HomeMy WebLinkAboutCooperative Strategies Updated FY 20
ACTIVITY I. PLAN FOR PLANNING
Task 1 Facilitate Plan for Planning Work Session
This task involves facilitating a plan for planning work session in person or
via WebEx to ensure that there is clear agreement on the objectives and the
process to be implemented. The purpose of this initial meeting with
administration is to gain an understanding of the mission and function of
the School District and discuss approach. The plan for planning work
session is held to ensure that expectations of the project are understood and
there is consensus on the process to be implemented. At this meeting we
will discuss roles, functions, responsibilities, anticipate issues, and prepare
for the project roll out.
Task 2 Discuss Other Types of Processes
This task involves discussing types of processes other comparable school
districts use to address the same kinds of issues. These could include trends
in elementary and secondary education across the country, the criteria for
benchmarking, the benefits of developing planning areas within the School
District, and best practices on how to incorporate magnet and district-wide
programs
Task 3 Project Website
This task involves creating a project website and updating as necessary
throughout the process to ensure public information is up-to-date with
project schedules and status.
ACTIVITY II. ENROLLMENT PROJECTIONS
Task 4 Review District Data / Information / Documents
This task involves collecting and reviewing data, information, and
documents of the School District related to existing and future student
enrollment. The data, information, and documents may include:
Student enrollment by school, by grade for ten (10) prior school years
Last ten (10) years of enrollment by elementary catchment/boundary
area, by grade or last 10 years of student databases including student
ID, address, school, and grade level data (any identification
information such as student name should be eliminated from the
database before being submitted to Cooperative Strategies)
Open enrollment (transfer in/out) data, as available
Charter school and non-public school enrollment, as available
Elementary catchment/boundary shapefiles
Live birth data
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Population trends
Housing Data
Previous enrollment studies completed, as available
Task 5 Data Creation
This task involves a process called geocoding, in which the student
database is used to place each student electronically on a map. The
geocoding will address match all students in the School District so
enrollment can be analyzed in the GIS. Documentation shall include the
geocoded student file, address matching specifications, accuracies and
other reference data that was used to create the file. The process includes
the completion of the following:
Organization of GIS data in the coordinate system of local data
sources
Quality control student address data
Address match each student record using ArcGIS software
Include, where appropriate, GIS metadata
Task 6 Live/Attend Analysis
This task involves performing a historical live/attend analysis showing
aggregate counts of where students live in respect to attendance area versus
where students attend school.
Task 7 Calculate Cohort Survival Ratios
This task involves measuring the change in the cohort--the number of
pupils in one grade in one year--as this group progresses to higher grades
in subsequent years. By taking into account the changes which are
occurring on a grade-by-grade basis, the historical cohort survival ratios
provide much more information than a simple enrollment history of the
School District. Recent data will be analyzed and a projection ratio will be
determined based on analysis of average or weighted ratios. This will
reflect current enrollment trends within the School District and increase the
accuracy of the final projections.
Task 8 Identify Kindergarten Enrollment Trends
This task involves analyzing the correlation between historical
kindergarten enrollments and the live birth counts within the community
five (5) years earlier. Live birth data is used to project future kindergarten
enrollments.
Task 9 Project Enrollment
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This task involves utilizing S.T.E.P. software to develop recommended,
moderate, low, and high enrollment projections for the School District by
elementary catchment area/boundary. Enrollment projections will be
developed using the cohort-survival method. These projections take into
account issues such as rate of growth or decline and recent economic trends.
Task 10 Prepare Report
This task involves utilizing and assessing the information listed above to
develop an Enrollment Projections Report to include:
Historical enrollment trend and grade-to-grade survival ratios
Demographic profile of the School District including U.S. Census
block group population projections
10-year enrollment projections by elementary catchment/boundary
area, by grade and 10-year enrollment projections by grade, district-
wide.
ACTIVITY III. BACKGROUND DATA
Task 11 Data Collection
This task involves collecting background information about the School
District. Such data to be collected may include, but not be limited to:
Ten-year enrollment projections
Demographic profiles
Geographic Information Systems
Capacity analysis of facilities
Facility educational adequacy evaluations
School District program profile
Financial and budgetary information
Task 12 Background Report Preparation
This task involves compiling the data collected in Task 3 into a background
report to summarize the School District's current situation.
ACTIVITY IV. STEERING COMMITTEE
Task 13 Steering Committee Formation
This task involves assisting the School District in forming a Steering
Committee to facilitate the development and implementation of the
facilities master planning process. The Steering Committee will represent a
broad cross-section of school and non-school members of the community,
with representatives from all of the School District's facilities.
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Task 14 Steering Committee MeetingFacilitation
This task involves facilitating approximatelysix (6) meetings of the Steering
Committee.
ACTIVITY V. OPTIONS DEVELOPMENT
Task 15 Develop Options
This task involves holding a one-day work session with the School District
to develop options from the data collected and input gathered. The options
shall identify the basic scope of the renovations, replacements, additions,
new construction, and closures/consolidations, as well as macro costs.
Task 16 Develop Options Packet
This task involves developing a packet outlining each of the options drafted
in the previous Task to be used at community meetings. This packet will be
illustrative and informative in order to collect relevant feedback.
ACTIVITY VI. COMMUNITY OUTREACH
Task 17 Community Meetings
This task involves attending and facilitating four (4) community dialogue
meetings. The purpose of the first meeting is to provide a global view of the
future of education. The primary focus of the first dialogue is to help
establish the educational framework for developing options. This dialogue
addresses school size, grade configuration, neighborhood schools and
magnet schools, as well as other educational and community issues that are
important in developing options and the final plan. Participants complete
individual and group questionnaires and participate in small group
discussions.
The purpose of the second, third, and fourth meetings are to share the
facility options with the community. During this session, participants rate
each of the options and in a small group format, develop a collective
response as to the preferred options. At the conclusion of the dialogue,
results are posted on wall charts and all questionnaires are collected and
tallied.
Task 18 Deliverable Preparation
This task involves preparing any informational and survey materials (i.e.
conceptual designs, documents, flyers, presentations, questionnaires, etc.)
to be used during outreach meetings.
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Task 19 Additional Outreach (if necessary)
This task involves aiding the School District with additional means of
community engagement to inform members of the public on facilities needs
and possible solutions. Such types of communication may involve but not
be limited to:
Social Media (i.e. Facebook, Twitter, etc.)
District automated phone messaging
Web based community forums and bulletin boards
Traditional paper flyers distributed to:
Local Churches
Libraries
Supermarkets
Recreation Centers
Parent Teacher Organizations
Messaging from School District's leadership to local civic
organizations
ACTIVITY VII. RECOMMENDATIONS & REPORT PREPARATION
Task 20 Recommendations Development
This task involves hosting two (2) one-day work sessions with the School
District to refine the options using feedback collected to outline a
recommended action for each of the School District's facilities.
Task 21 Final Report
This task involves developing a final report outlining the recommendation
developed in the previous Task. The recommendations will be presented in
phases showing which facilities should be addressed first and then the
subsequent order of remaining facilities. Approximate cost of renovations,
additions, replacements, and new construction will be indicated for each
facility.
Task 22 Attend School Board Meetings
This task involves attending four (4) or five (5) meetings of the School Board
and/or School District administration to present the outlined
recommendations.
Task 23 Bond Support (if needed)
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This task involves holding two to three additional community meetings to
educate patrons on the facilities recommendations ahead of the upcoming
bond.
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