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Relevant Factors Impacting Leadership Team

Ohio HSTW/MMGW Sites Using the Technical Assistance Visit Report A Recommended Process for HSTW/MMGW Leadership Teams.

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Relevant Factors Impacting Leadership Team

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  1. Ohio HSTW/MMGW SitesUsing the Technical Assistance Visit ReportA Recommended Process for HSTW/MMGW Leadership Teams

  2. The final TAV report should be used to update your HSTW/MMGW Site Action Plan and CCIP/Ohio Improvement Process (OIP). The TAV report will include recommended actions that the site can prioritize for implementation over one to three years. Dan Stacy, Consultant High Schools That Work

  3. Relevant Factors Impacting Leadership Team • TheProcess is only as positive as the Leadership Team/Coach view as significant. • The Process will be a protocol to sustain the overall goals embedded in the document and provide a seamless school improvement plan for your district. • Again, without a forum to foster discussion, there will be minimal buy-in by all stakeholdersand their impact directed toward the TAV recommended actions may prove marginal at best.

  4. Let’s Get Started • First, review how the HSTW/MMGW Technical Assistance Visit (TAV) Report is a tool for school improvement. • Next, describe the roles of the TAV Leader and school leaders in designing a process for de-briefing the TAV Report, and… • Facilitate, lead a process for engaging all stakeholders in using the TAV Report to prioritize actions for the next one to three year. • Finally, update your Site Action Plan/CCIP/OIP plan to include these recommendations.

  5. What is a TAV? The TAV is a research-based process and “tool” designed to help district/school leaders and stakeholders by providing a baseline or current measure of progress in implementing the HSTW/MMGW school improvement design.

  6. A TAV includes… • An internal self-reflection and evaluation by all stakeholders • An external “snapshot” by a peer team of school leaders and teachers from feeder/receiving schools or schools outside the district • A report with recommended research-based actions and resources to use to examine and update school improvement plans.

  7. What are the benefits of a TAV? District/school leaders find that the TAV provides additional benefits to the school and all stakeholders by: • Assessing progress in implementing changes that have resulted in increased student achievement using quantitative and qualitative data/evidence. • Identifying changes needed in fully implementing the HSTW/MMGW goals, key conditions and key practices. • Reinforcing efforts already in place, thereby validating existing school improvement efforts.

  8. When are Ohio TAVs conducted? • The first or second year of implementation of the HSTW/MMGW school improvement framework. • Preferably after administering the HSTW/MG Assessment. • Every three to five years, thereafter.

  9. Components of a TAV • Preparing for the TAV. • Conducting the onsite TAV. • Presenting the TAV Exit Report to the school immediately following the onsite visit. • Approving the TAV written report • Using the TAV Report to set priorities for the next three years by updating the school improvement plan.

  10. TAV Report includes… • Outstanding Practices • Overriding and 5 Goals • What the School Has Done • What the School Plans to Do • Why the School Should Continue to Address the Ohio TAV Goals for HSTW/MMGW sites • Recommended Actions- proven, research-based actions/strategies • Recommended Resources - state/national sources from SREB and best practice sites

  11. Ohio TAV Goals for HSTW/MMGW Sites • Overriding Goal:Close achievement gaps in meeting district, state, HSTW/MMGW targets,2014. high expectations,extra help. • Goal 1: HSTWComplete Ohio Core and HSTW-recommended curriculum, includingan academic/career-technical concentration. MMGW rigorous MS curriculum. • Goal 2:Align the curriculum to Ohio, national, and industry standards, and focus on standards-based instruction. • Goal 3: Engage students in their learning through student-centered instructional strategies. • Goal 4: Establish a comprehensive guidance and advisement system. • Goal 5: Continue to support a climate of continuous improvement.

  12. Example of TAV Recommendations Goal/Priority – Closing the Achievement Gap Recommended Action • Increase the percentage of SWD who performs at or above the proficient level in all tested areas of the state assessment . Consider the following strategies: co-teaching, reverse inclusion. Recommended Resources • Sheltered Instructional Observational Protocol (SIOP) http://www.siopinstitute.net/ • Successful Inclusion Strategies for Secondary and Middle School Teachers, M.C. Gore, www.paulchapmanpublishing.co.uk • A Guide to Co-Teaching Richard Villa, Jacqueline Thousand and Ann Nevin, Corwin Press, corwinpress.com

  13. How to Use the TAV Exit Report At the end of the onsite visit, the TAV Leader presents the TAV Exit Report, a brief overview of the key findings. Recommendations: • Share these initial recommendation with staff and stakeholders and develop a plan for using the recommendations in the final TAV Report. • Understand that the final written report may include additional recommendations that may not have been included in the TAV Exit Report presentation.

