Office Of Professional Standards - Miami-Dade County Public Schools

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MIAMI-DADE COUNTY PUBLIC SCHOOLSOFFICE OF PROFESSIONAL STANDARDSPROCEDURES MANUAL2013 – 2014Guidelines for Implementation of School Board Policies andProvisions of Collective Bargaining Agreements

The School BoardofMiami-Dade County, FloridaMs. Perla Tabares Hantman, ChairDr. Martin Karp, Vice ChairDr. Dorothy Bendross-MindingallMs. Susie V. CastilloMr. Carlos L. CurbeloDr. Lawrence S. FeldmanDr. Wilbert “Tee” HollowayDr. Martin KarpDr. Marta PérezMs. Raquel A. RegaladoMs. Krisna S. MaddyStudent AdvisorMr. Alberto M. CarvalhoSuperintendent of SchoolsMs. Enid WeismanAssistant SuperintendentHuman Resources/RecruitingDr. Ana M. RascoAdministrative Director


www.dadeschools.netOffice of Professional Standardsops.dadeschools.netii

INTRODUCTIONVisionWe are committed to ensure that high performance standards are promoted, monitored, andmaintained for all Miami-Dade County Public Schools employees and to do so in the spirit of equity andin compliance with due process.Mission:We direct employment actions to maintain and promote ethical performance standards in accordancewith School Board policy, contractual stipulations, state and federal statutes, and competent practice, inconcert with the District Strategic Plan.Core ValuesExcellenceWe pursue and promote the highest performance standards for all employees.IntegrityWe approach employment actions exercising fairness while respecting the worth and dignity of allpersonnel.EquityWe impartially direct procedures related to employment standards and disciplinary action for all districtemployees.Core Activities Implement applicable personnel policies and procedures as set by the School Board. Direct procedures related to employment standards and disciplinary action for all Districtemployees. Monitor District audit and investigative issues pertaining to personnel employment standards. Direct employee fitness-for-duty actions. Direct employee compliance actions relative to Drug-Free Workplace requirements, theOmnibus Transportation Employee Testing Act. Serve as District liaison with School Board Attorneys' Office regarding employment actionsrelative to non-instructional personnel. Serve as District liaison with School Board attorneys and attorneys from the Department ofEducation regarding employment and licensing issues relative to instructional personnel andinstructional administrators. Collect and analyze data concerning all Office of Professional Standards functions, preparereports, and implement recommendations resulting from the data. Process re-fingerprinting cases.iii

Staff Contact InformationRegion OfficeNorthCentralSouthEducation Transformation andPerformanceAdministratorsAdult Education, AlternativeOutreach, and Juvenile JusticeCenterDistrictMaintenanceMaterials Management (MMM)School PoliceTransportation Centers andTransportation MaintenanceOTETAFingerprintingOPS AdministratorsDr. Ana M. RascoAdministrative Directorarasco@dadeschools.netRegion AssignmentsInstructionalMs. Helen R. PinaDr. Jimmie L. BrownMs. Anne-Marie DuBoulayMs. Joyce M. CastroMs. Carmen G. GutierrezNon-InstructionalMs. DanySu F. PritchettMs. Helen R. PinaMs. Carmen G. GutierrezMs. Joyce M. CastroMs. Carmen G. GutierrezDistrict Department AssignmentsInstructionalNon-InstructionalDr. Ana M. RascoDr. Ana M RascoMs. Anne-Marie DuBoulayMs. Anne-Marie DuBoulayMs. DanySu F. PritchettN/AN/AN/AMs. DanySu F. PritchettMs. DanySu F. PritchettMs. DanySu F. PritchettMs. Joyce M. CastroN/ADr. Jimmie L. BrownDistrict Compliance ProgramsDr. Jimmie L. BrownMs. Anne-Marie DuBoulay/Ms. Helen R. PiñaSecretariesMs. Diana OlivieriAdministrative Secretarydolivieri@dadeschools.netPhone(305) 995-7128Fax(305) 995-2985Ms. Alina VieraAdministrative 995-7007(305) 995-2985Dr. Jimmie L. BrownDistrict Directorjimmiebrown@dadeschools.netMs. Wynsette CooperAdministrative SecretaryWcooper 995-7217(305) 995-7380Ms. Joyce M. CastroDistrict Directorjcastro@dadeschools.netMs. Gelsy BargeAdministrative 995-7110(305) 995-3186Ms. Anne-Marie DuBoulayDistrict Directoraduboulay@dadeschools.netMs. Dorothy IslerAdministrative 995-7010(305) 523-0566Ms. Carmen G. GutierrezDistrict Directorcarmengutierez@dadeschools.netMs. Gelsy BargeAdministrative 995-7110(305) 523-0566Ms. Helen R. PiñaDistrict Directorhpina@dadeschools.netMs. Dorothy IslerAdministrative 995-7010(305) 995-4734Ms. DanySu F. PritchettDistrict Directordpritchett@dadeschools.netMs. Isabel GilAdministrative 995-7595(305) 995-7180iv

