1. Getting to Know Your Staff through Visitation and Monitoring
Technical College System of Georgia
Office of Adult Education
January 22, 2014
2:00 – 3:30 pm

2. Technical Housekeeping
If you haven’t already, call and enter access code #
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You can access presentation materials on the GALIS “Help” page under Technically Speaking:
Technical Difficulties?
Stay tuned at the end for a link to an online evaluation form and information about the next Technically Speaking.

3. Teleconference Overview
Introduction – Felicia Phelps, Central/Southeast GPS Coordinator
Presenters
Cherry Gipson, Director of Adult Education, Cobb County School District
Steve Pearce, Former PA / Grant Program Support Coordinator, South/Southwest Georgia
Gwenn Evans, Executive Director of Adult Education, Athens Technical College
Questions of Presenters
Sharing from Others
Closing Remarks – Felicia Phelps, GPS Coordinator

4. Introduction What do studies show?
How does this study compare to our program?
Ways to be more effective:
Connecting the classroom to the NRS
Becoming a GALIS Detective
Classroom Monitoring and Visitations
Being there makes a difference.

5. Ms. Cherry Gipson

6. Planning
Measurable and attainable program goals can be achieved through an effective system of monitoring.
Monitoring provides support for faculty and staff and gauges effectiveness.
Marzano relates that supervision and evaluation should be about “helping teachers get better.” -----this is applicable to all staff and faculty.
Pre-planning is an important first step in this process- ensuring faculty and staff understand program policies , procedures, goals and the process of accountability--their role how they will be evaluated.
Monitoring starts with the second step evaluative system implemented.

7. Planning, cont.
Copies of the evaluation form are distributed to all faculty and staff during pre-planning along with specific Monitoring Tools (TCSG) which align with the evaluation form.
Orientation is an online powerpoint provided by the CCSD for classified personnel.
Pre-evaluation conferences are conducted to give faculty and staff an opportunity to discuss any concerns, expectations, and assistance they might need
The evaluation form enumerates specific areas faculty and staff are to be evaluated on at year’s end.
Marzano states that an evaluative instrument should provide for improvement and feedback and also provide direction for administrators to make useful judgments .

8. Planning, cont.

9. Implementation, cont.
With faculty and staff aware of how they will be evaluated –monitoring takes on a “new meaning” one of inclusion.
Observations help faculty and staff improve and enhance their skills.
Observations are essential in helping put a face on program data and procedures, such as completions, retention, and enrollment and the specific role administration plays to provide assistance—such as professional development (student support staff) for (instructors).
Desk Monitoring is used as a tool to assist in identifying areas in need of improvement and what needs to be done.
Post Observation-Conferences are conducted with instructors after classroom observations--(1) reflect on performance (2) suggests/ideas for improvement
Quarterly Conferences are held to provide faculty and staff with the opportunity to discuss their progress and steps needed for continued improvement—it is a process of self-assessment.

10. Implementation, cont.
Instructors Local Report Cards are discussed during quarterly conferences.
The local report card provides instructors with an instant snapshot of their overall performance for a quarter. It helps them see and chart their progress.
The local report card addresses three areas(enrollment, retention, completions) with other areas discussed during conferences such as the Student Education Plan (SEP) and Lesson Planning.

12. Report Card, cont.

13. Dr. Steve Pearce

14. Purpose of the Visit Why am I going? What do I expect to accomplish?
What happens if I don’t have a purpose?
How do you determine the purpose?

15. Prepare for the Visit Review GALIS Data Level Completions
Enrollment numbers for staff member and site
AL 305
AL 304
Any other data you find useful

16. Prepare for the Visit (continued)
Review notes from previous visits
Review instructor observations
Review performance appraisals
Review site evaluations
Review recruitment/retention plan activities
Review student surveys

17. Evaluate the Data Where does the staff member need help?
Where is the staff member excelling?

18. “Here to Help” Share expectations Seek reasons for the problems
Brainstorm ideas for solutions to the problems
Coaching
Mentoring

19. “Here to Help” (continued)
Professional development needs
Encourage
Remind of successes

20. Community Visits Ask staff member to arrange visits
High school principals
Family Connection Coordinators
City and County Managers
IDA Directors
Other collaborative partners

21. Community Visits (continued)
Gain insight on staff members rapport with collaborative partners
Gives you the opportunity to return with or without staff member
Great way to start work on CLCP
Could be primary reason for visit

22. Other Reasons for Visit
Instructor observation
Site evaluation
Corrective action
Talk with students
Attend advisory committee meetings
Connect with staff member (should not be primary reason for visit-be careful)

23. How Often Should You Visit
As often as necessary
Some will need visits more often than others, but all need to see you
In general, monthly for me
Crucial for success of program
Staff needs to know expectations
You need to know what is going on

24. 2.Go with a purpose in mind
Summary
1.Prepare
3.Don’t get distracted
(except in rare cases)
2.Go with a purpose in mind

25. Ms. Gwenn Evans

26. When you do not monitor your sites:
Out of sight, out of mind syndrome
Loss of spontaneous communication
Lack of team cohesiveness
Faced with challenge of evaluating performance and work habits of staff

27. Onsite monitoring opportunities:
Build relationships
Facilitate communication
Develop a common culture
Set site specific objectives
There is no substitute for seeing and hearing for yourself. Let's get started!

28. Visitation
Although surprise visits might seem advantageous, they can serve to make everyone nervous or create an adversarial relationship
Visit often so you are a fixture
Walk through, take a few minutes to talk with each staff member
Introduce yourself to students and ask for feedback

29. Clear Expectations Set clear expectations during each visit
Share the big picture
Don't reinvent the wheel at each site
Work to establish objectives for each particular center

30. Team Cohesion Focus on cohesion
To pull your team together psychologically, plan meetings at differing sites
Identify very best practices of each location
Ask, “What do you need from me?”
Bring a lead instructor with you to foster team work and build relationships

31. Remember…
Don't wait for problems to arise that need attention to dictate your visits 
Focus on developing people
Lead through change
Establish and follow your onsite monitoring plan
Good working relationships come from trust
Trust comes from familiarity; Stay in touch!

32. ? Questions for the Presenters
Please say your name, program and location before asking your question

33. Sharing of Ideas from other Adult Education Professionals

34. Contact Information
Felicia Phelps, GPS Coordinator
TCSG, OAE
1800 Century Place NE, Suite 300
Atlanta, GA
Office: (404)
Ms. Cherry Gibson, Director of Adult Education
Cobb County School District
240 Barber Road SE
Marietta, GA 30060
Office: (678)
Dr. Steve Pearce, GPS Coordinator
South/Southwest Georgia
1701 Carswell Avenue
Waycross, GA 31503
Office: (404)
Ms. Gwenn Evans, Executive Director of Adult Education
Athens Technical College
800 U.S. Highway 29 North
Athens, GA 30606
Office: (706)

35. Thank you for your participation!
Please complete an evaluation of this session at
Next Technically Speaking:
Distance Education and Technology-based Opportunities for ESL & EL/Civics
January 29, 2014
2:00 – 3:30 pm