Help Guide for RCs

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family help index

Application & Orientation Process

Completed by learner/family prior to enrollment - Application

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Enrollment Process

Enrollment Meeting

Receive notification from Assistant Director of New Learner
Contact Learner and Family to arrange first meeting at DV Main Campus
1. Contact Learner/Family ideally within 48 hours but no longer than 1 week
2. Try to meet with the Learner and Parent if at all possible
3. Advise family of 2 hour meeting to complete enrollment details
4. Advise family to bring copy of birth certificate and immunization record
5. Advise family to bring the Program Requirements Snapshot given at orientation with written questions and concerns to discuss
6. Advise family to bring available student records (past report cards, IEP, 504, transcripts)
Prepare for the meeting in advance
1. Obtain a complete Enrollment Pack
  - Enrollment Class Check Sheet
  - DVHCP Structure and Agreements Pack
  - DVHCP Materials Resource Pack/DVHCP Resource Catalog (this may or may not be presented at the initial meeting)
  - DVHCP Support Structure/Status Guidelines - Support Status Structure Guide
  - RC/Program Agreement - Full-Time, Part-Time, Kindergarten
2. Obtain enrollment folder from the Data Administrator
3. Schedule a private meeting room, free from distractions with a conducive, age appropriate environment for the learner
4. Have the list of discussion prompts ready
5. Have available learning/teaching style quiz sites
Attend scheduled meeting with the family.
1. If the family is a no call/no show, notify the Assistant Director
RC begins meeting with informal conversation to engage the Learner/Parent personally with the RC.
Begin series of discussion prompts, taking notes as this takes place.
1. Discussion Prompts: The idea behind a discussion prompt is to allow the Learner/Parent to open up about the present learning environment, why they are changing, and what they hope to accomplish in DV.
  - What brings you to Delta Vision? This can open up lots of doors for additional discussion and questions. The RC should be alert to and take note to recommend certain areas of the program if needed.
  - Where will learning take place? At home-if at home, designated space? Outside educators, etc… This can open up the door to recommend learning style quizzes for Learners/teaching style quizzes for parents.
  - Are you new to parent guided education or how long have you been practicing home education? If new, this opens up the door to recommend top Home Education books, websites, organization tools, etc
  - To Learner: How do you feel about this change? Are you excited, or do you feel like you’ll miss your friends?
  - Have you read the Program Requirements Snapshot? What questions do you have?
2. More Discussion Prompts
  - To Learner: What are your short term goals? What are your long term goals? What do you want to be when you grow up? Why? Any combination of these questions work depending on the Learner’s age/maturity level. These get the Learner interacting with the RC on a personal level.
  - Have you thought about what kinds of classes you’d like your child to take? Since you’ve asked the Learner what they want to do, this is a prime opportunity to make suggestions about classes and the Resource Catalog
  - To Learner: What have you been doing outside of class/school? Girl Scouts, gymnastics, basketball? Encourage family by letting them know these kinds of hours count towards the total required hours.
  - Have you thought about a specific curriculum? This is the RC lead into curriculum resource suggestions.
  - Are you willing/able to grade your child’s work? Take this into consideration as you recommend curriculum to your Learner(s).
Review the following pieces of the Enrollment Pack with the family:
1. DVHCP Structure and Agreements Pack
2. DVHCP Support Structure/Status Guidelines - Support Status Structure Guide
Stop after each piece to address questions and concerns. If the subject will be covered in a later piece, politely let them know that you will be addressing that soon to avoid confusion.
Stop to take a break at a point that seems appropriate for the family allowing some of the information to sink in.
Get up and take family on a tour of the facility.
1. Complete your library enrollment information in the library, explaining the procedure on a visual level.
2. Introduce the family to staff who are present in the building.
3. Once the tour has finished, return to your meeting space and complete the remainder of the pack.
Upon completion of Enrollment Pack, initial the Enrollment Meeting Check Sheet.

