ALSS CONSULTATION
A Program of Support and Assistance
For Lutheran High Schools with Special Needs
INFORMATION
The following information explains the ALSS CONSULTATION and gives direction on how to apply. The application must be completed to request a grant.
I. BACKGROUND
ALSS CONSULTATION visitations grew out of the need for and the desire of ALSS to support all of its member schools through planned interaction. This program of assistance is made possible from grants made to ALSS by Aid Association for Lutherans. An ALSS CONSULTATION calls for a team of two or more Lutheran educators to serve as consultants at a Lutheran High School requesting a visit.
II. OBJECTIVES:
The ALSS CONSULTATION is designed to assist Lutheran High Schools in meeting specificchallenges and problems. Through the interaction with experienced administrators, Lutheran high schools can:
A. Receive encouragement and support
B. Be offered assistance in carrying on their ministry to young people
C. Be strengthened in their commitment to their mission
D. Prepare and carry out an action plan for growth and change
III. PROCEDURES:
A. Publicity
The CONSULTATION program is publicized by ALSS through its annual conference, through letters to schools, and through its newsletter.
B. Application
Schools requesting consideration of a CONSULTATION should request an application form from the ALSS Executive Director. The application should be completed and returned to the ALSS Executive Director.
C. Approval
The ALSS Executive Director will consider each application as soon as possible so that planning can be expedited by the school.
D. Implementation
As soon as the ALSS Executive Director has appointed a consulting team of two or more persons, team members should receive a copy of this statement and the school’s application. The host school should communicate with the consultants for the specific planning of the consultation. This should include:
1. Clarification of the needs of the host school and desired outcomes of the consultation.
2. Materials for Team Members: Depending upon the specific purposes of the consultation, and following approval of a consultation visit by ALSS, materials to be sent prior to the visit to the members of the visiting team should include:
a. Descriptive materials about the school: Brochures, handbooks,curriculum, tuition and fees, purpose statement, school history,enrollment breakdown, statistics, accreditation reports, and major changes experienced in the last years (enrollment, finances, and faculty).
b. Consultant materials: Faculty listings/profiles and assignments,
master schedule, facilities description, course listings, and class sizes.
c. Finances: Budget, financial reports for the past several years,
current balance sheet and financial reports for the year indebtedness, projections, salary scales, and student grant-in-aid policies and summaries.
d. Structure: Articles of incorporation and bylaws, administrative structure, Board description and structure, description of the Association, Board manual, and description of relationships between the school and congregations and feeder schools.
e. Other: Any long-range planning materials or projections, publications (yearbook/newspaper), and any other materials that help the consultants understand the issues to be addressed.
3. Consideration should be given by the visited school to inviting itsDistrict Education Executive to participate in the visitation. It may be possible for this to be done at no additional expense as part of the Education Executive's budget and normal school visitation responsibilities.
Note: To provide ample time for communication and planning, there may be a period of two to three months between appointment of the consulting team and the consultation. Economy air fairs, schedules of consultants and host school, and facilitation of all arrangements require sufficient time.
IV. THE CONSULTATION ACTIVITY:
Specific purposes of the visit and issues to be addressed will determine the final arrangements and schedule of activities. In general, activities would include some or all of the following:
A. Adequate arrangements for inter city and local transportation, lodging, meals and meeting place for the consultants
B. Briefing of the team upon arrival (orientation to school, facilities, neighborhood, etc.)
C. Classroom observations (enough to get a "feel" for the school)
D. Meetings with:
1. Administration and Board officials
2. Selected faculty
3. Board (possibly a dinner meeting)
4. Student groups
5. Parents, local pastors and school principals, members of Association congregations
E. Possible visits to feeder schools
F. Time for the consulting team to digest information and observations and work on its report/presentation
V. THE ORAL REPORT:
An oral report/discussion meeting will take place including such members of the constituency that can participate in and benefit from this involvement (faculty, administration, Board, delegates of the Association, pastors, and principals)
NOTE: The oral report will most likely be presented to the Board and/or head
Administrator(s).
The Oral Report will include:
A. A review of the original request and the purpose of the consultation
B. Commendations on the positive characteristics of the school
C. Comments on the school's mission/purpose statement
D. Clarification of issues/concerns identified and addressed
E. Suggestions/recommendations
(Caution: The visitation team’s role is to listen and observe yet not become instant experts for solutions to problems with which the school may already have struggled for a long time. Support, encouragement, sharing, and helping the school find its best directions and solutions define the role of the consultation team.)
VI. CONSULTATION TEAM WRITTEN REPORT:
Following the consultation, the consultation team leader will prepare the written ALSS CONSULTATION Team Report. The report will be sent to the head school administrator, chairman of the Board and the Executive Director of ALSS within two (2) weeks of the visitation. The release of additional copies of the report must be authorized by the head administrator of the visited school. If a vacancy exists in that position, the release will be authorized by the Board Chairperson of the visited school. The school should consider sending copies of the report to the District Education Executive and/or the School Service Department of synod.
