1. Communications for OSI- Approved Personnel – Microsoft Word Communications for OSI- Approved Personnel – Microsoft Word Office of School Improvement July 2015 Dr. Susan FitzPatrick Office of School Improvement July 2015 Dr. Susan FitzPatrick

2. Date here PurposePurpose Share OSI expectations regarding style requirements for documentsShare OSI expectations regarding style requirements for documents Provide Word and Excel tips to help with some OSI forms/reportsProvide Word and Excel tips to help with some OSI forms/reports Academic Review: School Category & Indicators Score Report; Findings ReportAcademic Review: School Category & Indicators Score Report; Findings Report Share OSI expectations regarding style requirements for documentsShare OSI expectations regarding style requirements for documents Provide Word and Excel tips to help with some OSI forms/reportsProvide Word and Excel tips to help with some OSI forms/reports Academic Review: School Category & Indicators Score Report; Findings ReportAcademic Review: School Category & Indicators Score Report; Findings Report July 2015

3. Date here Grammar, Punctuation, and Spelling Watch oral as well as written communicationWatch oral as well as written communication Use a style manual, such as that of the Modern Language Association; pay special attention to use of capitalization and commasUse a style manual, such as that of the Modern Language Association; pay special attention to use of capitalization and commas Use “Spelling & Grammar Check”: In Word 2010, select Review tab, then “Spelling & Grammar”Use “Spelling & Grammar Check”: In Word 2010, select Review tab, then “Spelling & Grammar” All correspondence, including emails and reports, should be carefully proofread after using Spelling & Grammar Check. Proofread for content as well as spelling and grammar.All correspondence, including emails and reports, should be carefully proofread after using Spelling & Grammar Check. Proofread for content as well as spelling and grammar. Watch oral as well as written communicationWatch oral as well as written communication Use a style manual, such as that of the Modern Language Association; pay special attention to use of capitalization and commasUse a style manual, such as that of the Modern Language Association; pay special attention to use of capitalization and commas Use “Spelling & Grammar Check”: In Word 2010, select Review tab, then “Spelling & Grammar”Use “Spelling & Grammar Check”: In Word 2010, select Review tab, then “Spelling & Grammar” All correspondence, including emails and reports, should be carefully proofread after using Spelling & Grammar Check. Proofread for content as well as spelling and grammar.All correspondence, including emails and reports, should be carefully proofread after using Spelling & Grammar Check. Proofread for content as well as spelling and grammar. July 2015

4. Date here Email Correspondence Begin a new message for each new topic, rather than “reply”Begin a new message for each new topic, rather than “reply” Keep language professional and formalKeep language professional and formal Double-check “To” and “CC” lines; don’t use “BC”Double-check “To” and “CC” lines; don’t use “BC” Begin a new message for each new topic, rather than “reply”Begin a new message for each new topic, rather than “reply” Keep language professional and formalKeep language professional and formal Double-check “To” and “CC” lines; don’t use “BC”Double-check “To” and “CC” lines; don’t use “BC” July 2015

5. Date here All Communications What’s the purpose of your communication? Don’t get sidetrackedWhat’s the purpose of your communication? Don’t get sidetracked Make the most important point firstMake the most important point first Focus on facts, and distinguish your opinions from factsFocus on facts, and distinguish your opinions from facts Stick to the subject matterStick to the subject matter Avoid repetitionAvoid repetition Use simple language and short wordsUse simple language and short words “ion” words – “provide instruction” vs. “instruct”“ion” words – “provide instruction” vs. “instruct” “of” – “general consensus of opinion” vs. “consensus”“of” – “general consensus of opinion” vs. “consensus” Be clear and specificBe clear and specific Delete unneeded adjectives and adverbsDelete unneeded adjectives and adverbs Avoid acronyms and abbreviationsAvoid acronyms and abbreviations Refer to academic year as “2015-2016”, not “2015” or “2016”Refer to academic year as “2015-2016”, not “2015” or “2016” What’s the purpose of your communication? Don’t get sidetrackedWhat’s the purpose of your communication? Don’t get sidetracked Make the most important point firstMake the most important point first Focus on facts, and distinguish your opinions from factsFocus on facts, and distinguish your opinions from facts Stick to the subject matterStick to the subject matter Avoid repetitionAvoid repetition Use simple language and short wordsUse simple language and short words “ion” words – “provide instruction” vs. “instruct”“ion” words – “provide instruction” vs. “instruct” “of” – “general consensus of opinion” vs. “consensus”“of” – “general consensus of opinion” vs. “consensus” Be clear and specificBe clear and specific Delete unneeded adjectives and adverbsDelete unneeded adjectives and adverbs Avoid acronyms and abbreviationsAvoid acronyms and abbreviations Refer to academic year as “2015-2016”, not “2015” or “2016”Refer to academic year as “2015-2016”, not “2015” or “2016” July 2015

