Williams Visit Preparation Guide for Elementary-Middle School Site ...

Williams Visit Preparation Guide for Elementary
and Middle School Site Administrators
All decile 1-3 schools (based on the 2009 Academic Performance Index [API]) will be visited by
representatives of the county superintendent to ensure that all students have standards-aligned
textbooks/instructional materials to use in class and to take home and all facilities are clean, safe
and functional. It is recommended that a site administrator and facilities staff accompany the
Williams team on the visit.
1. Instructional Materials review procedures
The Williams team will visit a minimum of 25% of all classrooms to verify all
students have standards-aligned textbooks/instructional materials to use in class and
to take home in the core content areas of English/language arts, mathematics,
history/social science, science, in addition to foreign language and health (as
appropriate).
o If a student does not have a standards-aligned textbook/instructional material,
the site administrator must assign a material to the student prior to the team
leaving the school site in order to prevent an instructional materials
insufficiency.
o If there is an insufficiency at a specified grade/course level(s), the team will
visit additional classrooms at that grade/course level in that content area to
determine the extent of the insufficiency.
If any issues arise that are a concern to the Williams team (e.g. textbook distribution
process), a Management Letter will be sent to the site administrator with a copy to the
district superintendent, and district Williams liaison.
The site administrator has five business days to remedy an instructional materials
insufficiency. If the insufficiency is not remedied within this time period, a five day
letter will be sent to the district superintendent. Insufficiencies that are not remedied
prior to the eighth week of school will result in a letter to the state superintendent of
public instruction.
2. Preparation for the Instructional Materials review
Ensure every student is assigned the appropriate textbooks/instructional materials for
school and home use.
Verify board-authorized materials are being utilized in all classrooms.
© 2009 San Bernardino County Superintendent of Schools

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Ensure textbooks/instructional materials are distributed to new students as soon as
possible.
Ensure if a student loses a textbook/instructional material, they are provided with a
replacement material.
Ensure all student materials are readily available in the classroom for Williams teams
to inspect (i.e. have multiple anthologies easily accessible to the team).
Ensure students are aware that they may take their textbooks/instructional materials
home. The Williams team will ask questions to students and teachers to validate
sufficiency (e.g. “With your teacher’s permission are you allowed to bring your
books home to study or for homework?”).
Verify a textbook replacement procedure is in place in the instance that a student does
not have a textbook/instructional material during the Williams visit.
3. Facilities review procedures
The Williams team will inspect a minimum of 25% of all classrooms and all
ancillary/common areas to ensure facilities are clean, safe and functional.
Ancillary/common areas on an elementary and middle school campus may include,
but not limited to, the following areas:
o Administrative offices
o Athletic fields
o Cafeteria
o Counselor’s office
o Custodial rooms (only if
open)
o Gym
o Health office
o Any area where student or staff have access
o Kitchen
o Parking lots
o Playground
o Speech office
o Staff and student restrooms
o Staff lounge
o Storage bins (only if open)
The Williams team will review the school’s prior year deficiencies and verify they
have been remedied.
Any deficiency remedied prior to the team leaving the site will be noted as a
comment on the Facilities Inspection Tool (FIT) but will not be identified as a
deficiency on the final report.
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If an extreme deficiency is identified (e.g. gas odor present, air conditioner not
functional, exposed broken glass), the Williams team will notify the site administrator
immediately.
4. Preparing for the Facilities review
Verify fire extinguishers are properly mounted in each classroom and assembly area,
and monthly and yearly inspection findings are annotated.
Ensure chemicals/cleansers are stored properly and not accessible to students.
Remove unsecured items that are stored too high.
Verify all soap, toilet paper and paper towel dispensers are well stocked.
Ensure flooring and carpeting are free of cracks, tears, holes, stains and/or excessive
refuse.
Ensure extension/power cords are only used on a temporary basis and immediately
rolled up after use.
Verify sinks, fountains and restrooms are clean.
Verify Heating Ventilation and Air Conditioning (HVAC) systems are functional and
vents are not dirty or obstructed.
Ensure campus is free of graffiti, accumulated dirt, grime and/or refuse.
Post Uniform Complaint Procedure (UCP) Classroom Notice in each classroom.
Review the Coalition for Adequate School Housing’s (C.A.S.H.) Facilities Inspection
Tool Guidebook at http://www.sbcss.k12.ca.us/busServe/will_Fac.php for additional
information.
© 2009 San Bernardino County Superintendent of Schools