Office of School Administration
Parent Advisory Committee – Fall Meeting
Jesse L. Starkey Administration Building - Board Room
October 27, 2015 – Group Notes
School system staff present: Kimberly Hill, Ed.D. Superintendent of Schools; Sylvia A. Lawson,
Ph.D., Assistant Superintendent of School Administration; Amy Hollstein, Assistant Superintendent
of Instruction; Linda Gill, Executive Director of School Administration; Marvin Jones, Executive
Director of School Administration; Sue DelaCruz, Supervising Pupil Personnel Worker; Alicia Jones,
Supervising Counselor; Charmaine Young-Waddy, Student Services Specialist; Christine Miller,
Specialist in Test Development; Christine Mais, Executive Assistant for School Administration. Two
principals also attended on behalf of their parent groups: Evelyn Arnold, Robert D. Stethem
Educational Center; and, Sandra Taylor, Theodore Diggs Elementary School.
Board of Education: Virginia McGraw, Chairman; Michael Lukas, Vice-chairman; Board members:
Jennifer Abell, Mark Crawford, Victoria Kelly, Margaret Marshall, and Barbara Palko
Forty-four parents and twelve staff members attended the first meeting of the Parent Advisory
Committee (PAC) for the 2015-2016 school year. Dr. Lawson opened the meeting by thanking
parents for attending and introducing the staff and Board members present for the meeting. She
reviewed the purpose of the PAC as follows:
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To provide a forum to share system information to school representatives.
To keep parent representatives informed in order to share and also clarify misinformation when an
opportunity presents itself in the community and at school parent group meetings.
To provide an opportunity to ask questions and be directed to the appropriate staff when needed.
Dr. Lawson reminded the group that anyone with a personal concern may contact the Office of
School Administration. Due to the very full agenda, limited questions will be taken from the floor,
but any questions or suggestions may be written on the index cards provided on each table. All
questions will be forwarded to the appropriate staff for response and inclusion in the group notes.
Dr. Lawson then asked each person to stand, state their name, and the school represented.
Dr. Hill welcomed parents and acknowledged their support in taking an active role in their schools
as well as participating as a member of the PAC. Attending these meetings provides parents with
accurate information to share in their school communities. Dr. Hill noted many parents indicate
their move into the county was due to the outstanding reputation of Charles County Public
Schools. Dr. Hill mentioned the presentation she shares with community organizations reflects all
the good things happening in the schools and offered the opportunity to share at a future PAC
meeting.
As a thank you for their commitment, everyone was invited to take one or more of the
environmentally friendly tote-bags with the CCPS logo on side and the “stronger together”
message on the other side. Parent representatives also received a small gift from the Office of
School Administration promoting the “Be the Difference” message.
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Addressing Student Attendance
Sue DelaCruz, Supervising Pupil Personnel Worker
Charmaine Young-Waddy, Student Services Specialist
Ms. DelaCruz and Ms. Young-Waddy presented information on the system initiatives to improve attendance
and address chronic absence. “Cause for Applause” began over two years ago with the “Every Student, Every
Day” campaign. Their Power Point presentation focused on the theme of good attendance with the message
“Our Goal is achievement BUT… Teachers cannot teach students who are not in their seats.” Some highlights
from their presentation are below with the entire presentation available on the school system website in the
parent information section.
Ms. DelaCruz works with the pupil personnel workers and the school staff to establish an attendance plan in
each school. Ms. Young-Waddy addresses the chronic absence situations and works directly with the school,
parents and student to establish a plan to improve attendance. She also works with the courts and outside
agencies to address the most serious cases of truancy.
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Even missing two or three days a month can add up to 20 or 30 days of missed instruction in a
school year.
The ENTIRE class suffers when classmates miss instruction
Students who are chronically absent in preschool, kindergarten and first grade are much less likely
to read on grade level by the third grade
Students who cannot read on grade level by the end of third grade are FOUR times more likely than
proficient readers to drop out of high school
By high school, irregular attendance is a better predictor of drop out than test scores.