Agreements within the Enrollment Meeting

Consider your comfort level with the family/learner and decide if this relationship will be in the best interest of the learner. NOTE: Either party may request a change.
- If it’s a certain match, move on.
- If no, contact the Assistant Director to arrange for a different RC
Set up specific agreements with your family
1. Discuss preferred communication methods and days/times. Make sure RC and Family communications styles match.
2. Review, discuss, and sign DVHCP Contract w/RC Agreement. Complete/sign/make copies.
3. Complete enrollment folder collected from data administrator
4. Arrange meeting schedule
  - Set up regular meeting schedule in compliance with Support Status Level
  - Arrange ILP Design Meeting
Ask the family to review the recommendations prior to the next meeting.
- Teaching style quizzes (future links)
- Learning style quizzes
  - Link to Learning Style Quiz at Edutopia
  - Link to Learning Style Inventory at Penn State
  - Link to Learning Style Quiz in CollegeInColorado.org (you will need to set up or have an account for this link)
- Materials Resource Pack (optional based upon readiness) - Language Arts, Math, Science
- Additional Resource Materials (ie DMTC Catalog, ICAP, etc)

After the Enrollment Meeting

Submit the following to the Data Administrator
- Copy of the DVHCP Contract w/RC Agreement
- Completed enrollment folder with copies of birth certificate and immunization record
Complete Info & Checklist Document as per Data Administrator Instructions
Submit copy of the last page (signature page) of DVHCP Contract w/RC Agreement to Payroll

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Individual Learning Plan Design Meeting

Review ILP Design Meeting Checklist- gather:
1. Paragon Log In Info (parent and learner(s)
2. CSAP Achiever Log In Info (grades 2-8) Optional
3. ILP Building Guides
4. DVHCP Assessment Schedule
5. Materials Resource Pack/DVHCP Resource Catalog (if not given at the last meeting) - Resource Catalog, Language Arts MRG , Math MRG , Science MRG
6. Funding Guidelines - CRR 103, DVHCP Funding Procedures, District Funding Guidelines
  1. Discuss how the resources/materials will be obtained:
    - Enrolling in courses
    - Finding Educators/tutors
    - Checking out previously used resources
    - Purchasing Items:
      - Purchase Order/Reimbursement: discuss the pros and cons of each method.
7. IT Responsibility
8. RTI Overview
9. Grad Requirements check sheet and planner (grades 7-12)
Meet with parent at a place mutually convenient and comfortable for both parties.
1. Learner may not need to attend this meeting, unless desired by family.
  - Reason: Discussions of ILP details may not necessarily need the attendance of the Learner. Learner may be bored at this lengthy meeting.
Discuss any questions or concerns that may have come up since the enrollment meeting
Review test scores, transcripts, portfolios, IEP, 504, Body of Evidence to demonstrate skill level.
Review DVHCP Assessment Schedule
Ask: What research were you able to complete since our last meeting?
Use the ILP Building Guides to take notes as you discuss options:
1. Materials Resource Pack - Language Arts MRG , Math MRG , Science MRG
2. DVHCP Resource Catalog (Educators, MOO, Sponsored Classes, Tutors) - Resource Catalog
3. Crossover Classes/DMTC
4. ICAP (if applicable)
High School Learners: Discuss with the family how credit is earned by a High School Learner (if applicable)
1. Discuss transcript back-up
2. Discuss credit requirements
3. Discuss that ILP should reflect this credit earning
Middle School Learners: Discuss with the family how credit is earned by a Middle School (grades 7-8) Learner
1. Prepare Exception Plan- 7th grade only
2. Discuss that ILP should reflect this credit earning
Review Funding Guidelines
Discuss who will physically write the ILP in Paragon and when this should be complete.
RC/Parent Initial ILP Design Meeting Check Sheet

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Individual Learning Plan Creation Meeting

Discussions to determine the following may happen through multiple conversations via phone, email, or personal meeting:

Discuss final resources/materials/course choices.

Arrange Follow-up call to notify of available resources, process PO, or assist in ordering materials if necessary.
Write ILP or review family written ILP - ILP Loading Guide
If RC writes ILP, ask Family to Review ILP and to notify you of any comments and finalize. THEN notify HQ of the ILP ready for review -ILP HQC Review Process
After ILP is agreed upon by the consensus, schedule a meeting to:
1. Complete Schedule of Hours with family
2. Determine if assistance is needed in registering, ordering, etc. of curricula/courses/tutors
3. Find out when materials will arrive to family to schedule Implementation meeting
4. Make suggestions for intermittent use of time while waiting for materials to arrive.
  - Superteacherworksheets.com
  - Education.com
Train the family on the Paragon Data System:

When ILP’s, Scheduler, Hourly Log and Funding Requests are to be explained, physically demonstrate with the family by using his/her log in information on your computer. You may even allow the parent to create a “fake funding request” (do not submit to FO) to allow hands-on instruction

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Implementation of ILP Meeting (TBD - Based upon Arrival of Materials)

1. Discuss optimal learning environment
  - Structure
  - Schedule
2. Obtain any additional info needed from materials for ILP or LDF
3. Discuss materials and plans
  - Learner work expectations
  - Educator work expectations
  - Record keeping
  - Required documentation
  - Evaluation
  - Challenges
4. Answer questions for family
5. Load syllabi and table of contents for courses (future link to DoG loading guide)
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Evaluation / Assessment
1. Evaluate the progress on a weekly basis
  - Test scores
  - Comprehension checks either orally or written
  - Evaluate Learner’s understanding and retention of information
  - Evaluate progress of hours for semester (360 hours required)
  - Progress for completion of course on schedule
  - Evaluate materials being used are working for Learner and primary mentor
2. Evaluate the performance of the family and learner. If your expectations have not been met, please discuss the issues with your Highly Qualified Consultant
Evaluating Challenges
1. Learner Motivation
  1. Is it time to mix it up and add something different to the schedule?
2. Learner Struggles
  1. Has anyone observed problems with the Learner's progress? Problems comprehending? Struggling with reading?
    - RTI
    - Discuss options for additional help or tutoring with the family
3. Curriculum
4. Educator
5. Highly Qualified Consultant
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Regular Resource Consultant & HQC Meetings

Each Family Meeting (Scheduled According to Learner Support Structure) Should Address:
1. Questions and concerns from the family
2. Discuss challenges being faced: Address:
3. Discuss Success in:
4. Obtain update on progress. Where is Learner in respect to goals set? Is Learner on track?
5. Discuss and decide which samples will be obtained for LDF according to assessments listed in ILP. (ie: if assessment is dependent upon unit tests, collect samples of unit tests, etc.) - Documentation of Growth Samples Document
6. Review Hourly Logs and Course Progress: Address concerns.
7. Review, compare, and contrast CSAP, DIBELS, CSAP Achiever,etc. if applicable.
8. Discuss any upcoming opportunities/events that may be of interest to the Learner/Family
9. Acquire funding information and answer questions pertaining to funding - CRR 103, DVHCP Funding Procedures, District Funding Guidelines
After Each Meeting
1. Within 2-3 days:
2. Weekly:
3. Monthly:
4. As needed:
RC/HQC Meetings

RC Preparations - HQC / RC Monthly Meetings Document
1. Make sure LDF for that time frame for each Learner is submitted and uploaded to the DOG at least one week prior to meeting
2. Review Learners’ Hourly Logs and be prepared to discuss any concerns with HQ
3. Complete a Learner Report Spreadsheet outlining your concerns or praises for EACH Leaner to allow the meeting to flow
4. Make sure DOC Logs are complete 1 week prior to meeting thus allowing the HQ time to prepare
Also: How HQCs Are Assigned to RCs Document

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Quarterly Resource Consultant Review Meetings
1. Check hourly logs to review if Learner is at or near 180 hours total for the current semester
2. Review hours in core subjects for each of the credit earning courses/subjects. They should be at or near 30 hours for semester or at 25% completion as determined by the ILP
3. Review curriculum progress with family and learners to ensure 50% completion of semester
4. Obtain educator progress reports from educators
5. Discuss challenges and possible exception plans if necessary for end of semester
6. Collect LDF for all Learners based on ILP and Document of Growth standards - Documentation of Growth Samples Document
7. Upload scanned LDF into DOG
8. Remind families of grade reports and transcript backups (if applicable) that will be necessary upon semester completion.
9. Progress towards graduation path (if applicable)
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Semester Resource Consultant Review Meetings