To the Users of this Manual:The format of the Professional Standards Manual has been revised for ready access to the forms andprocedures contained within the manual. This manual is now divided into 16 sections as follows:I.TIMELINES, RULES AND POLICIESII.REPORTING INCIDENTSIII.ADMINISTRATIVE REVIEW (AR)IV.CIVILIAN INVESTIGATIVE UNIT (CIU)V.PRELIMINARY PERSONNEL INVESTIGATION (PI)VI.CIVIL RIGHTS COMPLIANCE (CRC)VII. RECORDS CHECK (RC)VIII. CONFERENCE-FOR-THE-RECORD (CFR)IX.MEP - MANAGERIAL EXEMPT PERSONNEL SCHOOL SITE/NON-SCHOOL SITEX.DCSAA - DADE COUNTY SCHOOL ADMINISTRATORS' ASSOCIATIONXI.INSTRUCTIONAL PERSONNEL - PERFORMANCE IMPROVEMENTXII. OFFICE EMPLOYEE PERSONNEL PERFORMANCE IMPROVEMENT ANDEXEMPT/CONFIDENTIAL PERSONNEL REQUIRED EVALUATIONXIII. REAPPOINTMENT/NON-REAPPOINTMENT ACTIONSXIV. OTHER PERSONNEL CONCERNSXV. DRUG-FREE WORKPLACE PROCEDURESXVI. FEDERAL REGULATIONSAppendix A.CONTRACT DUE PROCESS MATRIXAppendix B.PROCEDURES FOR RESIGNATIONS AND TRANSFERSAppendix C. NOTIFICATION OF INCIDENT FORMPlease remember that some forms in this manual are for your reference only and are not to beduplicated, filled in, and/or disseminated in the sample format provided.The Office of Professional Standards (OPS) staff wishes you a successful experience with personnelprocedures and looks forward to personally assist you in your efforts to promote employee performancestandards and compliance with Miami-Dade County Public Schools Policies.v

