Your Work Plan & the Reporting and Monitoring Process

1. Your Work Plan & theReporting and Monitoring Process

2. Your Work Plan & theReporting and Monitoring Process Communication between the HSGC And CISGA

3. The High School Graduation Coach Profile • The High School Graduation Coach Profile is important in providing us with the information we need to keep in contact with you. • In your profile, you will provide us with: • Your Name • Your Site – ID Number, System and School • Your Past Experience & Credentials • Your Contact Information

4. The High School Graduation Coach Profile • The profile is set up as an online survey • Your profile must be completed by Wednesday, August 23rd. • Access the profile at this web address: http://www.zoomerang.com/survey.zgi?p=WEB225JWN7NLLE

5. Your ID Number • For the purposes of data management and to help eliminate confusion, you have been given an ID Number which you will use whenever you are reporting. • The ID is a 7 digit number, made up of your system (3 digit) and school (4 digit) codes. • Please take a moment to look in your manual for your ID Number (page 27– 36). • Please memorize this number or keep it close at hand.

6. Communicating with CISGA • Methods • Technical Support Conference Calls • Individual Phone Calls (may be slow response time) • E-mail • hsgceval@cisgeorgia.org for evaluation & reporting support • hsgcprogram@cisga.org for planning & program support • Please include your ID number in any E-mail requests for support

7. The HSGC Calendar • Calendar is in your manual pages 37-48 • Next Training Dates • Technical Support Conference Calls • Reporting Dates • When expect to receive reports • To help identify elements quickly, a series of icons are utilized.

8. The HSGC Calendar • Icons • To help you easily identify upcoming events, descriptive icons are on the calendar.

9. Your Work Plan & theReporting and Monitoring Process Overview

10. The Reporting Feedback Loop

11. Your Work Plan & theReporting and Monitoring Process Developing Your Work Plan

12. What is the HSGC Work Plan? • The HSGC work plan consists of tasks surrounding development and functioning of: • Some Universal Program Components: • Assessments • Resource Development • Peach State Pathways • Graduation Team Development • Strategies that are a part of your program • Types of Strategies • Both should have goals for performance

13. Your Work Plan & theReporting and Monitoring Process Developing Strategies & Strategy Goals

14. The ProgramImplementationProcess

15. Selecting Your Strategies andDeveloping Strategy Goals • Strategy Goals for Georgia High School Graduation Coaches will be goals for process and program implementation intended to address particular barriers to graduation for Georgia high school students. • The strategy goals are the deliverables on which you, the high school graduation coach, will be monitored for progress.

16. Why Strategy Goals? • Interventions properly planned within best practices for dropout prevention, implemented in keeping with those practices, will have the intended outcomes for students and schools.

17. Developing Strategy Goals

18. Developing Strategy Goals

19. Developing Strategy Goals NOTE: GOALS SHOULD BE SET FOR THE ENTIRE YEAR

20. Your Work Plan & theReporting and Monitoring Process Bringing Your Work Plan Together

21. What Should the Work Plan Include? • All work plan components should have goals for performance attached to them. • The HSGC work plan should specify • Timelines and priorities for Tasks; • Tasks related to strategy or component development; • Tasks and goals related to needed resource development; • Timeline for Service Delivery; • Tasks related to identification of the service population and goals for service population; • Service delivery timeline and goals for number of sessions; • Identification of those tasks that have been completed.

23. Your Work Plan & theReporting and Monitoring Process Okay, I Have a Work Plan – What Do I Do Now? The Reporting and Monitoring Process

24. Reporting Your Work Plan To CISGA • Your Initial Work Plan – First Report • This first report is focused on providing information on: • Progress toward: • Assessments • Resource Development • Peach State Pathways • Graduation Team Development • Strategies • Descriptions • Strategy Goals

25. Your Initial Work Plan • Strategies • Descriptions • Level of Intervention • Strategy Goals – Goals should reflect expectations for the entire school year. • Timeframe – Months Service will be Offered over the year • Numbers to be served during the year • Number of Resources to be Generated during the year for that strategy • Number of Service Sessions to be conducted • Initial Work Plan reporting window: • September 11st through the 15th • Technical Support Conference Calls will be held by Region

26. Review of Your Initial Work Plan • CISGA will review your initial work plans and reported to GDOE and the Governor’s Office on • Progress toward: • Assessments • Resource Development • Peach State Pathways • Graduation Team Development • Strategies • Types of Strategies • Are the goals reasonable?

