external review preparation simplified: how internal reviews can drive continuous improvement
TRANSCRIPT
External Review Preparation Simplified
How Internal Reviews Can Drive Continuous Improvement
Jay Harnack, SuperintendentSublette County School District #1Pinedale, Wyoming
External Review Preparation Simplified
This presentation is best viewed when accessing our External Review website as a reference throughout the presentation.
SCSD 1 AdvancED Wyoming External Review Website
External Review Preparation Simplified
This presentation is about using technology to:
1. Organize your documents and artifacts for an external review.
2. Collaborate and share the workload on preparing for an external review.
3. Replacing your external review preparation process with an effective internal review process to drive continuous improvement.
4. Archive your documents and artifacts to simplify the preparation process for the next external review.
External Review Preparation Simplified
The Wyoming Reality:
1. The accreditation process is the AdvancED process. 2. It is being written into the accountability legislation. You will
receive an accreditation score.3. An effective self assessment (internal review) is a critical part
of preparing for the external review.4. Effectively and efficiently organizing the information for the
external review team,will improve the external review process.
5. Poor accreditation scores result in more work for everyone. 6. NOBODY IN YOUR SCHOOL DISTRICT NEEDS MORE WORK!
External Review Preparation Simplified
Integrating the Self Assessment and the External Review Preparation Process● The AdvancED Self Assessment for Systems and Schools required in
the Accreditation Report (submitted prior to the external review visit), is aligned to the AdvancED Standards for Systems and Schools.
● The External Review process is aligned to the AdvancED Self Assessment for Systems and Schools.
● Using these EXACT frameworks to organize your documents and artifacts for the external review, creates an internal review (integrates the process and reduces workload).
External Review Preparation Simplified
Integrating the Self Assessment and the External Review Preparation Process● Using a Google Site to achieve this, allows for collaboration
(sharing of workload), and archives the documents and artifacts for future visits (reduces future workload).
● Using a Google site allows you to archive multiple forms of digital media (websites, pdf, jpeg, Google Docs, Office docs, etc.). This reduces workload.
● Using a Google site organized around the AdvancED standards allows you to customize the presentation of artifacts and documents the External Review team.
External Review Preparation Simplified
Integrating the Self Assessment and the External Review Preparation Process
Step One:
Create a website to archive your documents and artifacts based on the AdvancED standards for Systems and Schools.
Note: Use the File Cabinet page setting for sub-pages for individual indicator pages.
External Review Preparation Simplified
Tech Difficulty Time Requirement
Google Sites Aficionado
Low High
Google Sites Casual User
Medium High
Not Using Google Sites High High
Creating the External Review Website
* Much of the complexity of building the website will be based on how you choose to share the workload with others (collaborate), and the setting you assign to those with whom you collaborate.
External Review Preparation Simplified
Tech Difficulty Time Requirement
Google Sites Aficionado
Medium Low
Google Sites Casual User
High Medium
Not Using Google Sites High High
Assign Roles (Collaboration Settings)
External Review Preparation Simplified
Integrating the Self Assessment and the External Review Preparation Process
Step Two:
Add the documents and artifacts to the appropriate page (associated with the individual indicator), to organize them for the external review team.
External Review Preparation Simplified
Integrating the Self Assessment and the External Review Preparation Process
Step Three:
Use the information warehoused on each page to conduct your internal review, and then write your self assessment.
External Review Preparation Simplified
Major Component and Considerations for the Creation of the Website:Overall Website Organization1. Welcome Page
a. Introb. Description for each standard with a hyperlink to the subpage.
2. Side Navigation Bara. Mission, Vision, and Belief Statementsb. Individual Pages for Each Standardc. AdvancED Resourcesd. School Web Pagese. Opinion Inventory Dataf. Other (District Specific)
External Review Preparation Simplified
Major Component and Considerations for the Creation of the Website:
Overall Website Organization
3. Mission, Vision, and Belief Statement Page
External Review Preparation Simplified
Major Component and Considerations for the Creation of the Website:
Overall Website Organization
4. Pages for Individual Standardsa. Definition for the standard.b. Narrative for any related information.
c. The district’s strategic planning goals and action items related to the standard.
d. List of the indicators for that standard with a definition
for each indicator. Indicators are hyper linked to their own subpage.
External Review Preparation Simplified
Major Component and Considerations for the Creation of the Website:
Overall Website Organization
5. Pages for Individual Indicators (File Cabinet page template)a. Definition for the Indicatorb. District’s Opinion Inventory data related to the indicator.
c. File folder containing an abbreviated description of the Level 4 criteria.
d. Narrative for any related information.
e. Documents and artifacts that show evidence of meeting the indicator sorted by folder.
External Review Preparation Simplified
Major Component and Considerations for the Creation of the Website:
Overall Website Organization6. Pages for Individual Indicators (File Cabinet page template)
a. Definition for the Indicatorb. District’s Opinion Inventory data related to the indicator.c. File folder containing an abbreviated description of the Level
4 criteria.d. Narrative for any related information.e. Documents and artifacts that show evidence of meeting the
indicator sorted by folder.f. File Cabinet template allows for multiple media types to be
stored (hyperlinks, pdf, jpeg, Google doc)
External Review Preparation Simplified
Major Component and Considerations for the Creation of the Website:
Overall Website Organization
7. School Pagesa. Identical to district page.
b. Language for standards, indicators, and folders matched to the AdvancED standards for schools.
External Review Preparation Simplified
Collaborate and share the preparation workload:
Sharing Permissions
1. Google sites allow page-level permissions for collaborators.
2. Staff can be given permission to edit specific pages or add documents without having access to other pages.
3. Allows specific staff to work within confined areas.
External Review Preparation Simplified
Collaborate and share the preparation workload:
Sharing Permissions
4. Specific staff can be given the responsibility to add documents to an indicator that pertains to their assignment (i.e. HR - 4.1, Special Services Director - 4.7). Principals can be given access to work on their school site, but not the district site.
External Review Preparation Simplified
Collaborate and share the preparation workload:
Downloading Documents
5. Staff can download archived documents. 6. Website serves as an organized archive for
district documents.7. Many documents address multiple indicators.
No need to constantly find and share documents. Staff can download document from one indicator and upload to another.
External Review Preparation Simplified
Summary of the Website Based Review Process:
Year Process Time Commitment
4 Build Website - Archive Documents High
5 Review Individual Indicators / Write Self Assessment Medium / Low
5 External Review Low
1-4 Revise Documents / Review Individual Indicators /Write Progress Report or Improvement Report
Low
5 Revise Documents /Review Individual Indicators / Write Self Assessment
Medium / Low
5 External Review Low
External Review Preparation Simplified
SUMMARY:
1. Organize your documents and artifacts for an external review.
2. Collaborate and share the workload on preparing for an external review.
3. Create an effective internal review process.4. Archive your documents and artifacts to simplify the
preparation process for the next external review.5. Simplifies and eases the process of writing improvement
plans and progress reports.6. Makes accessing data for the External Review Team easy.