  14. Rationale for the TAV Report De-Briefing Process • Provides a protocol to review the TAV Report involving all stakeholders. • Utilizes a forum to discuss the goals with all stakeholders. • Fosters dialogue to reach consensus. • Develops a revised school improvement plan by examining data and the TAV recommendations. • Implements meaningful change that impacts student achievement.

  15. Recommended Steps for Using the TAV Report Step 1: Choose a Facilitator Step 2: Agree on a De-Briefing Protocol Step 3: Prepare De-Briefing Meeting Step 4:Facilitate the Process Step 5: Document/Communicate Outcomes Step 6:Next Steps/Update School Improvement Plan

  16. Step 1Choose a Facilitator Decisions Needed: Who should lead the de-briefing? • Will we use an internal or external facilitator? • What are the pros and cons of using an internal or external facilitator? Who will be chosen and why? • How will the HSTW/MMGW Coach be involved? • How will the school leadership be involved?

  17. Step 2Agree on a De-Briefing Protocol Soon after the TAV Exit Report, the Principal, HSTW/MMGW Leadership Team and Coach need to agree upon: De-Briefing Protocol that engages all stakeholders in the review the TAV Report.

  18. Step 2Agree on a De-Briefing Protocol Decisions Needed: • Who should attend? Recommended: All district/school administrators, staff, teachers, parents, students and community leaders. • When should the de-briefing be scheduled? Recommended: 2-hour initial session (waiver day/late start); 1-hour follow-up meeting. • Where should the de-briefing be held? Recommended: A venue free of noise and distractions. School is fine if the ground rules are clear about distractions.

  19. Step 2Agree on a De-Briefing Protocol Decisions Needed: • What preparation is needed? • Who will arrange the logistics, oversee the process, and document the outcomes? Recommended: Site coordinator or a person or team with time to complete all tasks. • What arrangements are needed? Recommended: Reserve a room and equipment, arrange for refreshments, inform the staff, invite stakeholders, prepare the handouts, and provide supplies. After the meetings, compile and share the notes.

  20. Step 2Agree on a De-Briefing Protocol Decisions Needed: • What preparation is needed? • How will administrators, teachers and staff be organized to get the most effective feedback? Recommended: Random assigned groups or focus teams organized for the most diverse and focused input. • Randomly assign one goal/priority to each team. • Two teams may have the same goal/priority OR • Assign the goal/priority to the focus team who is working on this area (i.e., curriculum/instruction, evaluation, guidance, staff development)

  21. Step 2Agree on a De-Briefing Protocol Decisions Needed: • What preparation is needed? • What sections or pages of the TAV Report will be used during the de-briefing? Recommended: Executive summary, goal/priority sections, or summary charts. Including the entire written document will diminish the overall process. • Will we use a PowerPoint? Who will develop it? Recommended: If you were given a TAV Exit Power Point, use as a template and modify to align with the written report.

  22. TAV Summary Chart

  23. Step 2Agree on a De-Briefing Protocol Decisions Needed: • How will we use the… • HSTW/MMGW Site Action Plan and school improvement plan during this process? Recommended: Review and copy for each group only the sections of the plans that align with the goals and actions. Highlighting them is even better. • Current data? Data notebook? Other evidence? Recommended: Review and copy for each group only the data/evidence that align with the goals and actions.

  24. Step 2Agree on a De-Briefing Protocol Decisions Needed: • How will we use the… • HSTW/MMGW Benchmark Documents during this process? Recommended: Review and copy for each group only the sections of benchmark documents that align with the goals and actions. For each action, select one or two indicators to measure progress over the next two to three years.

  25. HSTW/MMGW Benchmark Indicators

  26. Step 3Prepare De-Briefing Meeting Getting Ready • Preparation: Set-up the room ( i.e., equipment, supplies, arrangement of tables), prepare handouts and arrange for refreshments (optional). • Ground Rules: Before/during the meeting cell phones are turned off; everyone is focused and ready to participate – all distractions are removed. Start and end on time. • TAV Report: Provide each teacher/staff with a copy of the TAV Report (version agreed upon).

  27. Step 3Prepare De-Briefing Meeting • Organize into pre-arranged teams: Ask each team to select an effective team leader, a facilitator, and a recorder. Roles: • Team leader - “keeper of the vision” who plans, informs, directs, support and evaluates the progress of the team’s assignment and serves as a reporter during the team report out • Facilitator - keeps the discussion focused and moving along, intervenes if a discussion fragments, prevents anyone from being dominant or passive, and brings discussion to a close at the end of the allotted time • Recorder - take notes during the discussion, records agreements and actions.