TABLE OF CONTENTSI.Timelines, Rules and PoliciesAssessment Timelines – Recommended Calendar for Site Supervisors . I-2Regional Center/District Standards Review Meetings . I-3Faculty/Staff Handbooks . I-4Criteria for Suspension and Dismissal – State Board Rule 6A-5.056. I-5The Code of Ethics and the Principles of Professional Conduct . I-6Pertinent School Board Policies . I-9How to Use Common Sense and Professional Judgment . I-11Common Sense Suggestions for Non-Instructional Personnel . I-13Preservation & Protection of the Right to Keep & Bear Arms in Motor Vehicles Act of 2008 . 1-14II.Reporting IncidentsReporting Incidents . II-2III. Administrative ReviewAdministrative Review . III-2Administrative Review Site Disposition (Sample from OPS to Worksite) . III-4Administrative Review Investigative Report (Template from Worksite to OPS). III-7Student Statement (Sample Site Form) . III-9Employee Statement (Sample Site Form) . III-10Administrative Review Site Disposition (Probable Cause) (Template from Worksite to OPS) . III-11Administrative Review Site Disposition (No Probable Cause) (Template fromWorksite to OPS) . . III-13Administrative Review Site Disposition - Temporary Instructors(Sample from OPS to Worksite) . III-14Administrative Review Investigative Report - Temporary Instructors(Template from Worksite to OPS) . III-16IV. Civilian Investigative Unit (CIU)Civilian Investigative Unit (CIU) . IV-3CIU Personnel Investigation Site Disposition (Sample from OPS to Worksite) . IV-5CIU Personnel Investigation Site Disposition (Probable Cause)(Template from Worksite to OPS) . IV-7CIU Personnel Investigation Site Disposition (No Probable Cause)(Template from OPS to Worksite) . IV-10CIU Personnel Investigation Site Disposition (No Probable Cause)(Template from Worksite to OPS) . IV-11V. Preliminary Personnel InvestigationPreliminary Personnel Investigation . V-2Preliminary Personnel Investigation (Probable Cause) (Template from OPS to Worksite) . V-3Preliminary Personnel Investigation Site Disposition (Probable Cause)(Template from Worksite to OPS) . V-5Preliminary Personnel Investigation Site Disposition (No Probable Cause)(Template from OPS to Worksite) . V-8Preliminary Personnel Investigation Site Disposition (No Probable Cause)(Template from Worksite to OPS) . V-9VI. Civil Rights Compliance (CRC)Civil Rights Compliance (CRC) . VI-2CRC Site Disposition (Sample from OPS to Worksite) . VI-3CRC Investigative Report (Probable Cause) (Template from Worksite to OPS) VI-5vi

VII. Records CheckRecords Check . VII-2Records Check (Sample from OPS to Worksite) . VII-3Records Check Site Disposition (Template from Worksite to OPS) . VII-5VIII. Conference-for-the-RecordConference-for-the-Record . VIII-2Conference-for-the-Record Procedures Checklist . VIII-3Conference-for-the-Record Notification (Template Site Form). VIII-4Conference-for-the-Record Notification (Sample Site Form-Administrator) . VIII-5Conference-for-the-Record Notification (Sample Site Form-Instructional) . VIII-6Conference-for-the-Record Notification (Sample Site Form-Non-Instructional). VIII-7Procedures for Written Summary of Conference-for-the-Record . VIII-8Summary of Conference-for-the-Record (Template Site Form) . VIII-9Reprimand (Sample Site Form). VIII-14Mid-Year/End of Year Conference-for-the-Record Outline for C.C. Teachers. VIII-15Mid-Year/End of Year Conference-for-the-Record Summary for C.C. TeacherTemplate Site Form) . VIII-16Conference-for-the-Record Employees on Leave or Absent . VIII-19Disciplinary Action Post OPS Conference . VIII-20IX. MEP-Managerial Exempt Personnel School Site/Non-School SiteProfessional Rights-Probationary Period . IX-2Due Process. IX-2Conference-for-the-Record . IX-2Appeal/Hearing Rights . IX-2Complaints . IX-3Below Expectations on Performance Standards. IX-4Required Forms and Timelines . IX-4Evaluation Phase . IX-6X.DCSAA-Dade County School Administrators’ AssociationEvaluation Procedures . X-2Unacceptable Performance . X-2Required Actions-Planning Phase . X-2Required Actions-Progress Phase. X-3Evaluation Phase . X-4Required Forms and Timelines . X-5Progress Phase .X-6Evaluation Phase X-7Professional and Technical Personnel Professional Improvement Plan (Sample) . X-8XI. Instructional Personnel – Performance ImprovementImproving Professional Performance XI- 290-Calendar Day Performance Probation Calendar for 2013-2014 . XI-11Conference-for-the-Record Notice (90-Calendar Day Performance Probation) . XI-12Conference-for-the-Record Summary (90-Calendar Day Performance Probation) . XI-13Notice of Conference-for-the-Record Issuance of an Improvement Plan (IP)For Continuing Contract Teachers . XI-14Conference-for-the-Record Summary/Improvement Plan for C.C. Teachers . XI-1590-Calendar Day Performance Probation Employee Recommendation for EmploymentContract Termination Template From Worksite to Region . XI-1690-Calendar Day Performance Probation Checklist For Principals XI-1790-Calendar Day Performance Probation Employee Recommendation forEmployment Contract Continuation/Termination XI-19End of Year Guidelines for 10-Month Personnel (Instructional and SSRP Personnel) .XI-20Annual Observation Schedule (Official Form) . . XI-21XII. Office Employee Personnel Improvement and Exempt/Confidential Personnel RequiredEvaluationOffice Employee Personnel Evaluation Procedures . XII-2vii