Students arriving late not only miss instruction themselves, but disrupt the learning of others when
they come in at the middle of a lesson
Preparing Students for College and Career Readiness
Alicia Jones, Supervising School Counselor
Ms. Jones presented the programs and initiatives occurring at all levels to introduce students to college and
career planning. At the elementary level, school counselors use “Paws in Jobland,” a comprehensive
Internet-delivered career exploration program that introduces students to thinking about their future plans.
Students are introduced to PAWS, a friendly dog who takes them on a lively tour of Jobland. Students
complete an interest survey about their likes and dislikes that identify job environments that align with their
interest. At the middle and high school levels, school counselors use “Career Cruising” a comprehensive webbased career exploration program. Career Cruising features a 116 question interest inventory, various ways
to search and explore careers, education and training needed for careers, and a portfolio tool that allows
students to save their career searches each year. Students are able to access Career Cruising from school
and from home, giving them the ability to extend their career exploration from the classroom. Students
from kindergarten through high school participate in Career Days. Career Days provide students face-toface presentations with a career presenter. Students have the opportunity to ask more specific questions
and receive personal response from the presenters. Parent volunteers and people from the business
community are invited to present to students about their careers and the education required for their job
and career track.
College Awareness is featured for students in kindergarten through high school. At the elementary and
middle school levels students participate in College Day/Week activities that teach students how to get in
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college, how to choose a college, how to apply to college, and how to pay for college. Students experience
college presentations from their classroom teachers, school counselors and visits to the College of Southern
Maryland. At the high school level, several events aimed at college preparation take place during the year.
Some of these initiatives include Maryland College Application Week, the Charles County Public Schools
(CCPS) College Fair, and daily visits to schools by college admissions representatives. During the visits, college
representatives work with students “one-on-one” answering questions about the college’s requirements and
assist with completing applications.
Maryland College Week held the third week in October was piloted in five CCPS high schools this year.
Volunteers assisting students with the online applications included retired teachers, College of Southern
Maryland admission staff, and parents. Over 1,300 seniors completed at least one college application.
This year, the annual College Fair introduced juniors and seniors to over 126 colleges and universities,
including 11 historically black colleges and universities. Over 1,800 students attended during the day
sessions, and 1,400 parents and students attended in the evening. In addition to college representatives,
students and parents had the opportunity to meet representatives from the Armed Forces, and learn about
Maryland Delegate Scholarships and Congressional appointments for the U.S. Academies. Two financial aid
workshops were also held during the College Fair. Additional financial aid workshops are scheduled at each
high school during November & December.
Ms. Jones’ complete Power Point presentation is available on the CCPS website in the parent information
section.
Testing and Assessments in Charles County
Together we can change the conversation on testing
Amy Hollstein, Assistant Superintendent of Instruction
Mrs. Hollstein presented the changes and adjustments made in the testing program in Charles County
Public Schools. The State of Maryland established a commission to review the testing in the schools across
the state and make recommendations on how local school systems and the state can improve
administration of assessments. Some of the recommendations from this commission included eliminating
certain tests, which CCPS was already addressing. Many of the tests eliminated were summative tests and
replaced with formative tests. Ms. Chris Miller, testing specialist, explained the difference between
formative tests and summative tests. Ms. Miller highlighted the changes and the emphasis on formative
testing with a Power Point presentation available on the website in the parent information folder. Some of
the highlights of the presentation are below:
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Assessing students is an integral part of the teaching and learning process
Used well, assessments can:
o Assess student learning (summative)
o Shape instruction (formative)
o Determine program placement
o Serve as graduation requirements
o Provide information for teacher and principal evaluations (SLO’s)
o Hold school systems accountable for student learning
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Formative Assessments - What is it?
o Process that links instruction and assessment to provide teachers AND students with data
to identify where students are in their learning
How do teachers use it?
o Math unit assessments, exit slips, feedback, peer evaluations, etc.
