Professional Development Management System (PDMS)

1. Professional Development Management System(PDMS) A tutorial for professional development cluster Vendors, Providers and Instructors Charlie Michels PSB Executive Director

2. The Fine Print……. • The PDMS is indeed a newly published system for managing and tracking Delaware educator professional development. • All parties are committed to the success of the PDMS. • All of the directions contained in this tutorial are subject to change. • This tutorial will self-destruct in 5 minutes.

3. A few pieces upfront: • All Instructors will need to be registered in DDOESSO in order to ‘manage’ their cluster section. • Instructor access must be used with judiciousness. • Communication will be the key to the success of the PDMS.

4. For Providers or Instructors who are not currently employed Delaware K-12 educators, please supply me with the following information: • Name • Title and Educational Agency • Email address • Work phone • Agency Address • You will be notified via email when your account is ‘active’. Forward info to: cmichels@doe.k12.de.us • Type the word ‘PDMSCLUSTER” in the ‘Subject’ line.

5. Initial Provider/Instructor Responsibilities • Request of Charlie Michels that a new cluster section be created with the following information: • Date cluster section will be ‘released’ and registration may begin • Typically 3-4 weeks prior to the start of the cluster • Date cluster section will start • Date cluster section will end NOTE: The approved demographics and cohort number for the cluster have been previously entered into the PDMS. The Final Submission Date will be 30 days after the established End Date. Participants will be able to self-register

6. Accessing your cluster section • Cluster Instructors and/or educators will gain access to the PDMS by opening the web link to DDOESSO: https://login.doe.k12.de.us/DDOESSO • (see the next page)

8. The DE DOE SingleSignOn link may take you to a variety of options. • Select: Professional Development Management System • You will now need couple of‘clicks’ to get to your PDMS Home Page.

9. Your Home Page screen should look like this. ~ Now select the Administration tab.

10. On this page, selectCourse Administration.

11. Now select View All Courses. This will take you to the cluster sections in which you have been designated as the Instructor.

12. Find the cluster you wish to access and select Sections.

13. Now under the Rostercolumn, selectView Roster for the current section you are working with.

14. You will now see your current cluster section roster. Your responsibilities and options are listed on the next several slides.

15. Cluster Section Options • Registration Status • Registered ~ the default option upon initial registration • No Show ~ (self evident) • Completed ~ the requisite option when the participant has successfully completed the cluster • Incomplete ~ (self evident) • Unsuccessful ~ (self evident) • Credit Type • select ‘Cluster’

16. Options, continued….. • Grade • You may indicate the grade, but this is not a critical piece. • Delete(the box to the left of the participant’s name) • You may Delete a registered participant, but do so with discretion. • Deleting a participant will generate an email to them. • Menu Bar above roster • ‘Email all’ ~ a quick way to contact all participants • ‘Add Learner’ ~ as an Instructor, you may add a participant • Adding and/or Deleting a participant will generate an email to them. • …see the next page… • ‘Messages’ ~ you may send a scripted email to selected participants

17. Options, continued….. • ‘Add Learner’ ~ • Select this tab on the Menu bar above the roster • Type in the educator’s first name’s first few letters • Type in the educator’s last name’s first several letters • Do not select any other fields!!! • Select Search • Check to Add theappropriate educator • Select Add User(s) • Repeat the process as necessary • Be sure to Save Changes upon completion!!!

18. Options, continued….. • Save Changes • Be sure to do this after any changes have been made. • Help tab • Found at the top right of the page • Access for more detailed help and solutions • Upon marked as Complete • Participants will eventually see the ‘Survey’ as a new option on their PDMS Home Page. It is critical that all participants complete the online survey. This survey will take the place of the previous hard copy of the Cluster Evaluation. • NOTE: At this point, there are still some issues with the PDMS software that enables the ‘Survey‘ to be accessed by educators. We anticipate a fix in the near future.

19. What are ‘Demographics?’ • In the First State of Delaware, all educators are given a Position based on PHRST and the educator’s district or charter school’s designation. • This Position is connected to the SingleSignOn, and therefore to DEEDS and the PDMS. • In the PDMS, the Position becomes the educator’s ‘demographic’. • Clusters have been approved for participants who meet various ‘demographics’.

20. PDMS Demographics….. • Required=Professional development that an educator is mandated to attend ~ no clusters fit this category. • Recommended= Professional development opportunities that fit within an educator’s demographic, e.g., Administrator, Teacher, Pupil Support, etc. • Restricted= The professional development opportunity (cluster) is only available for registration by educators who meet the approved demographic(s).

21. Important Details…….. • Be sure to Save Changes after each PDMS session during which you have edited your roster!!! • The Instructor will need to indicate the participants’ status at the conclusion of the cluster. • If an Instructor attempts to over-ride the demographics or participant number, an email will be generated and sent to the Instructor and Charlie Michels. • Charlie will then ’fix’ the problem.

22. The cluster section has finished…. • Complete the assessment of participants’ work. • Mark within the section roster in the Registration Status column, those participants who have successfully completed the cluster. • Under the column Lock transcript changes, select Lock all. • Within 30 days of the cluster section End Date, notify Charlie Michels via email that the section roster list is now accurate and ready to process.

23. Notification Protocol • In your email, copy the grey area at the top of your section roster and paste it into the email to Charlie Michels. (see the next slide) • You will be notified that your email has been received, saved and printed. • The section roster will then be forwarded to be processed. This typically takes but a few days. • Upon processing, official letters will be printed in the DOE Office of Professional Accountability and sent to the OMB and District/Charter School Business Managers. • The ‘Effective Date’ is the first of the month following the ‘End Date’ of the cluster section.

25. You will receive an email 20 days into the 30 day window following the End Date of the cluster section reminding you, if necessary, to make the notification. • Once the notification has been made, the section roster will be ‘locked’ and no further changes may be made. • Check and double check your section roster for accuracy prior to notifying Charlie Michels. • If Charlie has not been notified by the Instructor at the conclusion of the 30 days following the End Date, he will process the section roster as is.

26. Questions about the PDMS? • In your email, type: “PDMSCLUSTER” in the Subject line • emails will be addressed in a timely manner, but please be patient !!! • cmichels@doe.k12.de.us

27. That’s all folks……………