Planning for Success: Creating an Effective District Strategy and Plan Federal Grant Programs Conference May 30, 2018

Ruth Gilbert-Whitner, Ed.D. Sue Charochak, Ed.D. Presenters Lori Likis, Ed.D Planning for Success Consultant Ruth Gilbert-Whitner, Ed.D. Superintendent, Whitman-Hanson Regional Public Schools Sue Charochak, Ed.D. Assistant Superintendent, Beverly Public Schools

The Planning for Success model and process Agenda The Planning for Success model and process Creating or refining a multi-year district strategy and plan Resources available for your use A superintendent’s story: Ruth Gilbert-Whitner, Ed.D. Creating an annual action plan for implementation An assistant superintendent’s story: Sue Charochak, Ed.D. Q & A

Planning for Success is… An inclusive planning model designed to support district capacity building and coherence A flexible model easily customized to your context and preferred timeline A set of simple and accessible DIY resources Tools, protocols, and facilitator guidance Case studies and district plans http://www.doe.mass.edu/research/success/ A proven model piloted by a diverse set of Massachusetts districts since 2014 Urban, regional, single-school, collaborative Level 1, Level 2, Level 3, Level 4

The PfS Model A multi-year academic improvement plan that serves as the district’s official roadmap for improvement District vision, strategy, planned outcomes for students The plan serves as the heart of coherence for district work when district systems are aligned Budget, Educator Evaluation System, school improvement plans The plan is implemented through an annual action plan Benchmarks to measure progress and impact

The Planning for Success Process Create Plan Envision the future Analyze district performance, educator evaluation, and community feedback data for trends and patterns Backward design the improvement strategy from specific, desired student outcomes, researching effective practices Align Systems Connect Educator Evaluation goals and School Improvement Plans to the District Plan Leverage budget, grants, and resources in support of the District Plan Build community commitment to the District Plan Implement Create an annual action plan with progress and impact benchmarks Monitor and publicly report on progress Redesign the District Plan if necessary Massachusetts Department of Elementary and Secondary Education

PfS Superintendent Feedback “We weren’t just trying to come up with a plan; we were trying to change culture at the same time.” Superintendent Bob Sanborn, Cape Cod Regional Technical High School “Compliance vs. engagement isn’t just about the kids; it’s about the adults, too!” Superintendent Barbara Malkas, Webster Public Schools “If you’re a teacher, principal, social worker, you can see yourself somewhere in this document.” Superintendent Dave DeRuosi, Malden Public Schools Source: District Planning Case Studies: Planning for Success 2015 Pilot Projects

Creating the District Plan Whitman-Hanson’s Story

Elements of a District Strategy and Plan 1. Mission, vision, core values 2. Data analysis and theory of action 3. Strategic objectives and initiatives, including: a. Professional development b. Teacher induction and mentoring activities 4. Outcomes (SMART goals) District Plan (3 years) Massachusetts Department of Elementary and Secondary Education

PfS Resources to Create a District Strategy and Plan Multiple PfS protocols and tools available on website SWOT analysis, root cause analysis, envisioning the future Identifying strategic objectives, initiatives, outcome measures Assessing your current district plan: comparing lived experience to stated strategy PfS resources designed to be DIY Why this step is important Protocols, time required, facilitation tips Text for presentation slides Worksheets and organizers for small group work

Trained PfS Facilitators Approximately 50 facilitators trained to date in creating a district plan Approximately 30 trained facilitators available for contracting with districts Facilitator bios and contact information posted on PfS website ESE currently developing an online contact process for districts interested in hiring a PfS facilitator Information coming soon to PfS website

The Whitman-Hanson Story: Ruth Gilbert-Whitner, Ed.D. A PfS pilot district Created a multi-year plan and annual action plan Whitman-Hanson district plan, action plan, superintendent goals posted to PfS website

Creating the Action Plan Beverly’s Story

Action Plan Elements District Action Plan (annual) Implementation benchmarks Process benchmarks: what, when, who Early evidence of change benchmarks: measuring impact during implementation Resources District Action Plan (annual) Massachusetts Department of Elementary and Secondary Education

Implementation Benchmarks Process What will be done, when, and by whom Are we on track to accomplish what we want to accomplish? Is the work getting done? Early evidence of change Changes in practice, attitude, or behavior you should begin to see if the initiative is having its desired impact Does our selected strategy appear to be having the desired impact?

Plan-Do-Study-Act (PDSA) Cycle Moen, R. D., & Norman, C. L. (2010). Circling back. Quality Progress, 43(11), p.27.

What is the current state of the district plan? Action Plan Readiness What is the current state of the district plan? What level of knowledge do stakeholders inside and outside the district have of the plan? What are some of the cultural issues the district is facing? Who should be involved in the action planning process and why? How would you like to structure the action planning process in order to build capacity and address some of the district’s cultural and leadership issues?

Characteristics of Strong Monitoring Routines Regularity: Does the routine occur frequently enough to support effective implementation? Strong execution: Is the routine well run with strong facilitation, clear roles and responsibilities, and necessary progress data available? Focus on performance: Is the routine clearly focused on data/evidence and does it support the development of shared understanding? Action on performance: Does the routine encourage hard conversations, creative problem solving, and ownership of issues? Adapted from Deliverology in Practice: How Education Leaders Are Improving Student Outcomes (Barber, Rodriguez, & Artis, 2016, p. 195)

PfS Resources for Creating an Annual Action Plan Multiple PfS resources available on website Action plan creation, review, and revision protocols Monitoring and public reporting protocols and guidance PfS resources designed to be DIY Why this step is important Protocols, time required, facilitation tips Text for presentation slides Worksheets and organizers for small group work

PfS Action Plan Facilitation Training: Action Plan Networks Two networks, with a diverse set of districts participating, to date Approximately 15 districts Network objectives: To support districts in the creation of an action plan for high priority initiatives To support participants in building their facilitation skills and the capacity they need to effectively lead this work To foster the development of the facilitation network, providing opportunities for participants, as facilitators, to learn with and from each other

The Beverly Story: Sue Charochak, Ed.D. A PfS Action Plan Network #1 participant Assessed the current district plan using PfS resource Led creation of the district’s annual action plan through network

PfS resources: protocols, plans, and case studies Questions? PfS resources: protocols, plans, and case studies http://www.doe.mass.edu/research/success/ Lori Likis, Ed.D., PfS consultant LoriLikis@ccoaching.com

Reference Barber, M., Rodriguez, N., & Artis, E. (2016). Deliverology in practice: How education leaders are improving student outcomes. Thousand Oaks, CA: Corwin.