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Resolving Parental Concerns
Linda Gill and Marvin Jones
Executive Directors – Office of School Administration
Mrs. Gill and Mr. Jones reviewed the process and procedures in place for resolving parent concerns. Their
presentation included the steps which should first be taken at the school-level to resolve the concern by
filing an “informal complaint” and then the next step in the process when a parent feels a formal complaint
is warranted. Mrs. Gill stressed resolving concerns through this process is subject to all confidentiality rules
and regulations of all other government programs and agencies such as Americans with Disabilities Act
(ADA), Family Educational Rights and Privacy Act (FERPA), and employee privacy. They also shared the
expectations for the Office of School Administration with regard to resolving parent issues and concerns.
These are as follows:
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Provide a quality educational program for all students
Work with parents and students
Communicate effectively to answer questions,
Provide information, and explain decisions
Resolve concerns as respectfully as possible
To file an informal complaint:
 Contact the school principal
 Generally benefit from a meeting or conference
 Principals consult with additional staff members
 Understand staff confidentiality responsibilities (FERPA, ADA, and Employee Privacy
Protection)
When an informal complaint at the school has not generated a satisfactory resolution:
 Call the Office of School Administration
 Share question/concern and contact information
 Executive Directors will investigate, visit schools
 Executive Directors will contact parent/guardian, meet when appropriate
 Understand staff confidentiality responsibilities (FERPA, ADA, and Employee Privacy
Protection)
If the contact by an executive director has not generated a satisfactory resolution:
 Contact Dr. Sylvia Lawson in the Office of School Administration
 Share question/concern and contact information
 Dr. Sylvia Lawson will investigate, visit schools
 Dr. Sylvia Lawson will contact parent/guardian, meet when appropriate
 Understand staff confidentiality responsibilities (FERPA, ADA, and Employee Privacy
Protection)
The complete Power Point presentation on Resolving Parent Concerns is available on the website in the
parent information folder. Additionally, the Guide to Resolving School Concerns brochure is available on
the website by accessing the Student/Parent Information drop-down menu.
Closing Remarks – Dr. Lawson
Parents were presented with a small thank you gift on behalf of the school system. Dr. Lawson
thanked everyone for attending and reminded all to use the cards on the table to submit any
additional questions or comments.
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Meeting adjourned at 8:50 p.m.
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All school representatives, alternates, and principals receive the notes from these meetings via email to
access the information on the system website. Parents without email may access the notes through the
website or request a copy through their school. We ask parents to sign-in to confirm their school’s
representation. If a representative from one of the schools listed below did attend this meeting, please
contact Chris Mais at 301-934-7320 or cmais@ccboe.com to make the correction.
Schools without representation: Dr. Mudd, Indian Head, Mattawoman, Somers, and McDonough
Reminder: if the school representative cannot attend the PAC meeting, the principal or designee
should contact the school alternate. The individual listed as the school representative is sent
reminder notices; however, alternate representatives and parents are always welcome to attend.
The parent handbook/calendar lists Parent Advisory Committee meeting dates for the school year.
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For questions: contact the Office of School Administration – cmais@ccboe.com or 301-934-7320
Responses to questions submitted on index cards included at the end of the group notes beginning
on page 6.
Meetings for the current school year:
Mid-Year Meeting: Tuesday, January 26, 2016, 7:00 p.m.
Spring/Year End Meeting: Wednesday, April 27, 2016, 7:00 p.m.
Location for PAC meetings: Starkey Administration Building - Board Room
For more information or questions:
Office of School Administration
Dr. Sylvia Lawson – 301-934-7320
Mrs. Linda Gill or Mr. Marvin Jones - 301-934-7365
Office of Instruction: Ms. Amy Hollstein - 301-934-7377
Charles County Public Schools: www.ccboe.com
This site provides links to every public school in the county, central office administration, the school year
calendar of activities, and other resources in the county and state. Emergency closing information is found
on page 10 of the parent/handbook calendar, also on the website. Emergency closings and other
announcements are also made via the 24 hour information line, 301-934-7410 or 301-870-3814.