6. Date here BackgroundBackground OSI-approved personnel facilitating Academic Reviews with divisions that have schools that are rated Accredited with Warning for the first year will work closely with: the School Category & Indicators Score Report; and the Academic Review Findings and Essential Actions Report. OSI-approved personnel facilitating Academic Reviews with divisions that have schools that are rated Accredited with Warning for the first year will work closely with: the School Category & Indicators Score Report; and the Academic Review Findings and Essential Actions Report. July 2015

7. Date here SummarySummary School Category & Indicators Score Report: Changing the Header/FooterChanging the Header/Footer Adding another table for scoresAdding another table for scores Calculating the average (using Excel)Calculating the average (using Excel) Merging cells to score documents collectivelyMerging cells to score documents collectively Making the vertical boxes wider to show more wordsMaking the vertical boxes wider to show more words Academic Review Findings and Essential Actions Report: Removing blank pagesRemoving blank pages Adding rows to existing tablesAdding rows to existing tables Continuing a table on the next page with the same headersContinuing a table on the next page with the same headers Copying and pasting additional findings and/or essential actionsCopying and pasting additional findings and/or essential actions Saving and renaming documents – follow OSI naming conventions as directedSaving and renaming documents – follow OSI naming conventions as directed School Category & Indicators Score Report: Changing the Header/FooterChanging the Header/Footer Adding another table for scoresAdding another table for scores Calculating the average (using Excel)Calculating the average (using Excel) Merging cells to score documents collectivelyMerging cells to score documents collectively Making the vertical boxes wider to show more wordsMaking the vertical boxes wider to show more words Academic Review Findings and Essential Actions Report: Removing blank pagesRemoving blank pages Adding rows to existing tablesAdding rows to existing tables Continuing a table on the next page with the same headersContinuing a table on the next page with the same headers Copying and pasting additional findings and/or essential actionsCopying and pasting additional findings and/or essential actions Saving and renaming documents – follow OSI naming conventions as directedSaving and renaming documents – follow OSI naming conventions as directed July 2015

8. Date here Changing the Header or Footer Double-click inside the Header or Footer section and insert the division and school names. Click the “Esc” key to exit the Header. The Header will be repeated on the remaining pages.Double-click inside the Header or Footer section and insert the division and school names. Click the “Esc” key to exit the Header. The Header will be repeated on the remaining pages. July 2015

9. Date here Adding Another Table Before adding scores:Before adding scores: Hold down “CTRL” key and select “Enter” key to add a new pageHold down “CTRL” key and select “Enter” key to add a new page Hover the mouse over the blank table and watch for the box to appear in the top left cornerHover the mouse over the blank table and watch for the box to appear in the top left corner Left-click the mouse on the box which will highlight the entire tableLeft-click the mouse on the box which will highlight the entire table Right-click and select “Copy”Right-click and select “Copy” On the new blank page, right-click and select “Paste”On the new blank page, right-click and select “Paste” Before adding scores:Before adding scores: Hold down “CTRL” key and select “Enter” key to add a new pageHold down “CTRL” key and select “Enter” key to add a new page Hover the mouse over the blank table and watch for the box to appear in the top left cornerHover the mouse over the blank table and watch for the box to appear in the top left corner Left-click the mouse on the box which will highlight the entire tableLeft-click the mouse on the box which will highlight the entire table Right-click and select “Copy”Right-click and select “Copy” On the new blank page, right-click and select “Paste”On the new blank page, right-click and select “Paste” July 2015

