1. USING NEEDS ASSESSMENTS & CREATING ACTION PLANS September 25, 2012 Greg Lobdell, Center for Educational Effectiveness Candace Gratama, The BERC Group Travis Campbell, K12 Director, OSPI Sue Cohn, School Improvement Specialist, OSPI Office of Student and School Success

2. Audio is one-way only; all participants are in mute status. Please send questions to us via the Comments box. We will answer questions at our first available opportunity. WEBINAR ETIQUETTE REMINDER 2

3. Share protocols for using your Needs Assessment and other data Describe Initial Action Plan review and S.M.A.R.T. Strategies Outline next steps in the creating your Student and School Success Action Plan and available resources Respond to questions GOALS FOR WEBINAR 3

4. USING YOUR NEEDS ASSESSMENT AND OTHER DATA 4

5. Build an understanding of the Needs Assessment Process – Understand the organization of the report – Understand the data collected and triangulation process Understand- establishing the current reality Reflect- what do these data mean to me? Discuss of the preferred future Engage the stakeholders in creating the preferred future PRIORITY DEBRIEF OBJECTIVES

6. Staff should reflect on the data, using the following questions: What do these data mean to me/us? How can we use these data to inform our work? What can we do to improve our School? ENGAGE IN A REFLECTIVE DISCUSSION

7. Do not blame Keep discussion reflective – Instead of explaining data away, ask why the data shows this Facilitate a discussion to move the conversation forward Use the data to develop goals and strategies RULES FOR REFLECTIVE DISCUSSION

8. OVERALL PRIORITY PROCESS

9. Leadership Staff Leadership Team/School Improvement Team 3-STEP PROCESS FOR PRIORITY SCHOOL DEBRIEF

10. Understand the organization of the Needs Assessment summary Share and understand the implications of the findings unique to the leadership of the building. Understand triangulation of data to form the summary statements and recommendations. Strategize how the data will be shared with the staff (both in debrief and after) in order to maximize staff acceptance and use of the data findings. Understand the unique challenges within the building and strategize how to meet those challenges LEADERSHIP DEBRIEF

11. Understand the organization of the Needs Assessment Summary – Enable transparency of data components, findings, and recommendations Build awareness of each data element and how those elements triangulated to form the summary statements and recommendations. Allow for questions, concerns and dialogue with CEE representative, building and district leadership and fellow staff members. To begin the discussion and position for next steps. STAFF DEBRIEF

12. Building leadership, SIP Team, CEE, and OSPI Student and School Success Coach Discuss and support alignment with Indistar and the Student and School Success Principles and Indicators Define next steps, moving toward action planning RETURN VISIT FOR NEXT STEPS AND ACTION PLANNING

13. Review Needs Assessment Findings with All Stakeholders – Share results with the entire staff to ensure transparency and to develop trust around findings – Engage in a collaborative process to discuss current reality and preferred reality FOCUS SCHOOLS: REVIEW NEEDS ASSESSMENT FINDINGS

14. Options for reviewing findings 1.The BERC Group leads entire staff through a reflective process (two to three hours) 2.The BERC Group works with the leadership team to review findings and to develop their capacity to lead staff through process 3.School personnel lead staff through the reflective process THREE OPTIONS

15. Demographic Data Achievement Data Survey Results (Student, Student, Parent, and others) Classroom Instruction Data College and Career Readiness Data – High Schools (Course taking patterns and college attendance, persistence, gradation rates) STEP 1: REVIEW DATA

16. Distribute Student and School Success Rubric – Rubric is designed to identify strengths and weakness and is in alignment with best practices research – School personnel can see that there is a continuum and a path they can follow toward improvement. STEP 2: REVIEW QUALITATIVE SECTION

17. Break staff members into small groups to review the School and Classroom Practices Study – Within the small groups, each staff members read a few sections of the report quietly (15 minutes). Encourage the staff to make notes on the report and to identify data points that support the findings. – Discuss qualitative section, making connections across sections. STEP 2: REVIEW QUALITATIVE SECTION