Maryland State Department of Education: www.msde.state.md.us
This site provides statewide information and links to school, system, and state report card information,
parent council, and other resources.
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Parent Advisory Committee
October 27, 2015
Questions and comments submitted on index cards.
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Kimberly Hill – it is wonderful seeing the Board members here!! Very nice for their support. Thank you
from parents!
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Kindergarten Readiness Assessment (When will the date change from Sept. 1 to Sept 30, for students
turning 5? Because of age if a student can’t attend, what methods or help can the family get to have
student ready for Kindergarten instead of going into Pre-K?
o The Kindergarten Readiness Assessment is not one of the determining factors for enrollment into
kindergarten. The assessment is designed to assess readiness of students enrolled in our
kindergarten programs. The September 1st date is a state regulation. A good suggestion for
preparing for kindergarten is to read daily with your child and look at the MDK12.org site to review
resources for kindergarten students.
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If a child is absent on testing day, does he/she make up testing?
o Yes, students are asked to make up assessments if they are absent. This is to ensure teachers
have access to up to date information about their students and can make appropriate instructional
decisions based on all needs.
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How do we help our kids with homework if we don’t understand it? (Please offer training nights for parents
about Common Core Math)
o Schools should be hosting parent nights to address changes in curriculum. We will also take your
suggestion and possibly host a county event.
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The CogAT test and the results letter sent to parents needs to be much simpler to understand; please send
explanations with results.
o This is a great suggestion and we will follow up with it.
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Is there any math requirement beyond Algebra I, Algebra II and Geometry? For example if all these classes
were passed in middle school, can the student take no math in high school?
o The state requires that students take a math class every year in high school.
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What is the current math sequence for a 9th grader who has completed Algebra I, Algebra Ii, and Geometry
and is currently taking Pre-Calculus? (MG)
o We would recommend that the student take Calculus as a sophomore, Calculus BC as a junior and
either do a dual enrollment with CSM as a senior or take AP Statistics at his/her high school.
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No mention of PARRC state results released today (why)? (MG)
o As the PARCC results were just released, we have not had an opportunity to thoroughly review,
analyze and prepare to share the data at the PAC meeting; further (and more importantly) this
information is currently embargoed by the state, meaning that the results may not be made public
yet, until that state authorizes such. Charles County Public Schools will release all grade levels to
parents when they become available.
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It seems hard to believe that children in Charles County spend <2% of their time in testing. That means for
180 days of the school year, they spend a total of <3.6 days in testing. Does the data really support this?
3/6 days = 25.2 hours
o Yes, the data does support this. The recommendation from the Department of Education states
students should not spend more than 2% of school time on standardized assessments. For most
students, standardized assessments take less than 2% of time spent in school. There are some
students, for example, that have failed the HSA several times or take multiple AP exams that do
spend more than 2% of school time taking standardized assessments. This is not the norm. We
will be releasing more information regarding this topic with specific times.
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When will parents be made aware of their students’ placement/area for success with PARCC? How are we
notified of results? How parents foster the proper direction if we are unaware of their status?
o We are waiting to receive home reports from PARCC. These reports are scheduled to be sent to
counties in the December/January time frame. Please check the CCPS website for up to date
information on PARCC. We will also encourage principals to schedule PARCC information nights
that will help to explain results and their implications.
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Mrs. Hollstein: Why are post-tests conducted in February? Are we “teaching to the test” September through
February?
o Post tests are administered in February in order to meet the requirements of the teacher evaluation
cycle. These dates are part of the negotiated teacher agreement. Results are shared with teachers
and schools in order to be used to address strengths and weaknesses. Our assessments are
designed to measure student understanding of the curriculum that is taught during the AugustFebruary time period.
