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How to Prepare for an Ohio TAV

How to Prepare for an Ohio TAV. HSTW/MMGW Sites 2008-2009. Why is my school having a TAV?. Initial Site Technical Assistance Visits (TAVs) are conducted in the first year of HSTW/MMGW implementing sites to provide baseline data.

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How to Prepare for an Ohio TAV

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  1. How to Prepare for an Ohio TAV HSTW/MMGW Sites 2008-2009

  2. Why is my school having a TAV? • Initial Site Technical Assistance Visits (TAVs) are conducted in the first year of HSTW/MMGW implementing sites to provide baseline data. • Continuing Site Technical Assistance Visits are conducted every three to five years after the Initial TAV to measure progress in implementing the HSTW/MMGW school improvement design.

  3. The HSTW/MMGW Vision • All students inhigh schools and middle schoolswithin SREB states will perform at thebasic leveland an increasing percentage will be proficient or advanced in reading, mathematics and science as measured by theHSTW Assessment or Middle Grades Assessment.

  4. The HSTW/MMGW Ohio Vision • All students in Ohio HSTW/MMGWhigh schools and middle schoolswill perform at theproficient leveland an increasing percentage at the advanced level as measured by the Ohio Graduate Tests (OGT) or the Ohio Achievement Tests (OAT).

  5. Purpose of the TAV Help school leaders and teachers to: • Identify changes needed to achieve the HSTW/MMGW goals, key conditions and key practices. • Fully implement the HSTW/MMGW design. • Reinforce efforts already in place to further improve student achievement.

  6. Responsibilities & Expectations? • Become familiar with theTechnical Assistance Guide for Ohio • Designed for HSTW/MMGW Sites, Team Members and Team Leaders. • The guide describes the technical assistance visit in detail.

  7. At-A-Glance: Site, Coach, TAV Leader andTeam Member Responsibilities TAV Guide pg. 8

  8. Contact your Team Leader… The first thing you should do is to call or e-mail your team leader to discuss… • Timelines • Assistance needed in completing the documentation for the visit • Team Leader “creature comforts” hotel, food, directions etc. • Concerns or issues with the visit

  9. At least 6 weeksbefore the visit… • Finalize theAGENDA(Appendix 1)with times and locations for meetings and interviews, and logistics for the visit • Comfortable, private room • Light refreshments and lunch • Substitute for the Site Coordinator • Purchase supplies/reserve equipment

  10. SelectTEAM MEMBERS (Appendix 2)TheKEYto a successful visit! At least 6 weeks before the visit… • The team should include: • ~ TAV Guide pg. 6 • ~ Ask your TAV leader or regional coach to assist with selecting your team members.

  11. At least6 weeksbefore the visit… • Complete the Site Background Information (Appendix 3)

  12. At least6 weeksbefore the visit… • Complete the TAV Documentation of Progress (DOP) Worksheets(Appendices 5-10) The DOP worksheets are one of the most critical components of the entire TAV process. • Begin at least 6 weeks prior to your visit. Contact your regional coach for instructions. • The regional coach will approve the final DOP worksheets and e-mail them to the TAV leader and site at least four weeks before the visit.

  13. At least 4 weeks before the visit… • Complete the 6TAVDOP Worksheets(Appendices 5-10) • Assign oneworksheet to each focus team. • Facilitate the completion of the worksheet with the chairs and teacher leaders • Review and allow time for the focus teams to respond to questions and clarify.

  14. At least4 weeksbefore the visit… • E-mail the TRV Team Leaderall documents due at 4 weeks for approval. • PrepareTRV Team Leader and Membermailing and/or email all documents indicated in the guide.

  15. At least4 weeksbefore the visit… • Assemble a… TAV Documentation of Progress Notebook • Approved TAV Documentation of Progress worksheets and recommended tables (regional coach approves final documents and mails to TAV leader and site no later than 4 weeks before the visit) • CCIP/SIP and HSTW/MMGW Site Action Plans

  16. At least4 weeksbefore the visit… • ScheduleInterviews Phone interviews: • Superintendent • Principal • Site Coordinator On-site interviews: • Academic Teachers • Career-Technical/Ninth Grade Teachers • Students • Guidance Counselors

  17. At least4 weeksbefore the visit… • Develop a Site Presentation of TAV Documentation of Progress for the first afternoon of the visit • Meet district, state, HSTW/MMGW and federal data • 6 Goals: What the School Has Done, What the School Plans to Do

  18. Inform teachers, staff and students of the visit. At least 4 weeks before the visit… • Memo to faculty and staff with agenda, team roster and background information. Also share with students. • Review during a staff meeting (two weeks before the visit). • Day before remind staff and students. • Day of visit remind office staff.

  19. Prepare P.O.’s and site logistics for the visit At least 4 weeks before the visit… Purchase Orders • Hotel accommodations for the team members • Arrange for light refreshments and lunch (keep receipts for reimbursements) • Substitute for the Site Coordinator/TAV Site Leader

  20. Also…remind administrators and leadership team to attend the Initial Site TAV Exit Report. At least 4 weeks before the visit…

  21. At least 2 weeks before the visit… Checklist (also check in the guide): • Signage • Folders for Team Leader/Members • Documentation of Progress notebook completed • Supplies for the team’s workroom • Equipment: screen, LCD, computer/printer station (password, paper, ability to use a flash drive), Copy machine available

  22. At least 2 weeks before the visit… Checklist cont. • Name tags, security/visitor passes • Parking places for team secured • Food/refreshments ordered • Remind faculty, staff and students of the visit, especially persons to be interviewed

  23. During the Visit… Required: • Site Coordinator available to respond to the team needs – plan on a substitute. • Administrators and Leadership Team scheduled to attend the exit report. Recommended: • Faculty/Staff invited to attend the exit report • Video-tape the exit report

  24. During the Visit… What to expect during a TAV: • TAV members will observe each classroom for about 15 minutes. • Group Interviews with the counselors, teachers, students and parents are conducted.

  25. After the Visit… • Principal, Site Coordinator and Leadership Team: • Meet to discuss the exit report and to begin implementing recommendations. • Respond to the first draft report with any revisions needed (report should be sent to the site within two months of the visit).

  26. After the Visit: Don’t forget toCelebrate!!!!!!!!!! Your successes as you move forward.

  27. HSTW/MMGW Regional Assistance Contact your regional coach to assist you in preparing for your visit. Invite your coach (or Team Leader with compensation) to review the final written report with the faculty and staff

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