The CONSULTATION Team written report will include:
A. A brief summary of the visit and activities.
B. Significant observations/questions/issues which were identified during the course of the visit.
C. Commendations: Observations of a positive nature, which pertain to the consutation.
D. Recommendations: Positive steps recommended by the team which corresponds to the issues/questions/problems identified by the team and noted in the original ALSS CONSULTATION application.
VII. ALSS CONSULTATION ACTION PLAN REPORT:
A written progress report by the head administrator of the visited school should be sent no later than three (3) months after the visit. This report should contain the following:
A. Summary of planning activities which have taken place in response to the CONSULTATION team visit
B. Specific response to the recommendations (progress documented, or rationale for not implementing the recommendation and other pertinent information)
C. Future plans of the high school and association to implement changes as a result of the consultation, and the school’s desire for improvement in areas of concern referred to in the original application.
VIII. BUDGET-FINANCES:
A. The normal ceiling on expenditures is $1500 per consultation. Expenditures above the $1500 total are to be approved by the ALSS Executive Director. This may be necessary in some situations due to extended travel transportation arrangements, special local costs, or required length of stay. Honorariums for CONSULTATION team members will be handled directly by ALSS.
B. The budget should include:
1. Transportation - mileage, parking, ground transportation, airfare (where
airfare is involved; the most economical arrangements should be made,
including travel over Saturday evenings).
2. Lodging (individual motel accommodations are required).
3. Meals for the team, including a possible dinner meeting with the Board
of Directors).
4. Car rental for visitors if this helps expedite arrangements.
5. Other special costs to the visited school.
C. All expenses are submitted by the team members to the host school’s head administrator. Full reimbursement is expected upon receipt of the expense receipts from the team members.
D. Upon assignment of a visitation team and budget, the ALSS administrative assistant will be authorized to forward 50% of the projected costs to the visited school.
E. Upon receipt of a final and actual financial report by the host headadministrator, the ALSS Executive Director will authorize reimbursement of remaining expenses (above the 50% amount previously submitted) incurred by the host school.
NOTE: Reimbursement of remaining expenses will not be made until the ALSS President receives the CONSULTATION Action Plan Report from the head administrator of the host school.
IX. ALSS CONSULTATION VISIT TEAM STIPENDS:
A per-day stipend is paid each member of the team and is determined annually by ALSS Board policy. It will not exceed three days.
ALSS CONSULTATION
A Program of Support and Assistance
For Lutheran High Schools with Special Needs
INFORMATION
The following information explains the ALSS CONSULTATION and gives direction on how to apply. The application must be completed to request a grant.
I. BACKGROUND
ALSS CONSULTATION visitations grew out of the need for and the desire of ALSS to support all of its member schools through planned interaction. This program of assistance is made possible from grants made to ALSS by Aid Association for Lutherans. An ALSS CONSULTATION calls for a team of two or more Lutheran educators to serve as consultants at a Lutheran High School requesting a visit.
II. OBJECTIVES:
The ALSS CONSULTATION is designed to assist Lutheran High Schools in meeting specificchallenges and problems. Through the interaction with experienced administrators, Lutheran high schools can:
A. Receive encouragement and support
B. Be offered assistance in carrying on their ministry to young people
C. Be strengthened in their commitment to their mission
D. Prepare and carry out an action plan for growth and change
III. PROCEDURES:
A. Publicity
The CONSULTATION program is publicized by ALSS through its annual conference, through letters to schools, and through its newsletter.
B. Application
Schools requesting consideration of a CONSULTATION should request an application form from the ALSS Executive Director. The application should be completed and returned to the ALSS Executive Director.
C. Approval
The ALSS Executive Director will consider each application as soon as possible so that planning can be expedited by the school.
D. Implementation
As soon as the ALSS Executive Director has appointed a consulting team of two or more persons, team members should receive a copy of this statement and the school’s application. The host school should communicate with the consultants for the specific planning of the consultation. This should include:
1. Clarification of the needs of the host school and desired outcomes of the consultation.
2. Materials for Team Members: Depending upon the specific purposes of the consultation, and following approval of a consultation visit by ALSS, materials to be sent prior to the visit to the members of the visiting team should include:
a. Descriptive materials about the school: Brochures, handbooks,curriculum, tuition and fees, purpose statement, school history,enrollment breakdown, statistics, accreditation reports, and major changes experienced in the last years (enrollment, finances, and faculty).
b. Consultant materials: Faculty listings/profiles and assignments,
master schedule, facilities description, course listings, and class sizes.
c. Finances: Budget, financial reports for the past several years,
current balance sheet and financial reports for the year indebtedness, projections, salary scales, and student grant-in-aid policies and summaries.
d. Structure: Articles of incorporation and bylaws, administrative structure, Board description and structure, description of the Association, Board manual, and description of relationships between the school and congregations and feeder schools.
e. Other: Any long-range planning materials or projections, publications (yearbook/newspaper), and any other materials that help the consultants understand the issues to be addressed.