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What do we do as parents when we receive our students’ results and they are not on grade level?
o The best course of action is to schedule a conference with your child’s teacher(s). Be sure to
include anyone on the staff that you believe can be helpful and offer suggestions. This might
include the school administration, school counselor or a member of the instructional leadership
team. We have many programs and interventions to help students who are not meeting grade level
expectations. You are your child’s best advocate.
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How are College Nights/Fairs being communicated to middle schools? It would be advantageous to ensure
middle school parents are aware of resources. –NS
o CCPS Communications Department will be posting the Financial Aid Night dates on the website and
will also be sending an email blast to middle and high school parents.
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Alicia Jones – What can we do to communicate the importance of college process to apply to our parents?
o CCPS will provide information in newsletters home to parents and information at open house events
that parents attend.
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Sue DelaCruz – What can we do more of at the school level to communicate to parents?
o PTO/PTSO presentations, robo calls, newsletter articles, classroom notes, social media, incentives
and recognitions that involve the community and parents. Getting the children involved is a great
way to pull in parents.
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Perfect Attendance?
o We recommend that schools move away from using the word ‘perfect’ when recognizing students
for commendable attendance. Because there are children who miss school for things such as family
funerals, court hearings or are genuinely ill (where we encourage them to stay home and get well),
expecting perfect attendance is not always fair. Schools that have instituted “commendable,
outstanding, or exemplary” attendance honors, typically have a set criteria that goes with it and they
recognize students accordingly. We support this.
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When will parents be notified about Mudd being relocated to trailers behind Ryon? Logistically, how will this
work? We are already having car rider issues on Vivian Adams Drive. Adding another school will obviously
increase the traffic on that road.
o At this time, we are still in the planning process to build the facility on Vivian Adams Drive. We will
soon move to the bidding process to retain a builder and move to the construction process in the
spring. As we work with the builder, we will determine the needs for parking, bus schedules, food
service, and safety. Once we have information about logistics, we will communicate them to the Dr.
Mudd, J.P. Ryon, and John Hanson School communities.
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Field trips (school w/o walls)? Zoo every year in November (cold out)?
o School field trips are local schools’ decisions; parents are encouraged to provide suggestions, input
and feedback but please understand there may be reasons for certain trips planned for certain times
of the year. (i.e., at the zoo, many of the larger animals like to be outside of their dens, caves and
cages when the weather is cooler, thereby allow better viewing, as opposed to spring time warmer
weather, when they would rather be inside shaded areas, causing longer wait times to see the
animals). Also, many trips are planned to coincide with the time of year that the corresponding unit
is being taught in class
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Background checks for in-school and for volunteers:
o Currently, we have three schools piloting a new electronic visitors’ sign in system. This system is
being tested and considered to replace our current (county-wide) Student Information System,
which manages many of our daily operations, such as attendance, payroll and visitor/volunteer signins. This system requires visitors’ identification (license) to be scanned and immediate background
information is provided; other schools are welcomed to direct their volunteers to one of these sites
for upcoming/pre-planned opportunities as well. Schools will continue exercising their best lawful
judgment until new protocols and procedures are finalized. Pilot schools are: Stone, Dr. Higdon and
Somers
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(Visitors) Sign in [info available for others to see when checking out]; can this be adjusted?
o The reason for the drop down box for visitors when “checking out” is for the convenience of not
having to type their name in again, but rather enter a few quick clicks to exit. The query of making
adjustments (when checking out) so that others are not able to see who “checked in” is a good
suggestion. This idea will be shared with new vendors we are currently considering for our new
Student Information System.
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Overcrowding in schools:
o The school system monitors enrollment numbers in our schools very closely, acknowledging and
addressing concerns as efficiently and responsibly as possible. Some of the measures employed in
this ongoing process include pursuing additional teachers or instructional assistants as budget
restraints allow, recommending that schools adjust schedules for increased equity (where
reasonable and practical to do so); identifying unauthorized students and directing them to their
home schools where applicable; making careful/calculated decisions about requests for out-of-zone
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attendance; assisting families with transferring/moving on when denied; working to secure portable
classrooms; requesting funding build new schools and complete renovations, etc.