  28. Keeping the Team on Task

  29. Step 3Prepare De-Briefing Meeting Suggested 2-hour agenda: • Welcome/Introduction /Overview (5 min.) • Workshop Objectives - Review the TAV Report and prioritize goals/Prioritys/actions for next three years • Overview: Review TAV Report (PowerPoint or Agreed Upon Documents) • Rationale for Team Organization/Ground Rules • De-Briefing Protocol: Review/Facilitate (1 hr, 50 min.) • Parts 1, 2 and 3 • Wrap Up/Next Steps (5 min.)

  30. Step 4Facilitate the Process Part 1 • Team Discussion/Assigned Goal/Priority (20 min.) All teams are expected to use flip chart paper to report team findings by goal/priority area and the following questions: • What are we already doing? • What surprised us in the report? • What can we easily do in year one? What can we incorporate in our SIP in years two and three? • What will we not be able to do and why? • What data supports our decisions? • What new information did we learn about HSTW/MMGW?

  31. Step 4Facilitate the Process Part 1 (cont.) • Team Report Out (5 min. per team; approx. 30 min.) • Re-convene as an entire group • All Staff members hear first-hand the various reports from each group/focus team. • Provides a forum for other groups/teams to reflect or share their thoughts on specific findings of the reporting group. • Team flip charts are posted after each presentation. Facilitator creates a flip chart with the potential recommendations for year one, two and three.

  32. Step 4Facilitate the Process Part 2 • Team Discussion/Prioritizing the Recommended Actions(15 min.) Based upon the teams responses for What we can easily do in year one, two and three? Each team will choose their top three actions for year one and choose one for year two and one for year three. Teams are expected to write their priorities for years one, two and three on a flip chart. • Team Report Out (2 min. per team/15 min.) Team flip charts are posted after each presentation. Facilitator creates a flip chart with the recommendations for year one, two and three by priorities (those with the most votes).

  33. Step 4Facilitate the Process Part 3 • Team Discussion: Break-Through Strategies for Assigned Action. (15 min.) Brainstorm ideas for the individual teacher, focus team or whole faculty approach to this action. • Team Report Out (2 min./15 min.) Team flip charts are posted after each presentation. Facilitator creates a flip chart with the recommendations for year one, two and three by priorities (those with the most votes).

  34. Prioritize Actions, Years 1 and 2

  35. What Happens with the TAV ReportDe-Briefing Process? • Leadership Team should: • Examine and reflect on the team and flip chart data. • Review related data • Review suggested alignment with the school improvement plans.

  36. Step 5 Document/Communicate Outcomes • Document the process - Type all flip chart pages and team recorder notes • Make the notes available to all stakeholders: • Emails • School website • Website link • Hard copy mailed to all/select stakeholders • Presented at school/community meetings

  37. Step 6Next Steps/Update the School Improvement Plan • Schedule afollow-up meeting. Not just a “one and done” process and report that sits on a shelf and gathers dust. Recommended: At least 1 hour to work on embedding the priorities actions into the HSTW/MMGW Site Action Plan/school improvement plan. • Set a deadline for each team to complete the detailed tasks for their assigned action, and to research recommended resources. • Update the School Improvement Plan using the prioritize goals, recommended actions and detailed implementation tasks. • Re-assign/re-organize focus teams to align with the new plans and work.

  38. What schools have said about this TAV Report De-Briefing process… • Small group setting fosters dialogue, as opposed to a large group PP presentation. • Affords all staff members an opportunity to voice their opinion about the report’s recommendations. • Provided a forum for all stakeholders to share their concerns. • Allows for a better understanding of what “High Schools That Work” is all about.

  39. Final Thoughts about the TAV Report De-Briefing Protocol Does this approach embrace the importance of having all stakeholders actively involved, beyond just hearing and viewing a PP presentation? Was everyone given an opportunity to see firsthand a final copy of what the findings of the Visiting Team actually observed and recommended?

  40. The only constant in education is change

  41. Resources Websites: • www.hstwohioregions.org Click on Resources/TAVs. • Ohio TAV Guide for FY10 • Utilizing the TAV Report to Improve Communication for all Stakeholders • www.sreb.orgSearch documents: “A Technical Assistance: A Guide for Local Sites”

  42. Contact Information If you have questions or would like to learn more about using the TAV Report, please contact your regional coach, regional office or: Ohio TAV Visit Support/HSTW NE Ohio Region Diana Rogers, Regional Coordinator hstwne@wowway.com Cindy Rolfe, Technical Visit Coordinator hstwne@efcts.us or 740/869-2650

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