1. Berkeley County Schools
Preparation for the OEPA Audit

2. Today’s Purpose: Plan for an OEPA visit
Overview of OEPA process to beginning preparation for February OEPA review
Tools for preparation
Training dates

3. Five Components of the Visit
School Monitoring Report
Self Evaluation and Evidence
Documentation Review
Including school maps, financial audit, school lunches
Berkeley County OEPA notebook
Lesson Plans
Completeness
Correlation to Next Gen Standards
Variation in Instructional Methods
Use of Technology
Evidence of Inquiry based, hands on Science (ES)
Administrator Review and Comments
Substitute Folder

4. Five Components of the Visit (cont.)
4. Classroom Observations
Engagement
Variation of Instructional Practices
Explicit Writing Instruction
Effective and Meaningful use of Technology
5. Staff Interviews
School Culture
Knowledge of Strategic Plan
SPL Process
Use of Data to drive instruction
Best Practices
High Expectations for all
PLCs
Time spent in direct service to students (Counselors – 75/25)

5. The day of the visits
Provide: individual team member packets, meeting room, and refreshments
Be helpful, offer assistance to individuals
Teachers must be prepared to teach for the full instructional period (instructional minutes count) and match the lesson being taught to lesson plan
Staff should be cognizant of how they address students and colleagues
Show your knowledge, skills, and professionalism
School notebook ready
Engagement, Engagement, Engagement!
Any individual present at the school the day of the visit could be selected for an interview. This includes students and parents.

6. Who will the auditors be?
Team members are selected based on expertise in:
school high quality learning conditions and knowledge of school and county policy and Code
the programmatic level of the school attending.
The size of the team is reflective of the size of the school and number of schools in the system.
Team members will include professionals from across the state of West Virginia:
Principals
Central Office Personnel
Retired Administrators
Counselors
RESA Personnel
Office of Technology

7. How should your school prepare for the monitoring visit?
Complete the School Monitoring Report
Embed Strategic Plan
Review Policies and Codes
Accreditation
Curriculum
4373 – Safe and Supportive Schools
2340 – Assessment
Instructional Minutes
School Counseling policy
Data Teams should review student performance data
Common Assessments, End of year, Benchmarking
Be able to articulate the SPL processes and procedures for your building
All staff should identify and be able to discuss at least 3 best practices of the school and implementation process
Make sure lesson plans are complete and available
Have Berkeley County notebook fully updated

8. How do you the principal prepare for the monitoring visit?
Participate in Principal training today
Attend Strategic Plan training workshop September 2/3, General Principals meeting, and Instructional Principals meetings
Review lesson plans to ensure they meet all components
Know the goals of your school’s Strategic Plan
Use your files to access any documentation that supports the outstanding work you do for students in your school – show evidence
Review High Quality Standards and prepare to talk about areas of strength
Train your staff on August 13 and throughout the year using training manual

9. The Training Manual

10. What are the monitors looking for during the classroom observation.
Student Engagement
High Expectations
Classroom Management
Behavior Management
Variation in Instructional Strategies
Use of Appropriate Materials and Technology

11. Technology in the Classroom
Access and Monitoring – Ensure you and your staff have answers to these questions
Is there adequate access to technology?
Is there a signup for labs/carts? What is the process?
Is there regular use of technology by all teachers?
How does the principal monitor technology use?
Implementation
How is technology being used in the classroom?
What software and resources are teachers/students using?
HS – Are virtual courses available? For what reasons?
Are there adequate opportunities to receive technology professional development?
21ST Century Learning Skills And Technology Tools Content Standards And Objectives For WV Schools ( )

12. The School Monitoring Report State submittal required by July 30
School submittal for county review: October 15
Revisions can be made up until January 22
Final County Submittal to OEPA:
January 22

13. School Monitoring Report
The School Monitoring Report is a document designed to assist schools in evaluating their own processes toward providing a high quality learning environment for students.

14. Section 1
Utilizing the input of their staff and LSICs, schools are asked in Section 1 of the School Monitoring Report to rate themselves against the 7 standards for High Quality Schools (WVBE Policy 2322) by utilizing the scale:
4=Strong and pervasive characteristic (Distinguished) (All)
3=Present but not pervasive characteristic (Accomplished) (Most)
2=Present in a few areas and/or situations but needs improvement (Emerging) (Some)
1=Rarely evidenced; needs significant improvement (Unsatisfactory) (None)
OEPA will verify the school’s responses to each section of the School Monitoring Report during their reviews.