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Are slides/power points from the meeting available for viewing online or to be sent via email?
(swannsm4@gmail.com)
o All slides/power points from the October 27th PAC meeting will be available via the PAC link on the
school system’s website.
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Why did you switch both the principal and the vice principal in one year (@ Mitchell)?
o Many administrative meetings and closed-door discussions are held with consideration of various
factors, in order to make decisions on hiring, promoting or transferring administrators. In the end,
these decisions are driven by what/who we believe to be the best fit for [all of] our school
communities at the present time and in the foreseeable future, considering their individual, diverse
and current needs.
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Time set aside to address concerns with the School Board would be great (Chris Thompson, 301.399.4605)
o Last month (September 28th) the School Board hosted a Town Hall type of meeting at St. Charles
High School; this was a great opportunity to pose questions of the Board directly and have them
respond and interact. Please monitor the school system website for similar opportunities in the
future. Meanwhile, the Board may decide to attend other PAC meetings for your convenience and
there are always occasions to speak to the Board directly (for a brief period) during the Public
Forum portion of our monthly Board meetings (the 2nd Tuesday of the month). The Board does not
respond/interact during the Public Forum session (6pm) but comments/concerns are always wellreceived and may be replied to at a later date.
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Will CCPS consider changing start time between elementary and high school? If not, why?
o At the time of this communication, there are no plans to alter school start times, wherein elementary
and high school would interchange; there has been no recent cost analysis and/or transportation
study to determine whether or not our current fleet could handle such a major change. A previous
School Board (years ago) did research and consider an earlier start time option, but in the end,
decided against any changes. The decision to change school times would have to be initiated and
voiced by strong community desire for change and goes through a process involving the Board and
the Superintendent of Schools.
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Will a roster of all PTO presidents be provided? It would be awesome to sponsor joint events and activities.
o A roster of PTO Presidents may be requested via the current President of the county’s PTO
Council, Denise Terrell (charlesptocouncil@gmail.com); this information may also be found in the
PTO Council link on our website. Additionally, the PTO Council is currently considering a joint even
in the spring; contact Ms. Terrell for details.
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Uniforms is always an issue expressed by the parents to decrease bullying for those less fortunate. Can this
be presented to the Board or is it a mute issue?
o This issue was recently brought to the Board, via the September 28 th Town Hall Meeting; the
response provided, surmised a few determinations: that while this query has come up from time to
time, it does not appear to be a wide-spread concern/appeal; additionally, justifiable reasons for
pursuit on a mass scale have never been presented; and individual schools would be permitted to
consider such independently, (on a voluntary basis) pending the process utilized. The School
Administration Office stands ready to assist as applicable.
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Is there an independent Ombudsman for CCPS (one that is not a retired staff member as well)? If not, why
not?
o There is no independent Ombudsman for CCPS. The school system has a multi-tiered process for
parents/community/students to have concerns addressed. The publication, Resolving School
Concerns and Complaints, can be found at
http://www.ccboe.com/PDF/concerns&complaints2015.pdf.
o If a parent or student does not feel their issue has been successfully resolved on the local level,
there is also opportunity to appeal decisions to the Maryland State Board of Education, which is
independent of Charles County Public Schools.
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½ days at the end of the year/why not full days?
o The two-hour early dismissal days at the end of the year are contracted and provide teachers and
staff report card preparation time as well as to begin to close out their classroom before their final
work day. The teacher contract usually ends the last day of school or the day after.
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Linda Gill and Marvin Jones – Just a thought; it’s nice to be told (when my child was bullied) the child bullied
your child… that Charles County too appropriate actions; it’s nice as a victim in a situation to be reassured,
yes we see what happened and we took action. Even though I may not know I’m still reassured.
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