Full-Time Learners Grades K-12
1. Review hourly logs to ensure Learners have obtained 360 hours or the pre-determined amount for K or late enrollees.
2. Check for curriculum completion according to the standards written in the ILP
3. Make sure LDF has been submitted according to the support structure and ILP standards - Support Status Structure Guide, Documentation of Growth Samples Document, ILP Review Process Document
4. Review of progress in each subject/course. Discuss struggles/successes with families
5. Complete any exception plans necessary - VHL 106
  1. Outline reason for exception
  2. Outline guidelines of exception
  3. Obtain appropriate consensus groups signatures (HQ, RC, Parent, Learner)
6. Complete grade report for appropriate semester in Paragon
7. Obtain back up documentation as needed as per ILP
8. Print grade report and submit with requested back up (if applicable) to Data Administrator
9. Encourage Learners and Parents to complete Educator Evaluations
10. Arrange New ILP Meeting with Family - Link to ILP Creation Meeting (above)
Full-Time Middle Credit Earning Procedure (7-8) VHL 112
1. Develop an Individual Exception Plan with the Family for each course to explain why credit is being earned in the course.
2. Obtain appropriate signatures for the Exception Plan (HQ, RC, Learner, Parent)
3. Ensure that proper LDF has been submitted to the HQ
4. Obtain proper transcript back-up for credit according to the ILP. These could include:
  - Grades (Letter or Pass/Fail)
  - Hours (60 for .5 and 120 for 1.0)
  - Educator Report (Must include grade report as well as description of credit awarded)
5. Inform the Data Administrator of the Learner seeking credit.
6. Complete grade report with credit in Paragon
7. Obtain backup as indicated by the ILP
8. Print grade report, attach exception plan, course report, and additional transcript back up.
9. Submit to HQC for review
10. Meet with parents to sign transcript
  - Encourage Learners and Parents to complete Educator Evaluations
  - Arrange new ILP meeting with family
11. Meet with data administrator to finalize transcript
12. Encourage Learners and Parents to complete Educator Evaluations
13. Arrange new ILP meeting with family - Link to ILP Creation Meeting (above)
  - Review progress towards Graduation path
High School Credit Procedure (9-12) VHL 112
1. Ensure proper credit validity is in place according to the guidelines of the ILP.
  
  Parent Guided Courses:
  Educator Courses:
  Apprenticeship:
  Work Study:
2. Enter grades/credit into Paragon
3. Print grade report, attach credit validity back-up, and submit to Data Administrator
4. Encourage the Learners and Parents to complete Educator Evaluations
5. Arrange new ILP Meeting with family - Link to ILP Creation Meeting (above)
High School Community Path Procedure (9-12)

[future process coming soon]

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Annual (Yearly) Resource Consultant Review

Full-Time Learners Grades K-12
1. Review hourly logs to ensure Learners have obtained 360 hours (180 for K) or the pre-determined amount for late enrollees.
2. Check for curriculum completion according to the standards written in the ILP
3. Make sure LDF has been submitted according to the support structure and ILP standards - Support Status Structure Guide, Documentation of Growth Samples Document, ILP Review Process Document
4. Review of progress in each subject/course. Discuss struggles/successes with families
5. Complete any exception plans necessary - VHL 106
  1. Outline reason for exception
  2. Outline guidelines of exception
  3. Obtain appropriate consensus groups signatures (HQ, RC, Parent, Learner)
6. Complete grade report for appropriate semester in Paragon
7. Obtain back up documentation as needed as per ILP
8. Print grade report and submit with requested back up (if applicable) to Data Administrator
9. Encourage Learners and Parents to complete Educator Evaluations
10. Arrange New ILP Meeting with Family - Link to ILP Creation Meeting (above)
Full-Time Middle Credit Earning Procedure (7-8) VHL 112
1. Develop an Individual Exception Plan with the Family for each course to explain why credit is being earned in the course.
2. Obtain appropriate signatures for the Exception Plan (HQ, RC, Learner, Parent)
3. Ensure that proper LDF has been submitted to the HQ
4. Obtain proper transcript back-up for credit according to the ILP. These could include:
  - Grades (Letter or Pass/Fail)
  - Hours (60 for .5 and 120 for 1.0)
  - Educator Report (Must include grade report as well as description of credit awarded)
5. Inform the Data Administrator of the Learner seeking credit.
6. Complete grade report with credit in Paragon
7. Obtain backup as indicated by the ILP
8. Print grade report, attach exception plan, course report, and additional transcript back up.
9. Submit to HQC for review
10. Meet with parents to sign transcript
  - Encourage Learners and Parents to complete Educator Evaluations
  - Arrange new ILP meeting with family - Link to ILP Creation Meeting (above)
11. Meet with data administrator to finalize transcript
12. Encourage Learners and Parents to complete Educator Evaluations
13. Arrange new ILP meeting with family - Link to ILP Creation Meeting (above)
  - Review progress towards Graduation path
High School Credit Procedure (9-12) VHL 112
1. Ensure proper credit validity is in place according to the guidelines of the ILP.
  
