Updates from MDE: 11-16-2020

department of education

November 16, 2020

Updates in this email:

Teacher Preparation Time Guidance

As required by Executive Orders 20-94 and 20-95, school districts and charter schools must use 30 minutes of instructional time per day to allow teacher preparation time for any teacher providing distance or hybrid instruction (whether as part of the school’s model or because of the student option for distance learning), in addition to any preparation time which the teacher is entitled to by statute. We know there have been many questions surrounding this update, so we have created a Teacher Preparation Time Guidance document to help school leaders implement these provisions.

Distance Learning Option for Families

Pursuant to Executive Order 20-82, paragraph 4, all school districts and charter schools must offer a distance learning model that meets the educational needs of all students of families who choose not to receive in-person instruction. School districts and charter schools have reported staff and space capacity issues that result from the free movement of students to and from distance learning at any time.

Students or families choosing to move from in-person or hybrid instruction to distance learning due to a health issue must be allowed to move to distance learning at any time. A student who enrolls in a district or charter school during the school year must be given the opportunity to enroll in the district or charter school’s distance learning model.

A school district or charter school may limit movement to distance learning for families requesting to move to distance learning from in-person or hybrid for reasons other than a health issue. A school district or charter school that chooses to limit movement to distance learning must provide periodic opportunities for all students and families to choose to move to distance learning for any reason. For example, a district or charter school could limit non-health related movement to distance learning to a window at the end of a quarter or trimester.

A school district may limit movement from distance learning to in-person or hybrid instruction. School districts and charter schools providing in-person instruction or services should prioritize in-person services for students with disabilities, English learners, student experiencing homelessness, and students in foster care.

Who Should be Tested, Testing from Home

No-Cost At-Home Testing for all Minnesotans

Minnesota is proud to offer at-home COVID-19 saliva testing for any person who wants to be tested, with or without symptoms, at no cost. This saliva test is just as accurate as the nasal swab test and is available at no cost for every Minnesotan, whether or not you have insurance. With the COVID-19 positivity rate climbing higher than ever before, expanding access to COVID-19 testing to all communities across the state is critical to keeping Minnesotans informed and safe. More information about this partnership with Vault Medical Services is available Minnesota Department of Health’s website, including information on how to order test.

Based on feedback we have received from educators, schools, child care and staff and in order to provide a seamless transition to this new program at-home testing for all Minnesotans, we are urging all educators who have not yet used their saliva test code issued at the start of the school year to use them by November 30, 2020. If you have already used your saliva test code or you’d like to take an at-home COVID-19 saliva test after November 30, you may order one at Vault: No-Cost COVID Testing For All Minnesotans.

We are strongly encouraging people between the ages of 18-35 to get tested now, especially if you are in school and heading home for winter break. We encourage anyone planning to see family over the holiday to get tested.

Training Opportunities, Important Dates and Reminders

Strengthening Student and Family Engagement Webinar Series

At MDE, we believe strong collaboration between schools, families, and communities is an essential component for student academic success. As districts engage students in remote and hybrid models of learning, intentional engagement is necessary in understanding the unique needs of families and students, identifying barriers to attending school virtually or in person, and collaboratively problem solving so that all students not only attend school, but deeply engage in instruction this school year.

In partnership with TNTP, we’re proud to offer a training series designed to support all Minnesota districts in strengthening their community and family engagement approaches. This training series will support districts in creating and maintaining momentum around academic learning through authentic engagement that leads to positive student experiences, increased student attendance, and ultimately, stronger academic outcomes this school year and beyond. Individual session in the series will focus on

  • Building a Shared Vision for Diverse Stakeholder Engagement and Tier One Supports
  • Tiered Systematic Engagement
  • Comprehensive Engagement and Removing Barriers
  • Increasing Agency of Stakeholders and Integrating with the Academic Vision
  • Improving Communication Structures
  • Intentional Culture and Diversity—Whose Voices are We Missing?
  • Authentic Collaboration
  • Leveraging and Supporting Staff
  • Long Term and Sustained Authentic Engagement—Planning Ahead

Please forward this opportunity to other district and school leaders.