15. Standards for High Quality Schools
Standard 1: Positive Climate and Cohesive Culture
Shared Beliefs and Values
High Expectations for All
Safe, Orderly and Engaging Environment

16. Standards for High Quality Schools
Standard 2: School Leadership
Principal Leadership
School Teams and Councils
Teacher Leadership
Student Leadership

17. Standards for High Quality Schools
Standard 3: Standards-Focused Curriculum, Instruction and Assessments
Classroom Learning Environment
Standards-Focused Curriculum
Instructional Planning
Instructional Delivery

18. Standards for High Quality Schools
Standard 4: Student Support Services and Family/Community Connections
Positive Relationships
Student Personal Development
Parent and Community Partnerships

19. Standards for High Quality Schools
Standard 5: Educator Growth and Development
Professional Development
Teacher Collaboration
Evaluation, Feedback and Support

20. Standards for High Quality Schools
Standard 6: Efficient and Effective Management
Facilities
Fiscal Resources
Personnel
Data, Information Systems, Technology Tools and Infrastructure

21. Standards for High Quality Schools
Standard 7: Continuous Improvement
Focused and Coherent Plan
Processes and Structures
Monitoring for Results

22. Section 2: Needs Analysis, Capacity Building and Efficiencies
Section 2 of the School Monitoring Report asks for schools to identify additional supports needed for continuous improvement.
Essential Guiding Questions to Plan for Change and Ensure Success:
To implement college- and career- ready standards, our school or district may need to change the way that we… We need to ensure success by…
To ensure students are well prepared for post secondary training, college, and careers, we must… We need to ensure success by…
How do we proactively build understanding and purpose for our staff, our students, and our community. We need to ensure success by…
Do daily instructional practices TRULY prepare kids for college, jobs, careers? We need to ensure success by…

23. Section 2: Needs Analysis, Capacity Building and Efficiencies
Please identify any significant resource and/or facility needs that staff believes are substantially impacting student performance. Given information above, what additional resource or facility needs do you see that would have a direct and substantial impact on student performance?
What other resources can you identify in your buildings that impact the needs that drive your school goals?
School counselors in every school – options for alternative ed. – Behavior Specialists – etc.
High Schools – Credit Recovery, Option Pathway, Virtual School, On Target, etc..
What else do you think would substantially impact student performance?

24. Section 2: Needs Analysis, Capacity Building and Efficiencies
Please identify professional development and other capacity building needs that are significantly impacting staff’s ability to improve student performance.
At ________________ school we have a strong core belief that ALL student can learn. After analyzing student data (EOY/BOY benchmark, common assessments, summative assessments), our school has chosen ______ areas to focus on to impact student performance. Additional professional development in these areas would be helpful in supporting the school strategic plan and student performance.
Our main goal is to produce students who are truly college or career ready. To support this objective our staff would benefit from professional development in _________.
Possible professional development topics:
Co-teaching
Accessible Instructional Materials (to enable special education students to access the general curriculum)
Differentiated Instruction
Universal Design for Learning
Operating Effective PLCs
Reading/Writing/Math Instructional Strategies
Classroom Management
Positive Behavior Support
Technology Integration
Creating Common Assessments
Remind your staff of the trainings you have had over the past 2 or so years to help them in the goals that you have identified (THINK: Strategic Plan). Would they like more training in those areas to advance their knowledge?
What professional development do you think would assist your school in improving student performance?

25. Section 3: Best Practices
Section 3 of the School Monitoring Report asks schools to identify outstanding best practices that have been implemented in their schools and should be noted during the accreditation process. Best Practices are defined as exemplary, unique and data driven. These are practices that can be supported by pre and post data, can be replicated by other school systems and have a direct link to improved student achievement.
Please identify your school specific best practices noted by your leadership team

26. Compliance Checklists (Must be Full Compliance)
Review Policies and Codes
Accreditation
2510 – Regulations for Educational Programs
4373 – Expected Behaviors
2340 – Measures of Academic Progress
Physical Education §18-2-7a
School Counselors § b

27. Coordinator Assignments

28. Principal Reflections

29. Small Groups: Next Steps Reflections

30. Questions and Answers