  Parent Guided Courses:
  Educator Courses:
  Apprenticeship:
  Work Study:
2. Enter grades/credit into Paragon
3. Print grade report, attach credit validity back-up, and submit to Data Administrator
4. Encourage the Learners and Parents to complete Educator Evaluations
5. Arrange new ILP Meeting with family - Link to ILP Creation Meeting (above)
6. Discuss plans for enrollment in the fall
7. Complete exit forms for those withdrawing from the program
  1. Exit Interview
  2. Collect Vision Materials
    - Connect with Library and Resource Coordinator to determine materials to be returned
8. Discussion Prompts:
  - How did this year go?
  - What changes would you like to see for next year?
  - Have you completed program surveys and Educator Evaluations?
  - When would you like to begin the fall semester with your Learner(s)
9. 8th Grade Learner Specifics:
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  Conflict Resolution
  1. Copies of signed contracts/agreements should be kept on file
    1. DVHCP Contract
    2. RC Agreement
    3. Educator Agreement
  2. Broken Agreements must be addressed using due process - GOV 106
    1. DVHCP Contract
      1. What breaks the contract?
        
        Any Failure to comply with agreed upon requirements:
        
        1. Non compliance with ILP implementation
        
        Hourly Logs
        
        Non-completion or follow through for Goals
        
        Completion rate for materials
        
        Grading
        
        Methods
        
        Materials Use (must be those listed, no change)
        
        2. Non communication with consensus group
        
        Missing regular Resource Consultant Meetings
        
        Not responding to phone calls or emails at all or in a timely manner
        
        Refusing to provide needed documentation for either the Resource Consultant or the Highly Qualified Consultant
        
        Missing regular parent meetings (parent initiated)
        
        Missing regular HQC meetings
        
        3. Lack of follow through by the RC and or HQC as per contract agreements
        
        RC doesn’t provide documents to HQC on a regular basis
        
        RC misses regular HQC Meetings
        
        RC does not follow through with requests initiated by HQC
        
        HQC does not follow through with responsibilities
      2. Who may initiate- Administration, Parent, RC, and or HQC may begin Due Process if any requirement within the Contract is broken
        
        Tier 1 – Verbal discussion regarding challenges with all appropriate parties present
        
        Tier 2 – Formal meeting with all parties involved in the agreement/contract
        
        Concerned party(s) should meet to discuss breach of agreement, potential resolution, and a draft a new agreement that includes:
        
        Background
        
        Breach
        
        Action to Resolve
        
        Deadlines
        
        Signature Line for all parties
        
        Concerned party(s) schedule a formal meeting with all involved parties.
        
        If participant chooses not to attend, Tier 3 is automatically initiated
        
        Conduct meeting with all parties. Ensure that a facilitator is chosen in order to allow all voices and concerns to be heard, documented and resolved.
        
        Do not leave until a new agreement is completed and signed by all parties
        
        Tier 3 – Potential exit from DVHCP
  3. Resource Consultant Agreement
    1. What breaks the contract
    2. Who may initiate – Parent or RC
      - Tier 1 – Verbal discussion regarding challenges with all appropriate parties present
      - Tier 2 – Formal meeting with all parties involved present and a new written agreement signed by all parties
      - Tier 3 – Potential exit from DVHCP or (in the case of a parent’s dissatisfaction with the RC or HQC) change of placement for the learner
  4. Educator Agreement (DVHCP Sponsored Class)
    1. What breaks the contract
    2. Who may initiate – Parent, RC, HQC, or DVHCP Sponsored Educator
      - Tier 1 – Verbal discussion regarding challenges with all appropriate parties present
      - Tier 2 – Formal meeting with all parties involved in the agreement/contract
      - Tier 3 – Potential exit or failure from class
  5. Educator Agreement (Independent Educator- all who are providing classes that are not on the Menu of Opportunities)
    1. What breaks the contract
    2. Who may initiate – Parent or Educator
    3. This is an independent contract – the program holds no authority in this agreement. Disputes should be settled by the parent and educator based upon the signed contract. If state/school district funds have been misappropriated, contact the DVHCP Eductor Coordinator.
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