How to Prepare for an Ohio Technical Assistance Visit

1
How to Prepare for an Ohio Technical Assistance
Visit
2
What 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

3
Why 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.

4
How 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

5
A 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.

6
A 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.

7
What 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

8
Getting 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

9
The 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

10
Preparing 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

11
Preparing 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

12
Preparing 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

13
Preparing 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

14
Preparing 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

15
Preparing 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

16
Preparing 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

17
Preparing 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

18
Preparing 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)

19
Preparing 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

20
Preparing 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.

21
Preparing 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

22
After 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

23
Next 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

24
FinallyUpdate 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.