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

Technical Housekeeping If you haven’t already, call 1-866-590-5055 and enter access code 8019870# Please mute your phone line to minimize background noise. You can access presentation materials on the GALIS “Help” page under Technically Speaking: https://galis.tcsg.edu/OAL_PORTAL/Docs/Documentation.aspx Technical Difficulties? Email kbryant@tcsg.edu. Stay tuned at the end for a link to an online evaluation form and information about the next Technically Speaking.

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

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.

Ms. Cherry Gipson

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.

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 .

Planning, cont.

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.

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.

Report Card, cont.

Dr. Steve Pearce

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?

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

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

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

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

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

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

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

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)

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

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

Ms. Gwenn Evans

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

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!

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

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

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

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!

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

Sharing of Ideas from other Adult Education Professionals

Contact Information Felicia Phelps, GPS Coordinator TCSG, OAE 1800 Century Place NE, Suite 300 Atlanta, GA 30345-4304 Office: (404) 678-2921 fphelps@tcsg.edu Ms. Cherry Gibson, Director of Adult Education Cobb County School District 240 Barber Road SE Marietta, GA 30060 Office: (678) 594-8017 Cherry.gipson@cobbk12.org Dr. Steve Pearce, GPS Coordinator South/Southwest Georgia 1701 Carswell Avenue Waycross, GA 31503 Office: (404) 379-0511 spearce@tcsg.edu Ms. Gwenn Evans, Executive Director of Adult Education Athens Technical College 800 U.S. Highway 29 North Athens, GA 30606 Office: (706) 227-7001 gevans@athenstech.edu

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