1. How to Prepare for an Ohio TAV/TRV September 21, 2006 D.D. Davis, Mill Creek, Youngstown

2. Introductions Individual/Team Activity Fact or Fiction? Take four minutes to introduce yourself: Writing three facts about yourself, making one fiction. Sharing your facts and fiction with one person on your team and let them guess which one is not true. How many guessed the fiction?

3. Why is my school having a TAV/TRV?  Technical Assistance Visits (TAVs) are conducted in the first year of HSTW/MMGW implementing sites to provide baseline data. 4 Technical Review Visits (TRVs) are conducted every three years after the first TAV to measure progress in implementing the design.

4. The HSTW/MMGW Vision 4 All students in high schools and middle schools within SREB states will perform at the basic level and an increasing percentage will be proficient or advanced in reading, mathematics and science as measured by the HSTW Assessment or Middle Grades Assessment.

5. The HSTW/MMGW Ohio Vision 4 All students in Ohio HSTW/MMGW high schools and middle schools will perform at the proficient level and an increasing percentage at the advanced level as measured by the Ohio Graduate Tests (OGT) or the Ohio Achievement Tests (OAT).

6. Purpose of the TAV/TRV Help school leaders and teachers to: 4 Identify changes needed to achieve the HSTW/MMGW goals, key conditions and key practices. 4 Fully implement the HSTW/MMGW design. 4 Reinforce efforts already in place to further improve student achievement.

7. Responsibilities & Expectations?  Become familiar with the Technical Assistance Guide or the Technical Review Guide for Ohio –Designed for HSTW/MMGW Sites, Team Members and Team Leaders. –The guides describe the technical assistance and technical review visits in detail.

8. State, TAV/TRV Leader, Site and Coach: Responsibilities & Expectations? TAV Guide p.16 TRV Guide p. 9

9. Contact your Team Leader… The first thing you should do is to call or email your team leader to discuss… 4 Timelines 4 Assistance needed in completing the documentation for the visit 4 Team Leader “creature comforts”” hotel, food, directions etc. 4 Concerns or issues with the visit

10. At least 6 weeks before the visit…  Finalize the AGENDA (Appendix 1) with times and locations for meetings and interviews, and logistics for the visit –Comfortable, private room –Light refreshments and lunch (dinner TAV or out of town quests) –Substitute for the Site Coordinator –Purchase supplies/reserve equipment

11. Selecting TEAM MEMBERS (Appendix 2) The KEY to a successful visit! The team should include: ~ TAV Guide p. 7 ~ TRV Guide p. 4 ~ Ask your coach to assist with selecting your team members. At least 6 weeks before the visit…

12. 4 Complete the Site Background Information (Appendix 3)

13. At least 6 weeks before the visit… 4 Complete 5 (five) HSTW/MMGW or TRV Documentation of Progress Worksheets (Appendix 4) for each goal/challenge in your most current Site Action Plan.  Assign one worksheet to each focus team. 4 Facilitate the completion of the worksheet with the chairs and teacher leaders.

14. At least 6 weeks before the visit… 4 For a TAV, complete the: Closing the Gap section (Appendix 8) using the most recent HSTW/MMGW Assessments and state data. Review with your coach before sending this information to your Team Leader.

15. At least 4 weeks before the visit…  Prepare Team Leader mailing and email all documents that are electronically available.  Prepare Team Member mailing and email all documents that are electronically available.

16. At least 4 weeks before the visit… 4 Compile a Documentation of Progress Notebook Evidence for the 5 goals/challenge HSTW/MMGW and School Data and Documentation

17. At least 4 weeks before the visit…  Schedule Interviews –Superintendent –Principal –Site Coordinator –Academic Teachers –Career Technical/Ninth Grade Teachers –Students –Guidance Counselors –Parents (TAV only)

18. PREPARE THE FACULTY, STAFF and STUDENTS for the visit. At least 4 weeks before the visit… Memo to faculty and staff with agenda, team roster and background information. Share with students. Review during a staff meeting (two weeks before the visit) Day before reminder to staff and students. Day of visit remind office staff.

19. At least 4 weeks before the visit…  Develop a First Night Presentation School Background HSTW/MMGW and School Data Outstanding Practices 5 Goals/Challenge Next Steps

20. TAV requirement only: Collect two Assignments and Assessments (this grading period) from each of the core academic classes in each grade level. At least 4 weeks before the visit…

21. At least 2 weeks before the visit…  Checklist (also check in the guide):  Signage  Folders for Team Leader/Members  Documentation of Progress notebook completed  Supplies for the team’s workroom  Equipment: screen, LCD, computer/printer station (password, paper, ability to use a flash drive), Copy machine available  Name tags, security/visitor passes  Parking places for team secured  Food/refreshments ordered  Remind faculty, staff and students of the visit, especially persons to be interviewed

22. During the Visit… 4 Site Coordinator available to respond to the team needs. 4 Administrators and Leadership Team scheduled to attend the exit report. 4 Optional: –Faculty/Staff scheduled to attend the exit report –Video-tape the exit report

23. After the Visit… 4 Principal, Site Coordinator and Leadership Team: –Meet to discuss the exit report and to begin implementing recommendations. –Respond to the first draft report (within two months of the visit) and responds with comments. –Invite your coach/TAV or TRV Leader to review the final written report with the entire faculty and staff to update the site action/school improvement plans.

24. After the Visit: Don’t forget to Celebrate!!!! !!!!!! Your successes as you move forward.

25. HSTW/MMGW Regional Assistance Contact your regional coach to assist you in preparing for your visit. Invite your coach (or Team Leader with compensation) to review the final written report with the faculty and staff