Interpretive Guide – Evaluation of Office Personnel (UTD) . XII-4Evaluation of Office Personnel (Official Form) . XII-7Record of Observed Deficiencies/Prescription forPerformance Improvement (Office Personnel) . XII-8Exempt/Confidential Personnel Required Evaluation . XII-10XIII. Reappointment/Non-Reappointment ActionsNon-Reappointment Actions . XIII-2Non-Reappointment Actions Based on Performance . XIII-2Non-Reappointment Actions Based on Investigative Issues . XIII-3Certification . XIII-3Review of Documentation . XIII-3Employees Subject to the Reappointment/Non-Reappointment Process . XIII-4Reappointment Recommendation Form . XIII-5XIV.Other Personnel ConcernsOther Concerns Impacting Employee Performance . XIV-2Absence from Worksite Directives (Template) . XIV-3Employment Intention – Excessive Absences (Template) . XIV-4Supervisory Referral to the EAP (Template) . XIV-5Employee Assistance Program (EAP) Suggestions . XIV-6Due Process Suggestions for Employees . XIV-7Family and Medical Leave Act of 1993 (FMLA) XIV-9Request for Fitness-for-Duty Template .XIV-11Guidelines for Temporary Instructors . .XIV-12Refingerprinting .XIV-13Disposition of Refingerprinting (Template from OPS to Worksite) XIV-14Refingerprinting Site Disposition (Template from Worksite to OPS XIV-16XV. Drug-Free Workplace ProceduresDrug-Free Workplace .XV-2General Supervisory Procedures. . XV-6General Drug Testing Effective Practices . XV-7XVI.Federal RegulationsAmericans with Disabilities Act (ADA) . XVI-2Occupational Safety and Health Administration (OSHA) . XVI-2Civil Rights Compliance (CRC) . XVI-2Family Medical Leave Act (FMLA). XVI-2Omnibus Transportation Employee Testing Act . XVI-3Appendix AContract Due Process Matrix . A-3Appendix BProcedures for Resignations and Transfer . B-3Letter of Resignation . B-4Appendix CNotification of Incident Form. C-3Appendix DAlternate Assignment Guidelines .D-2viii


