of Authorized Representative

______________________________________________________________________________

Signature of Authorized Representative Date

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