27. 20-Day Progress Reports • You will be reporting electronically at 20-Day intervals (monthly) • Window for Reporting • There will be a 4 day window for reporting to be included in reports to GDOE, the first 4 working days of each month • DOE will receive a list of non-reporting sites • Technical Support Conference Calls will be held by Region

28. What To Report? • Personalized e-mail reminders will be sent out one week before the reporting window. The emails will specify: • Dates of the reporting window • Dates of support conference calls and call-in number • Universal Indicators that you are expected to report on • Strategies that you are expected to report on, based on the strategy goals you have submitted on your work plan

29. What To Report? • Universal Indicators • Unduplicated numbers of students served • Assessment Progress • Peach State Pathways Progress • Graduation Team Progress

30. What To Report? • Actual Progress to Date for Each Strategy (the Strategy Indicators): • Actual Numbers served • Number of Resources Generated • Number of Service Sessions • Program Narrative • Success Stories/Best Practices • Needs for Support/Assistance • Strategies Ended/Complete • New Strategies and Goals added to your program

31. A Walk Through the 20 Day Report • Actual Progress to Date for Each Strategy (the Strategy Indicators): • Actual Numbers served • Number of Resources Generated • Number of Service Sessions • Since individual strategies can run throughout the year, strategy indicators should reflect Year to Date (YTD) service delivery numbers. • Keep in mind, YTD numbers should NEVER, EVER (EVER, EVER, EVER) go down.

32. Your Work Plan & theReporting and Monitoring Process The Monitoring Process

33. What Will CISGA Do With My Report? • Progress indicated by each strategy indicator will be matched with your stated strategy goals • Analysis: Progress toward strategy goals on a 7-point scale: • 0 = No Progress • 1 = 1 - 24% of Strategy Goal • 2 = 25 - 49% of Strategy Goal • 3 = 50 - 74% of Strategy Goal • 4 = 75 – 99% of Strategy Goal • 5 = 100% of Strategy Goal • 6 = 101%+ of Strategy Goal

34. What Will CISGA Do With My Report? • Analysis: Progress Toward Strategy Strategies on a 7 Point Scale: • For each strategy, mean (average) implementation scores will be report for numbers served, services (sessions), resources and overall school. • Overall Implementation Scores Aggregating across all strategies will also be calculated and reported • Percent of Strategies in Needs Support (NS) Status – Mean of 2.5 or less after two 20-day reporting periods

35. What Will CISGA Do With My Report? • Sample Summary Report

36. What Will CISGA Do With My Report? • Compile needs for Support and Assistance • Individual Level • Aggregate Level to identify common needs • Compile Success Stories/Best Practices for sharing in the network • New Strategies On the Horizon

37. Who Gets Monitoring Reports? • The Georgia Department of Education • Across All Sites with Detail • The Governor’s Office • Across All Sites with Detail The High School Graduation Coach • Your School Site Report and Detail Report Records by Strategy • Your School Principal • Your School Site Report

38. Outcome Evaluation Tracking Student Success

39. Student Outcomes • CISGA and GDOE will be conducting some basic outcome evaluation for students served by the program • Student Outcomes to be Examined: • Performance on GHSGT • Performance on EOCT • Dropouts • EOY Status

40. Reporting of Student Services • You will be asked to provide CISGA with an excel spreadsheet with the following information: • Your ID • Student FTE IDs (aka, unique testing number) • Services Received • Status at report: Still In School vs. Dropped Out • These are to be submitted 4 times per year during your regular reporting windows in: • October, December, March and May/June

41. Data Collection for Reporting Purposes Keeping it Simple

42. Tips for Starting Out Right • There is a lot of information that has to be collected • Structuring data collection early and correctly will help you to collect the data you need in ways that will make reporting quicker. • We have provided data collection templates to make your job easier.

43. Individualized & Group ServicesNumber of Students Served • Tip on keeping the master student roster: • Duplicate the spreadsheet each month, that way you have a record of your previous month. Name the tab after the month and year. • NEVER, EVER (EVER, EVER, EVER) delete a student from this roster or you will have difficulty reporting YTD numbers.

44. Where to Find Forms • We will post forms on the CISGA website by Wednesday, August 16th www.cisga.org/hsgc/forms.html Individual forms will be discussed in our conference call meetings

45. Training EvaluationProcess Helping Students “Get Ready For” Their Future

46. The Training Feedback Loop

47. Thank Youfor Making this CommitmentWe Look Forward to Working with You!