ASSESSMENT TIMELINESRECOMMENDED CALENDAR FOR SITE SUPERVISORS2013-2014DATES – 2013August 15-16ACTIVITIES AUGUST 30SEPTEMBER 15REVIEW IPEGS with instructional staff.REVIEW staff handbook of applicable performance policies.REVIEW M-DCPS’ 90-Calendar Day Performance Probation Checklist for Annual Contractand Professional Service Contract instructional employeesCOMPLETE Annual Observation Schedule for submission to Region CenterDEADLINE FOR PLANNING PHASE FOR DCSAA EMPLOYEES (ARTICLE VIII, DCSAA)OCTOBER 24COMPLETE OBSERVATIONS FOR:1. TEACHERS ON PROFESSIONAL IMPROVEMENT PLAN (IP) 2012-2013 ANNUALEVALUATIONS2. New (Probationary Contract Status) teachers, instructional support personnel, andstudent services personnel new to M-DCPS and/or new to the school/work location withpost-observation meeting.SEPTEMBER 30DEADLINE FOR PLANNING CONFERENCE(S) TO BE HELD BETWEEN APPRAISER ANDAPPRAISEE (SECTION C MEP)December 10CONDUCT mid-year conferences-for-the-record for instructional personnel who have beenissued a continuing contract and have been issued an IP.CONDUCT mid-year conferences-for-the-record and interim evaluations for clerical personnel inprescriptive mode and for any employees who may be non-reappointed.NEW YEAR 2014ACTIVITIESDEADLINE FOR PROGRESS FORM (INTERVENTION STATUS/ PIP IF NECESSARY) FORMEP AND DCSAA ADMINISTRATORSANY DCSAA EMPLOYEE WHOSE OFFICIAL PERFORMANCE RATING IS UNACCEPTABLE,SHALL BE NOTIFIED OF THE POSSIBLE RECOMMENDATION FOR NONREAPPOINTMENT IF UNSATISFACTORY PERFORMANCE CONTINUES (APPENDIX C,DCSAA).COMPLETE evaluation form for continuing contract and probationary administratorsrecommended for non-reappointment (Sections C and D, MEP)Second observation of probationary contract personnel with post observation meeting;Observation of annual contract, professional service contract and continuing contract teacherswith post-observation meeting.Notice of “good and sufficient” reasons to continuing contract employees under FS 1012-33(4)(b)and preparation of recommendation for forwarding to School Board.Supervisors meet with employees to notify them of either provisional reappointment or nonreappointment. Supervisors fill out Reappointment Recommendation notices FM-6581.Progress form completed and filed in OPS for DCSAA Administrators being recommended fornon-reappointment who have been on a professional improvement plan.SUBMIT recommendations for non-reappointment of eligible employees, including administrators,with support documentation to Region/District Offices and Office of Professional Standards.(DCSAA-Progress Form completed; evaluation/Progress Form completed)COMPLETE ALL SUMMATIVE EVALUATION MEETINGS FOR K-12 INSTRUCTIONALPERSONNELCOMPLETE ALL SUMMATIVE EVALUATION MEETINGS FOR INSTRUCTIONALPERSONNEL ASSIGNED TO ADULT/VOCATIONAL EDUCATIONCOMPLETE AND FILE EVALUATION FORMS FOR ALL MEP, DCSAA ADMINISTRATORS,AND CONFIDENTIAL EXEMPT PERSONNELDecember 10DATES – 2014JANUARY 30March 15March 20April 1April 7-11April 15April 14May 30July 24JUNE 30*NOTE: TRANSMIT COPIES OF THE SUMMATIVE PERFORMANCE EVALUATION OF INSTRUCTIONAL STAFFINDICATING BELOW STANDARDS AND UTD OFFICE STAFF INDICATING UNSATISFACTORY WITH SUPPORTDOCUMENTATION TO REGION OFFICE AND OFFICE OF PROFESSIONAL STANDARDS (OPS).NOTIFY OPS OF SUMMATIVE PERFORMANCE EVALUATION WITHHELD PENDING DETERMINATION OF ANINVESTIGATIVE ISSUE OR PERFORMANCE CONCERN.I-2

2013-2014 SCHEDULENORTH8:30 a.m. to 4:30 :30 a.m. to 4:30 M/4-14-148:30 a.m. to 4:30 p.m.F/10-11-13ETOF/9-6-13F/5-9-148:30 a.m. to 4:30 2-141:00 p.m. to 4:00 /5-15-14All OPS review meetings will take place at the designated Region Offices unless otherwisespecified. District Office meetings are scheduled in OPS.District Case Managers:Administrators ( All )Building Operations (District Cases/ Non-administrators)Adult Education, Alternative Outreach, and Juvenile Justice CenterSchool Police ( All )Maintenance/Materials ManagementTransportation/Vehicle MaintenanceAna M. Rasco (AMR)DanySu F. Pritchett (DFP)Anne-Marie DuBoulay (AMD)Joyce M. Castro (JMC)DanySu F. Pritchett (DFP)Jimmie L. Brown (JLB)Region Case ntralSouthETOHRPJLBAMDJMC/CGGDFPHRPCGGJMC/CGGI-3

