Instructional Services

1. Instructional Services Technical College System of Georgia Office of Adult Education

2. Opening Remarks

3. Instructional Services Team

4. *FY13 GALIS Table 4 as of 8/1/13 – data is not final

5. Program Spotlight • Catholic Charities • Clayton County Schools • Gwinnett Technical College • Savannah Technical College • Lanier Technical College

6. *FY13 GALIS Table 4 as of 8/1/13 – data is not final

7. Focus: Postsecondary Education

8. *FY13 GALIS Table 4 as of 8/1/13 – data is not final

9. Enrollment -4,433 or -6.9% -4,502 or -7.5% Source: FY11 & FY12 GALIS Table 4 and *FY13 GALIS Table 4 as of 8/1/13 – data is not final

10. Enrollment 1.2 million Georgians without a High School Diploma or GED Diploma

11. GPS Coordinator Desk Monitoring • Monthly • GALIS Reports 304 & 305 • NRS Table 4 (All) • Annual Comparison Reports – Statewide Reports • On-going • Intensity and Duration • Retention

12. Program Visitation • Performance-based monitoring • Based upon FY13 data as of July 15, 2013 • Quarterly or Semiannually • Instructional Observation, Classroom Visitation/Site Checklist, and Records Review • Annually • Orientation and Assessment Observation • Program Management Monitoring • Financial Checklist

13. Orientation and Assessment • Timeframe (July 1 – September 30) • Frequency • One observation per fiscal year • Depth • Required for new programs, optional for others • Form Changes • Added number of students • Continuous Program Improvement considerations

14. Orientation and Assessment Observations • Keep it interesting • Make students feel comfortable – inviting, nice furnishings, comfortable temperature • Invite successful former students to share their stories • Have a well-organized session • Use PowerPoint or other visual presentations • Include transition specialist

15. Program Management • Timeframe (August 1 – March 31) • Frequency • One interview per fiscal year • Depth • New PAs – full interview; Veteran PAs – Updates and concerns • Form Changes • Added directions and new questions • needs assessment, instruction, PD and training, transition, technology • How OAE can support the program and continuous program improvement considerations

16. Program ManagementObservations • Helps with program planning • Good reminder to update: • Technology Plan • Recruitment and Retention Plan • Great guide for program management understanding • Think about the support you need from OAE • Must provide supporting documentation by category

17. Financial Checklist Rule No. 1: Never lose money. Rule No. 2: Never forget Rule No. 1. -Warren Buffet • Timeframe (March 1 – May 31) • Frequency • Required for all programs • Exempt, if under Program Review • Form Changes • RFA Budget Project Numbers (Item 1.A.) • Payroll Records – Employee Names (Item 2.A.)

18. Financial Checklist Observations • Must be able to provide supporting documentation by category • PA develops and implements internal check/balance for budget and personnel records • Build rapport with business/accounting personnel • Maintain program records for easy retrieval

19. Instructional Observation • Form Changes • Added number of students • Continuous program improvement • Positive observations • Necessary actions • Timeframe – All of FY2014 • Frequency (Quarterly or Semiannually) • Three lowest performing programs per region per quarter • All others within region semiannually

20. Instructional Observation Concerns • Lack of variety of instructional strategies • Little integration of technology in lesson development and presentation • Copying of materials when PowerPoint, newspaper or other media could be used

21. Classroom Visitation/Site Checklist • Timeframe – All of FY2014 • Frequency (Quarterly or Semi-annually) • Three lowest performing per region per quarter • All others within region semi-annually • Form Changes • Added number of students • Added sign-in sheet review • “Security” changed to “Safety Considerations”

22. Classroom Visitation/Site Checklist Observations • Lack of available technology at sites • Missing emergency maps and plans in classrooms • Lack of adequate restrooms • Poor signage, especially in rural locations • Maintenance of facilities