18. Gather input from staff about preferred reality – Discuss and support alignment with Indistar and the Student and School Success Principle Indicators – Use the Indistar tool to build the plan around data, research, and evidence-based practices STEP 3: DISCUSS CURRENT REALITY AND PREFERRED REALITY

19. INITIAL ACTION PLAN REVIEW AND S.M.A.R.T. STRATEGIES 19

20. All Initial Action Plans were reviewed by Student and School Success Leaders and Coaches. Coaches assessed one strategy using a rubric focused on essential elements of an effective S.M.A.R.T. Strategy; coaches also provided additional feedback on remaining strategies. Principals and schools teams will use feedback on their Initial Action Plan when they craft their Student and School Success Action Plan. INITIAL ACTION PLAN REVIEW 20

21. 1.What are the expected outcomes of implementing the strategy for students/sub-groups? 2.What are the expected outcomes of using this strategy for educator practice? 3.What professional development or technical assistance (PD/TA) is provided to support effective implementation of this strategy? 4.What resources are allocated to support effective implementation of this strategy? 5.What evidence will be utilized to determine the effectiveness of this strategy in achieving the desired outcomes? ESSENTIAL QUESTIONS

24. Specific Measurable Actionable/Attainable Realistic/Results-oriented Timely/Time-bound S.M.A.R.T. Strategies articulate both the evidence supporting the strategy and measurable outcomes for students and educators. S.M.A.R.T. STRATEGIES

25. STUDENT AND SCHOOL SUCCESS ACTION PLANNING PROCESS 25

26. ACTION PLANNING PROCESS Engages principals, teams, and other stakeholders in reflection around: Findings and recommendations from their Needs Assessment and feedback on Initial Action Plan Current realities based on locally-developed data (disaggregated student assessment, demographic, perceptual, and contextual data) Beliefs about students and learning and educator capacity to address opportunity gaps among students Changes required to strengthen leadership and instructional practice and boost student achievement Research and evidence-based strategies and approaches Systems-level supports and barriers to change 26

27. ACTION PLANNING & PROCESS Informed by current SIP and Initial Action Plan Aligns with the Student and School Success Principles Anchored in S.M.A.R.T. Strategies Created and submitted using OSPIs online action planning tool (Indistar ® ) Forms basis for on-going improvement work 27

28. Serves as both an action-planning tool and a tool to monitor progress Developed and supported through the Center on Innovation and Improvement (CII) Anchored in OSPIs Student and School Success Principles Aligns with OSPIs Nine Characteristics of High-Performing Schools Supports teams to craft their own strategies and action plans based on the unique needs of their school community INDISTAR

31. NEXT STEPS FOR CRAFTING STUDENT AND SCHOOL SUCCESS ACTION PLANS 31

32. 1.Select Leadership Team to shepherd the process 2.Identify key stakeholders to include in process 3.Allocate sufficient time for Leadership Team and staff to engage in the process 4.Collect and sort data a.Current SIP and feedback on Initial Action Plan b.Findings and Recommendations from Needs Assessment c.Other data (demographic, achievement, perceptual, contextual) 32

33. 5.Analyze data 6.Identify critical indicators to address using the Indistar tool 7.Research best practices for selected indicators 8.Craft your plan using the tool 9.Submit to OSPI for review and approval 10.Use the plan as the basis for on-going improvement work 33

34. AVAILABLE RESOURCES 34

35. 35 To complete the Student and School Success Plan: Student and School Success Leadership Coach Regional Educational Service District (ESD) OSPI Office of Student and School Success To implement the Student and School Success Plan: Student and School Success Leadership Coach (Priority and Focus Schools) Instructional Coaches through the Office of Student and School Success (e.g., MBA, RBA, Gap Analysis) Other Divisions in OSPI Regional Educational Service District (ESD) iGrant funding Title I set-aside and other district funds

36. QUESTIONS? 36 For assistance, please contact Andy Kelly @ Andrew.kelly@k12.wa.usAndrew.kelly@k12.wa.us or (360) 725-4960