FACULTY/STAFF HANDBOOKSDistrict policies and procedures included in faculty/staff handbooks greatly assist in meetingDistrict requirements for notifying employees of expectations, standards, rules, policies, andprocedures. An employee handbook must be provided to all employees, including noninstructional staff, part-time/hourly, and half-day employees, whether employed in a school siteor other work location.Region Offices have compiled pertinent documents and information that make up theframework for the district-wide Electronic Staff Reference Guide which is available onlineat htm. Site supervisors should addadditional information to the framework to personalize the handbook for individualsites. Employees must sign and date a memorandum indicating receipt of the document.A sample of the memorandum to be signed by the employee is included within the ElectronicStaff Reference Guide.In litigation, the judges expect an employer to prove that each employee was properly notifiedregarding job expectations. This burden of proof is established both by receipt signature andspecific records reflecting that selected topics were further explained and reviewed with ALLfaculty and staff. e.g., agendas, meeting sign-in sheets.Therefore, it is incumbent upon every site supervisor to ensure that ALL personnel havereceived the information compiled in the staff Reference Guide and that the informationhas been thoroughly reviewed with ALL employees by the site supervisor. Questionsregarding required inclusions or citations in faculty handbooks should be referred to appropriateRegion/District Offices.I-4

CRITERIA FOR SUSPENSION AND DISMISSAL OF INSTRUCTIONAL EMPLOYEESSTATE BOARD RULE 6A-5.056“Just cause” means cause that is legally sufficient. Each of the charges upon which just cause for a dismissalaction against specified school personnel may be pursued are set forth in Sections 1012.33 and 1012.335,F.S. In fulfillment of these laws, the basis for each such charge is hereby defined:(1)“Immorality” means conduct that is inconsistent with the standards of public conscience and goodmorals. It is conduct that brings the individual concerned or the education profession into publicdisgrace or disrespect and impairs the individual’s service in the community.(2)“Misconduct in Office” means one or more of the following:(a)A violation of the Code of Ethics of the Education Profession in Florida as adopted in Rule6B-1.001, F.A.C.;(b)A violation of the Principles of Professional Conduct for the Education Profession in Floridaas adopted in Rule 6B-1.006, F.A.C.;(c)A violation of the adopted school board rules;(d)Behavior that disrupts the student’s learning environment; or(e)Behavior that reduces the teacher’s ability or his or her colleagues’ ability to effectivelyperform duties.(3)“Incompetency” means the inability, failure or lack of fitness to discharge the required duty as aresult of inefficiency or incapacity.(a)“Inefficiency” means one or more of the following:1. Failure to perform duties prescribed by law;2. Failure to communicate appropriately with and relate to students;3. Failure to communicate appropriately with and relate to colleagues, administrators,subordinates, or parents;4. Disorganization of his or her classroom to such an extent that the health, safety orwelfare of the students is diminished; or5. Excessive absences or tardiness.(b)“Incapacity” means one or more of the following:1. Lack of emotional stability;2. Lack of adequate physical ability;3. Lack of general educational background; or4. Lack of adequate command of his or her area of specialization.(4)“Gross insubordination” means the intentional refusal to obey a direct order, reasonable in nature,and given by and with proper authority; misfeasance, or malfeasance as to involve failure in theperformance of the required duties.(5)“Willful neglect of duty” means intentional or reckless failure to carry out required duties.(6)“Drunkenness” applies only to persons who hold a contract issued on or before July 1, 1984, andmeans:(a)That condition which exists when an individual publicly is under the influence of alcoholicbeverages or drugs to such an extent that his or her normal faculties are impaired; or(b)Conviction on the charge related to drunkenness by a court of law.(7)Multiple annual performance ratings of unsatisfactory or needs improvement as specified inSection 1012.33(1)(a), F.S.(8)“Crimes involving moral turpitude” means offenses listed in Section 1012.315, F.S., and thefollowing crimes:(a)Section 775.085, F.S., relating to evidencing prejudic (305) 995-7110 (305) 523-0566 Ms. Helen R. Piña District Director . Ms. Dorothy Isler Administrative Secretary ; (305) 995-7010 (305) 995-4734 Ms. DanySu F. Pritchett District Director . Ms. Isabel Gil Administrative Secretary .

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