23. Records Review Form Changes • Timeframe – All of FY2014 • Frequency (Quarterly or Semiannually) • Three lowest performing per region per quarter • All others within region semiannually • Form Changes • Added VOEPB

24. Records Review Concerns • Intake Assessment Form – missing data fields, lack of signatures, no conference notes, preprinted conference notes for all students • Underage Youth Application – missing or incomplete • VOEPB – missing alien number, signatures • Sign-in sheets - Students signing in and out at entry, or arriving late but not listing actual time

25. 9 total sessions • 3 PA, 3 ABE/ASE, 3 ESL & EL/Civics • August 2013 through January 2014 • Hear from program and instructional leaders from around the state • Network and share your ideas and experience • Distance Learning format • Teleconference with presentation materials

26. FY14 Technical Training Encourage your staff to take advantage of these flexible training opportunities! • Located on GALIS Help page • Different requirements for new and current employees • Includes tutorials, videos and other materials • Can be used individually or as a group training

27. On-site Program Review • University of Georgia Facilitated Peer Review • Five team members on site for three days • Quality of Program Leadership and Instruction • FY2014 Programs • Albany Technical College January 27 - 30 • Altamaha Technical College February 3 - 6 • Asian American Resource Center February 10 - 13 • Southern Crescent Technical College February 17 - 20 • West Georgia Technical College February 24 - 27

28. On-site Program Review Team Members Needed! • Positions Available • Program Administrators, ABE/ASE Teachers, ESL Teachers • Minimum Requirements • At least three years of experience • Paid from local professional development funds • Deadline to Apply • Submit nominations to Beverly by August 31st

29. State License - $1.31/subtest • Sell to local programs for $1.25 per subtest • Increments of 500 subtests (Total cost of $625) • Current local program contracts • Also $1.31 per subtest • Use these tests first • Buyback of unopened TABE materials

30. Staff Development • Train-the-trainer model • 4 trainings across the state • August 26 – 29 • South, Central, Northwest, Northeast • Drive in (10:00 am – 2:00 pm) • Bring a lunch or snack • 2 – 3 attendees per program • Must be able to effectively lead local training

31. GALIS Updates • NRS Table • Enter all staff under staff tab FY13 and beyond • New Reports for GALIS • Missing data fields, VOEPB, etc. • FY14 Changes • Class scheduling by teacher • To Be Determined (TBD) option? • Q & A

32. Perspectives on Program Management • Summaries of the peer discussions from the 2013 TCSG Leadership Summit • Topics include: MOUs and Collaborative Agreements, Volunteer Programs, Instructional Staffing, and Performance Accountability • Useful resources for program leadership

33. Verification of Eligibility for Public Benefit • Required by state law • Forms and training are posted on the GALIS Help page • Quality of forms submitted to OAE has greatly improved since trainings (state and local) • All FY13 VOEPB forms will be processed by August 31 (initially accepted and resubmissions)

34. Assessment Policy, Assessments, and Training • How each assessment is approved is included in the Assessment Policy • All assessments have pros and cons • Annual assessment training is required • OAE conducts training for BEST Plus, BEST Plus Scoring Refresher and BEST Literacy • Training materials are required to attend • Refer to the PD Calendar for set dates

35. Student Education Plan Committee • Group of 10 teachers from around the state • Reviewed SEP survey data • 2 teleconferences and 1 face-to-face meeting • Set of criteria; training ideas • Rollout – late fall

36. Underage Youth Application • Removal of 12 hours; Replaced by “attendance and performance requirements of the local program” • Teacher will verify that student has registered for test • Local program will request GED Testing approval, not examiner • Effective September 1, 2013

37. Distance Education Policy and Curriculum Approval • Located in the Assessment Policies Manual • Proxy Contact Hours • outside of class • clock-time, teacher verification, mastery model • DE curriculum must be approved by OAE • Request for Approval form

38. Thank You for Your Participation!Now go enjoy Savannah!