10. Date here Calculating an Average Using Excel 1. Select the row of numbers July 2015

11. Date here Calculating an Average Using Excel 2. Copy and paste into an Excel spreadsheet 3. Highlight the row of numbers AND the cell to the right. July 2015

12. Date here Calculating an Average Using Excel 4. On the “Home” tab, click the drop-down arrow to the right of “Auto-Sum” and select “Average”. July 2015

13. Date here Calculating the Average Using Excel Results are displayed in the cell to the right of the numbers averaged. July 2015

14. Date here Merging Cells 1.Highlight the cells you wish to merge. 2.Right-click 3.Select “Merge Cells” 1.Highlight the cells you wish to merge. 2.Right-click 3.Select “Merge Cells” July 2015

15. Date here Making vertical boxes wider to show more words To use your mouse, rest the cursor on right side of the column boundary you want to move until it becomes a resize cursor and then drag the boundary until the column is the width you want. July 2015

16. Date here Removing Blank Pages 1.Position cursor at beginning of page following blank page. 2.Select “Backspace” key until extra page disappears. 3.If extra page is the last page of the document, hold down “CTRL” key while pressing “End” key, then select “Backspace” key until page disappears 1.Position cursor at beginning of page following blank page. 2.Select “Backspace” key until extra page disappears. 3.If extra page is the last page of the document, hold down “CTRL” key while pressing “End” key, then select “Backspace” key until page disappears July 2015

17. Date here Adding Rows to Tables To add a row to the end of a table, position the cursor in the bottom right cell and select the “Tab” key.To add a row to the end of a table, position the cursor in the bottom right cell and select the “Tab” key. July 2015

18. Date here Adding Rows to Tables To add a row inside a table: Select the row above or belowSelect the row above or below Right-clickRight-click Select “Insert”, then “Insert Row Above” or “Insert Row Below”Select “Insert”, then “Insert Row Above” or “Insert Row Below” OROR Position cursor inside table, select “Table Tools” tab, then “Layout”, then “Insert Above” or “Insert Below”Position cursor inside table, select “Table Tools” tab, then “Layout”, then “Insert Above” or “Insert Below” To add a row inside a table: Select the row above or belowSelect the row above or below Right-clickRight-click Select “Insert”, then “Insert Row Above” or “Insert Row Below”Select “Insert”, then “Insert Row Above” or “Insert Row Below” OROR Position cursor inside table, select “Table Tools” tab, then “Layout”, then “Insert Above” or “Insert Below”Position cursor inside table, select “Table Tools” tab, then “Layout”, then “Insert Above” or “Insert Below” July 2015

19. Date here Continuing a Table and Header Row(s) 1. Select the heading row(s) by left-clicking with your cursor to the left side of the row(s). July 2015

20. Date here Continuing a Table and Header Row(s) 2. Continuing a Table and Header Row(s) 2. Under “Table Tools”, on the “Layout” tab, in the “Data” group, click “Repeat Header Rows” July 2015

21. Date here Saving documents 1. In the top ribbon, at left, click “File”, then “Save As”. July 2015

22. Date here Saving Documents, continued. 2. Name the document per OSI instructions. 3. Note the name of the location where the document is saved. July 2015

23. Date here Renaming a Document 1.Make sure the document is closed. 2.In the Directory, highlight the name of the document. 3.Right-click. 4.A shortcut menu box will appear; choose “Rename” by left-clicking. 5.You will be taken to the name of the document so you can type its new name. 6.Hit the “Enter” key to save the new name. 1.Make sure the document is closed. 2.In the Directory, highlight the name of the document. 3.Right-click. 4.A shortcut menu box will appear; choose “Rename” by left-clicking. 5.You will be taken to the name of the document so you can type its new name. 6.Hit the “Enter” key to save the new name. July 2015

24. Date here Questions?Questions? Susan.fitzpatrick@doe.virginia.gov 804/225-2897 804/225-2897 July 2015