Overview of the Academic Review Process for High Schools that are Accredited with Warning-Graduation Rate

1. Overview of the Academic Review Process for High Schools that are Accredited with Warning-Graduation Rate Virginia Department of Education Office of School Improvement Kathleen Smith, Director Lynn Sodat, School Improvement Specialist Jo Ann Burkholder, Student Assistance Systems Coordinator

2. Welcome and Introduction • Dr. Kathleen Smith, Director, Office of School Improvement • Dr. Lynn Sodat, School Improvement Specialist • Jo Ann Burkholder, Student Assistance Systems Coordinator • Regional Liaisons • Frank Ehrhart • Courtney Graves • Steve Sage • Dr. Greg Wheeler • Melanie Yules

3. The Academic Review Process: First Steps • Read the State Board of Education agenda item outlining the Board approved academic review process for high schools provisionally accredited or accredited with warning-graduation rate: http://www.doe.virginia.gov/boe/meetings/2011/07_jul/agenda_items/item_h.pdf

4. First Steps—Verification Form • Submit Verification form to OSI (due today) to include: • Division central office level contact person • Data technology contact person • Principal contact information • Other personnel that you wish to include on correspondence (optional)

5. First Steps—Division Team • Determine membership and meeting schedule for DIVISION LEADERSHIP TEAM • Will review data from VEWS and other sources to make decisions about resources, policies, and strategies that will impact high school achievement at all grade levels • Must include: • The high school principal • The division’s top elementary, middle, and secondary leaders • Title I • Special Education • Recommended: Student Support Coordinator

6. First Steps—Division Team • Will meet monthly, and will submit agendas and minutes to Regional Liaison following each meeting • One representative from the division team must attend the school team’s monthly meetings and participate in technical assistance offered by OSI • If you already have a division leadership team comprised of the required participants, you may incorporate K-12 graduation rate into the meeting agendas instead of forming a new team: • Principal must attend meetings • Meeting agendas and minutes required

7. First Steps—School Team • Determine membership and meeting schedule for SCHOOL TEAM • Will execute the 7-step VEWS implementation process in order to identify and provide interventions for students at-risk of failure or drop out. • Must include: • The high school principal • The division representative • Guidance and/or other Student Support Staff • Special Education • Instruction

8. First Steps—School Team • Will meet monthly, and will submit agendas and minutes to Regional Liaison following each meeting • Monthly meetings will focus on early warning system data and other pertinent data, with a goal of providing effective interventions to identified students to prevent failure and drop out: • 9th through 11th grade students—ongoing and consistent focus • 12th grade students—immediate and intense focus • Select members of this team will participate in technical assistance offered by OSI

9. Continuum of Ongoing Strategies

10. First Steps—VEWS Pre-HS Upload • Upload VEWS Pre-HS data no later than October 20, 2011 • Flags incoming 9th graders as on-track or off-track • Technical assistance webinars offered to high schools that need assistance uploading data on Wednesday, October 12 at 10:00 a.m. and 1:00 p.m. • For more information, go to: http://www.doe.virginia.gov/support/school_improvement/early_warning_system/index.shtml

11. First Steps—Regional Meeting • Prepare to attend your first face-to-face meeting on a day occurring between October 24-28 from 8:00 a.m. – 12:00 p.m. • HELP NEEDED—we are looking for divisions to offer meeting locations and to provide light refreshments for a reasonable cost • Minimum of 3 attendees per school team: division representative, principal, additional person • May be data person, guidance/student support staff, instruction • Focus of first meeting will be analysis of VEWS data

12. The Year Ahead—Early Warning System • Determine which Early Warning System (EWS) you will use this year • Required for all 9th grade students—data must be updated and analyzed at a minimum after each marking period • School divisions decide which system they will use: • VEWS • “The Virginia Dashboard”/DataCation • Locally developed EWS

13. The Year Ahead—VFEL Webinar Series • Eight Elements of High School Improvement—webinar series • Participation in each of 5 webinar sessions as assigned • Principal, division contact, and additional team member(s) must participate • Completion of related assignments • Importance of attention and participation in webinars

14. The Year Ahead—Frequent Communication with Regional Liaison • Regional liaisons will communicate with division contact and school principal primarily through: • Phone calls • Webinars • Email It is important that you treat these contacts seriously. We have minimized face-to-face interaction for your convenience and expect your attention as we communicate electronically.

15. The Year Ahead—School-level On-site Academic Reviews • It is likely that warned high schools will participate in an on-site academic review • Reviews will be held over multiple days and will be scheduled by OSI • Review categories include: • Implementation of curriculum aligned with the SOL • Time and scheduling practices • Use of data • Professional development • School improvement planning • Research-based instructional interventions • Organizational systems and processes • For more information, go to: http://www.doe.virginia.gov/support/school_improvement/academic_reviews/index.shtml

16. The Year Ahead—VFEL Webinar Series • Eight Elements of High School Improvement—webinar series • Participation in each of 5 webinar sessions as assigned • Principal, division contact, and additional team member(s) must participate • Completion of related assignments • Importance of attention and participation in webinars

17. The Year Ahead—Indistar Training • By May 1, 2011, each warned school will submit an actionable, three-year school improvement plan • Plans will be developed using the Indistar web-based school improvement planning tool • Webinar training for Indistar is scheduled on January 5, 12, 19, and 26 at 10:00 a.m. • The principal and division contact must participate in this training

18. The Year Ahead—Additional Technical Assistance • Spring face-to-face regional meeting week of April 16-20, 2012 • Differentiated Technical Assistance Team– DTAT • Webinars on selected topics developed by OSI • Regional liaisons may assign schools to attend webinars on specified topics • BRIM – Breaking Ranks in the Middle • November 15-16 • Contact Lynn TODAY if you wish to register (lynn.sodat@doe.virginia.gov)

19. The Year Ahead—Technology Grant • VPSA Technology Grant • $26,000 per school over 3 years • Restrictions • Hardware • Software • No salaries, etc. • More information to come via Superintendent’s email

20. Questions

21. OSI Contact Information • Kathleen Smith • Kathleen.Smith@doe.virginia.gov • 804-786-1062 • Lynn Sodat • Lynn.Sodat@doe.virginia.gov • 804-786-7018 • Jo Ann Burkholder • JoAnn.Burkholder@doe.virginia.gov • 804-371-7586