3. Consideration should be given by the visited school to inviting itsDistrict Education Executive to participate in the visitation. It may be possible for this to be done at no additional expense as part of the Education Executive's budget and normal school visitation responsibilities.
Note: To provide ample time for communication and planning, there may be a period of two to three months between appointment of the consulting team and the consultation. Economy air fairs, schedules of consultants and host school, and facilitation of all arrangements require sufficient time.
IV. THE CONSULTATION ACTIVITY:
Specific purposes of the visit and issues to be addressed will determine the final arrangements and schedule of activities. In general, activities would include some or all of the following:
A. Adequate arrangements for inter city and local transportation, lodging, meals and meeting place for the consultants
B. Briefing of the team upon arrival (orientation to school, facilities, neighborhood, etc.)
C. Classroom observations (enough to get a "feel" for the school)
D. Meetings with:
1. Administration and Board officials
2. Selected faculty
3. Board (possibly a dinner meeting)
4. Student groups
5. Parents, local pastors and school principals, members of Association congregations
E. Possible visits to feeder schools
F. Time for the consulting team to digest information and observations and work on its report/presentation
V. THE ORAL REPORT:
An oral report/discussion meeting will take place including such members of the constituency that can participate in and benefit from this involvement (faculty, administration, Board, delegates of the Association, pastors, and principals)
NOTE: The oral report will most likely be presented to the Board and/or head
Administrator(s).
The Oral Report will include:
A. A review of the original request and the purpose of the consultation
B. Commendations on the positive characteristics of the school
C. Comments on the school's mission/purpose statement
D. Clarification of issues/concerns identified and addressed
E. Suggestions/recommendations
(Caution: The visitation team’s role is to listen and observe yet not become instant experts for solutions to problems with which the school may already have struggled for a long time. Support, encouragement, sharing, and helping the school find its best directions and solutions define the role of the consultation team.)
VI. CONSULTATION TEAM WRITTEN REPORT:
Following the consultation, the consultation team leader will prepare the written ALSS CONSULTATION Team Report. The report will be sent to the head school administrator, chairman of the Board and the Executive Director of ALSS within two (2) weeks of the visitation. The release of additional copies of the report must be authorized by the head administrator of the visited school. If a vacancy exists in that position, the release will be authorized by the Board Chairperson of the visited school. The school should consider sending copies of the report to the District Education Executive and/or the School Service Department of synod.
The CONSULTATION Team written report will include:
A. A brief summary of the visit and activities.
B. Significant observations/questions/issues which were identified during the course of the visit.
C. Commendations: Observations of a positive nature, which pertain to the consutation.
D. Recommendations: Positive steps recommended by the team which corresponds to the issues/questions/problems identified by the team and noted in the original ALSS CONSULTATION application.
VII. ALSS CONSULTATION ACTION PLAN REPORT:
A written progress report by the head administrator of the visited school should be sent no later than three (3) months after the visit. This report should contain the following:
A. Summary of planning activities which have taken place in response to the CONSULTATION team visit
B. Specific response to the recommendations (progress documented, or rationale for not implementing the recommendation and other pertinent information)
C. Future plans of the high school and association to implement changes as a result of the consultation, and the school’s desire for improvement in areas of concern referred to in the original application.
VIII. BUDGET-FINANCES:
A. The normal ceiling on expenditures is $1500 per consultation. Expenditures above the $1500 total are to be approved by the ALSS Executive Director. This may be necessary in some situations due to extended travel transportation arrangements, special local costs, or required length of stay. Honorariums for CONSULTATION team members will be handled directly by ALSS.
B. The budget should include:
1. Transportation - mileage, parking, ground transportation, airfare (where
airfare is involved; the most economical arrangements should be made,
including travel over Saturday evenings).
2. Lodging (individual motel accommodations are required).
3. Meals for the team, including a possible dinner meeting with the Board
of Directors).
4. Car rental for visitors if this helps expedite arrangements.
5. Other special costs to the visited school.
C. All expenses are submitted by the team members to the host school’s head administrator. Full reimbursement is expected upon receipt of the expense receipts from the team members.
D. Upon assignment of a visitation team and budget, the ALSS administrative assistant will be authorized to forward 50% of the projected costs to the visited school.
E. Upon receipt of a final and actual financial report by the host headadministrator, the ALSS Executive Director will authorize reimbursement of remaining expenses (above the 50% amount previously submitted) incurred by the host school.
NOTE: Reimbursement of remaining expenses will not be made until the ALSS President receives the CONSULTATION Action Plan Report from the head administrator of the host school.
IX. ALSS CONSULTATION VISIT TEAM STIPENDS:
A per-day stipend is paid each member of the team and is determined annually by ALSS Board policy. It will not exceed three days.