LEA and Tutor - Critical Information & Required Forms

This section supports State Tutoring Fund applications that have been approved. The information and required forms for getting a site tutoring program up and running can be found in this section. The State Tutoring Timeline provides a year at a glance of critical dates and deadlines. Please add these critical dates and deadlines to the calendars of the Federal Programs Director and Site Coordinator. Please read the State Tutoring Fund announcement letter. This document provides an overview of the State Tutoring program as a whole.

Tutors

The following content and forms must be viewed and completed prior to tutoring services commencing.

  1. Tutor Verification form – Please complete and have the site Principal sign this form.
  2. PowerPoint – This PowerPoint presents key information for all Tutors. (pdf version)
  3. Survey – The link to the survey is at the end of the Power Point. This should be completed after viewing the Power Point. Please note the date you completed the survey on your Tutor Checklist.
  4. Tutor Responsibilities – Tutor Responsibilities – This file covers all of the Tutor responsibilities in this program. Tutoring is standards based and not skill based. Tutors will work with groups of up to 5 students. Tutors should not be providing 1 to 1 tutoring.
  5. Tutor Checklist – This file should be reviewed and signed by each Tutor. A copy should be kept on file at the school site.

** Signed Tutor checklist and verification forms will be kept on file at the school site. The District contact, or State Tutoring Coordinator will send all signed tutor checklists to the State Tutoring representative. PLEASE NOTE: Future reimbursements may be denied without the State Tutoring Checklist on file at the State Tutoring Office. The State Tutoring Checklist must be filled out by each tutor listed on the School Contact List and emailed or faxed to the State tutoring contact as a site bundle.

Coordinators

The following content and forms must be viewed and completed prior to tutoring services commencing.

sheets to alignment of the State Tutoring fund ADEConnect applications.

  1. To qualify for a site Coordinator, the site must have 5 additional Tutors in place.
  2. PowerPoint – This PowerPoint reviews key information for all Tutors and Coordinators.
  3. Survey – The link to the survey is at the end of the Power Point. This should be completed and please note the date it was completed on the Coordinator Checklist.
  4. Coordinator Responsibilities – This file reviews all the Coordinator responsibilities for supporting site Tutors. Weekly responsibilities include reviewing sign in
  5. Coordinator Checklist – This should be reviewed and signed prior to tutoring commencing.

** Signed Coordinator & Tutor checklist and verification forms will be kept on file at the school site. The District contact, or State Tutoring Coordinator will send all signed tutor checklists to Suzi Mast at the ADE as a single file. PLEASE NOTE: Future reimbursements may be denied without the Coordinators Checklist on file at the State Tutoring Office. The Coordinators Checklist must be filled out by the Coordinator listed on the School Contact List and emailed or faxed to the State tutoring contact as a site bundle.

District Level

  1. Set up approved schools with ADEConnect access to State Tutoring fund. Please do not set up by district entity. Please set up individual schools under their own entity number in ADEConnect- State Tutoring fund. If the State Tutoring grant is new to your district/school, please request from ADEConnect to have State Tutoring fund added to your list of accessible programs by calling 602-542-2222.
  2. LEA ADE Connect Admin will add Coordinator and Tutors to the State Tutoring fund. This should occur prior to all tutoring commencing. Please assign the correct role to each person entered as a Coordinator or Tutor.
  3. Work as site Coordinator if there is not a site Coordinator to ensure that Tutors are supported, and Coordinator responsibilities are taking place. This includes sending required signed files to the ADE prior to tutoring commencing.
  4. Check ADEConnect State Tutoring reports monthly to ensure that the project is not going over their allocated hours. Tutoring reimbursement must not go over the allocated amount in GME. This amount is the final amount that can be reimbursed. If tutoring hours go over the budgeted/allocated amount, additional funds will be the responsibilities of the district and/or school site to cover.
  5. District Responsibilities – This file reviews all the District level responsibilities for supporting site Tutors. Responsibilities include working with GME district/site administrators to set up State Tutoring fund access through ADEConnect. Make sure ADEConnect set up is by school name and not by district name. Responsibilities also include monitoring tutoring hours to make sure that the budget is adhered to.

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