Title: How to Prepare for an Ohio Technical Assistance Visit
1How to Prepare for an Ohio Technical Assistance
Visit
2What is a TAV?
- an internal self-reflection and
- evaluation and an external
- snapshot of current efforts in place to
- increase student achievement.
- Designed to help district/school stakeholders to
- Assess progress
- Identify changes needed in fully implementing the
HSTW/MMGW goals, key conditions and key practices - Reinforce efforts already in place
3Why is our school conducting a TAV?
- As an Ohio implementing site, your school is
one of 44 sites scheduled for a Technical
Assistance Visit in 2009 - 2010. -
- TAVs are scheduled every three to five years
to measure progress in implementing the HSTW/MMGW
school improvement design.
4How will our schooluse the TAV?
-
- The TAV Exit and TAV
- Final Written Report are tools to use
- in updating and monitoring your school
- improvement plan with
- Research-based actions
- State and national best practice
- resources
5A Vision Meeting the HSTW/MMGW Goals
- All students in high schools and middle
schools within SREB states will perform at the
basic level and an increasing percentage will be
proficient or advanced in reading, mathematics
and science as measured by the HSTW Assessment or
Middle Grades Assessment.
6A Vision Meeting Ohios Goals
- All students in Ohio HSTW/MMGW high schools
and middle schools will perform at the proficient
level and an increasing percentage at the
advanced level as measured by the Ohio Graduate
Tests or the Ohio Achievement Tests.
7What happens during a two-day TAV?
- TAV leader and team members will
- Review goals, strategies and action steps
identified in the previous TAV/TRV reports and
other school improvement documents -
- Analyze quantitative and qualitative data to
identify trends in achievement over multiple
years -
- Collect evidence through classroom observations
and stakeholder interviews
8Getting StartedWalk-through the TAV Guide
- Take a few minutes to find
- responses to these question
- How do the TAV goals align with the key
- practices? pg. 5
- Who serves on the TAV Team? pg. 6
- What happens during the two-day TAV
- visit? pg. 6
- What are the sites, regional coach and
- TAV leader responsibilities? pg. 7
9The first thing you should do is
- Contact your TAV Leader
- by phone and/or e-mail 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
10Preparing for the Visit Agenda (App. 1) At
least 6 weeks before the visit
- Create a customized Agenda
- Adjust the times to your bell
- schedule and teachers planning time, if
possible - Identify locations for the team and interviews
- E-mail the draft agenda to the TAV leader for
review and work together on the final approved
agenda
11Preparing for the Visit Team Members (App. 2)
At least 6 weeks before the visit
- Select your Team Members
- from HSTW/MMGW sites
- familiar with the process.
- The KEY to a successful visit!
- The team should include (pg. 6)
- Ask your TAV leader or regional coach to assist
with selecting your team members - E-mail your draft team member roster to
- the TAV leader for approval
12Preparing for the Visit Site Background (App.
3) At least 6 weeks before the visit
- Complete the
- Site Background
- Use the template provided.
- For each item in parenthesis,
- provide the information requested
- Delete information that does not apply
- E-mail to TAV leader for approval
13Preparing for the Visit Phone Interviews (App.
14) At least 6 weeks before the visit
- Schedule Phone Interviews
-
- Before the visit, the TAV leader will conduct a
one-hour, individual phone interview with the
superintendent, principal, site coordinator, and
counselor(s) -
- Assist the TAV leader in scheduling the phone
interviews, especially for the superintendent
14Preparing for the Visit On-Site Interviews At
least 6 weeks before
- Recruit 6 to 8 randomly selected participants
- from each of the following groups
- Academic teachers
- C-T teachers/other teacher groups
- Students
- Parents
- Complete the individual/group interview
- schedule (App. 14) and e-mail to the TAV
- leader a few days before the visit
15Preparing for the Visit Interview Questions At
least 6 weeks before
- For a list of interview questions for each
- individual/group interview, see App.15. The
- TAV leader will customize the questions for
- each site.
- Send a letter/e-mail to each interviewee
confirming the time, location and
expectations/questions - Request parental consent forms for all students.
Do not send the questions to students before the
interview
16Preparing for the Visit DOPs (App. 4-10) At
least 6 weeks before the visit
- Review the Instructions for
- Completing the Document of Progress (DOP)
Worksheets (App. 4) - Prepare the Draft DOPs (App. 5-10)
-
- You will need
- - Documents listed
- - HSTW/MMGW Site Data Tool for Ohio
- Use the updated version e-mailed with
- the guide or on the disc
17Preparing for the Visit Site Logistics At
least 6 weeks before the visit
- Arrange for the site logistics and
- Verify with the TAV leader
- Private meeting locations for the team and
interviews - Substitute for the site coordinator
- Accommodations for the team leader is the
responsibility of the TAV leader, with your
assistance - Accommodations for team members staying overnight
and meals is the responsibility of the school. - Team member substitutes and mileage is the
responsibility of the home school or
organization - Food/refreshments for the team should be provided
both days - Handouts, supplies and equipment as needed
18Preparing for the Visit At least 4 weeks
before the visit
- E-mail to the TAV leader
- the final coach approved DOPs
-
- Prepare the TAV Site Presentation
- - 45 minute PowerPoint presentation
- - Use the template provided
- Assemble the TAV DOP Notebook
- Mail/e-mail to TAV leader and team members (see
pg. 9)
19Preparing for the Visit At least 2 weeks
before the visit
- Inform teachers, staff and students
- Provide TAV documentation to all faculty and
staff (agenda, team roster and site background
information, DOPs) - Provide a one-page TAV fact sheet for teachers to
share will all students - Prepare announcements for the day before and
during the visit - Remind office staff that the TAV leader/ members
will be visiting the school
20Preparing for the Visit At least 2 weeks
before the visit
- Prepare for TAV Exit Report
- Invite the superintendent, administrators and
Leadership Team to attend the Exit Report on Day
2. - Consider video-taping the exit report.
21Preparing for the Visit At least 2 weeks
before the visit
- Site Logistics Confirmed Prepare room signage,
name tags/visitor passes for the team and mark
off parking spaces. Gather appropriate supplies
and equipment for the teams workroom - Make additional copies for team use Verify with
the TAV leader the copies needed for the visit
22After the Visit
- Celebrate!!!
- Reflect on your successes and opportunities for
improvement - Approximately two months following the TAV visit,
review and make revisions to the draft written
report -
23Next StepsContact Your Regional Coach
- Contact your regional coach to
- assist you in preparing for your visit
- Recommended Within two weeks of the visit, meet
with your regional coach to discuss the TAV exit
report and recommendations - Required Within two to three months of the
- visit, organize a How to Use the TAV Report
professional development/waiver day
24FinallyUpdate your School Improvement Plan
Use the input from the faculty and staff to
prioritize the TAV recommended actions and
update your HSTW/ MMGW Site Action and School
Improvement Plan.