View the session flyer to find out more about the series, see webinar dates, and review individual session outcomes.

Register for this training opportunity.

For additional questions, please contact Jacqueline Blagsvedt at jacqueline.blagsvedt@state.mn.us.

If you need reasonable accommodations to register or participate in this opportunity, please contact liz.vanleer@tntp.org.

Fiscal Year (FY) 2020 Long-Term Facilities Maintenance (LTFM) – Preliminary Review Approved vs. UFARS Expenditures Reconciliation

Please Note:  The FY 2020 LTFM reconciliation process does not apply to Charter Schools. 

This is the third fiscal year review of FY 2020 LTFM Approved vs. UFARS Expenditures Reconciliation. 

For assistance, please review the FY 2020 LTFM Revenue – Preliminary Review of Approved vs. UFARS Expenditures Reconciliation memorandum which includes a link to the FY 2020 LTFM Approved vs. UFARS Costs Reconciliation Report. The memo provides an overview on preliminary review of the FY 2020 LTFM approved vs. UFARS expenditures and describes in detail sections of the cost reconciliation spreadsheet. 

Topics addressed in the memo include the following:

1. Introduction of Preliminary Review of FY 2020 LTFM Approved vs. UFARS Expenditure Reconciliation

2. Preliminary FY 2020 LTFM Excel Spreadsheet

  • FY 2020 LTFM Approved vs. UFARS Cost Reconciliation Report
  • Spreadsheet Section Review
  • Variance Review
  • Health and Safety Website/UFARS Coding Adjustments
  • Appeal Considerations

Note:  The deadline for FY 2020 Health and Safety (H&S) website adjustments is December 15, 2020.  Please review the FY 2020 LTFM Excel Spreadsheet and make any necessary H&S adjustments by this deadline.  After this deadline, we will send the final FY 2020 LTFM Excel Spreadsheets for school districts last review and appeal consideration.  If you have questions regarding the FY 2020 LTFM Preliminary Review of Approved vs. UFARS Expenditures Reconciliation Memo, please contact Sarah Miller.

0-4 Year Old Census Counts

If your district has not submitted the fall 2020 0-4 Census Count, the data is due at the Minnesota Department of Education (MDE) by end of day November 30, 2020.  The fall 2020 0-4 Census Online Data Submission System is scheduled to be shut down December 1, 2020. The data is necessary in order to calculate funding for the School Readiness Program and the Early Childhood Family Education (ECFE) program.

To access the 0-4 Census Online System, go to the Minnesota Department of Education Website. To submit data, click on Districts > Schools and Educators > Business and Finance > Data Submission > 0-4 Census Data Reporting.

If you have any questions regarding the submission of 0-4 Census Data, please contact Greg Sogaard at 651-582-8858.

Please note that this memo does not apply to charter schools.

Reminder: U.S. Senate Youth Program Applications Open

The 59th annual United States Senate Youth Program (USSYP) will be held in an online format for 2021. Washington Week Online will take place March 14–18, 2021, and will be a fully immersive learning experience incorporating the key elements of the program week in an exciting, interactive format. Attendance at Washington Week Online is a requirement of the program. 

  • Completed application packets may be mailed to the Minnesota Department of Education or emailed as attachments. See full mailing address on the application or submit application documents via email to: mde.USSYP@state.mn.us
  • Applications must be postmarked or emailed by Friday, December 4, 2020.

High school principals, counselors and social studies teachers can help us promote this program to students. Please share this information with these staff. The program brochure and application form are available on our program website and may be shared with your students, other educators or anyone who is associated with students who may be interested in the program. Each secondary school may nominate one student for the program. For more information, contact: U.S. Senate Youth Program Coordinator for Minnesota Email: mde.USSYP@state.mn.us