NMPED │ Student Success Division │ Priority Schools Bureau │ Instructional Audit 2013-2014
New Mexico Public Education Department
300 Don Gaspar Ave,
Santa Fe, NM
87107
New Mexico Public Education Department
300 Don Gaspar Ave,
Santa Fe, NM
87501
Prepared for the
New Mexico Public Education Department (NMPED)
By
New Mexico Public Education Department,
Priority Schools Bureau with
The Southwest Comprehensive Center,
Center on Instruction, and RMC Research Corporation
September 2011
Revised June 2012
Revised June 2013
By
The Southwest Comprehensive Center and the New Mexico Public Education Department, Priority Schools Bureau
Copyright Notice
This manual is copyright free, so no permission is needed to cite or reproduce it for non-profit purposes. If material from it is included in another non-profit publication, cite as follows:
Some information in this document was adapted from “New Mexico—ESEA Flexibility Request November 14, 2011” which is a copyright-free document published by the New Mexico Public Education Department.
Notes
This document is available at www.ped.state.nm.us
Click on the A–Z directory to locate it under “Priority Schools Bureau.”
Prepared for the New Mexico Public Education Department, by the Southwest Comprehensive Center at WestEd with funds from the U.S. Department of Education under cooperative agreement number S283B050049. The content does not necessarily reflect the position or policy of the U.S. Department of Education, nor does mention or visual representation of trade names, commercial products, or organizations imply endorsement by the federal government.
NMPED │ Student Success Division │ Priority Schools Bureau │ Instructional Audit 2013-2014
Table of Contents
Appendix A NMIA Sample Agenda for Site 3
Appendix B NMIA Listing of Tasks for Team Leader 5
Appendix C NMIA Listing of Tasks for Team Members 9
Appendix D NMIA Listing of Tasks for LEA/School 13
Appendix E Sample Letter to the Principal 15
Appendix F Document Review: Preceding the Visit to the School 17
Appendix G Document Review Matrix: During the Site Visit 19
Appendix H Document Review Summary 21
Appendix I Interview Questions for the Principal – 1 hour 22
Appendix J Principal Interview Reporting Form 24
Appendix K Interview Questions for the School Leadership Team – 45 minutes 32
Appendix L School Leadership Team Interview Reporting Form 34
Appendix M Interview Questions for Teachers and Other Instructional or Support Staff: 45 minutes 42
Appendix N Teacher and Other Instructional and Support Staff Reporting Form 44
Appendix O Interview Questions for Parents: 30-45 minutes 51
Appendix P Parent Reporting Form 52
Appendix Q Interview Questions for Students: 30-45 minutes 56
Appendix R Student Reporting Form 58
Appendix S Classroom Walkthrough 62
Appendix T Summary Report of Classrooms Observed 67
Appendix U Data Organizer for Instructional Auditors 68
Appendix V Guidance for Exit Meeting Summary Form 74
Appendix W How to Conduct a Group Interview 75
Appendix X NMIA Audit Report 77
Appendix Y Email Cover 81
Appendix Z Role of the Facilitator: Cheat Sheet 82
Glossary of Terms and Acronyms 83
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NMPED │ Student Success Division │ Priority Schools Bureau │ Instructional Audit 2013-2014
Appendix A
NMIA Sample Agenda for Site
Date: September 10 – 14, 2013 / School/District: ABC School/XYZ DistrictPurpose: / Improve instruction through examining systems that support and monitor teachers and other instructional staff.
On Site visit process will include:
· Review of School Web EPSS for 2013-14 (draft).
· Review of findings from Math, Literacy, and School and Systems Reflective Summaries (spring 2012, if completed)
· Discussion of 2012-14 NMSBA results, Short Cycle Assessment data, other interim measures of student achievement
· School Grade Report Card for 2011-2012 and 2012-2013
· Classroom Walkthroughs
· Interviews: Principal, Leadership Team, Staff, Students, and Parents
Team Leader: / Patricia Hackney
505.xxx.xxxx
Attendees: / Principal: Ms. Montoya
District Representative: Ms. Hyde
School Leadership Team: Ms. Copeland, Dr. Wirth, Mr. Johnson
Please bring: / Copies of the 2012-13 disaggregated NMSBA data from spring 2013, and any other data, information and documents requested by Team Leader
Day One: September XX,2013
8:00 – 8:15 am / Check-in at front office/meet with Principal/Administration.
8:15 – 8:30 am / Introductions and purpose of the meeting with staff
· Background/review from previous year by school/district
· Review and discussion of NMIA process
8:30 – 9:30 am / Interview with Principal (1 hour)
9:30 – 10:30 am / Interview with School Leadership Team (45 minutes)
10:15 – 10:30 am / Break
10:30 – 11:30 am / Staff Interviews
11:30 – 12:15 pm / LUNCH
12:15 – 3:00 pm / Parent and Student Group Interviews
3:00 – 3:30 pm / Meeting with School Principal (if needed).
Day Two: September XX, 2013
8:15– 11:30 am / Classroom Walkthroughs
11:30 – 12:00 pm / LUNCH
12:00 – 3:00 pm / Continue Staff Interviews and Classroom Walkthroughs
3:00 – 3:15 / Meeting with School Principal (if needed).
Day Three: September XX, 2013
8:15 – 11:30 am / NMIA Team prep for exit meeting
11:30 -12:15 pm / Debrief with Principal
12:15 – 1:00 pm / LUNCH
1:00 – 2:00 pm / Exit Meeting with Principal, School Leadership Team and District.
Next Steps / · The Team leader will write Instructional Audit Report to include any findings of Levels 0, 1, or 2. The report will be reviewed and approved by PSB staff. Once approved, the team leader will email the report to District Superintendent and School Principal with cover email outlining expectations.
· The district and school will have 2 weeks to review the report and respond to level 2 findings by completing the last section of the report and through revisions made in the School Web EPSS for 2013-14 Action Steps, utilizing the “Instructional Audit” Tag.
· The School Principal will upload the report to the filing cabinet of the Web EPSS using the following document title: NMIA Report [name of district/school] 2013-2014.
· Once these actions are done, the School Principal will notify PSB via email
Appendix B
NMIA Listing of Tasks for Team Leader
1. Schedule visit dates:
Beginning: Ending:
Contact District AdministrationName: / Phone number:
Summary of contact/conversation:
Contact School Administration
Name: / Phone number:
Summary of contact/conversation:
2. Team Leader Pre-visit Preparations:
· Coordinate site visit dates with District Representative, School Principal and other NMIA team members for site visit.
· The District Representative should be part of the scheduling conversation with the School Principal.
3. Develop a Timeline for the Site Visit(s)
· The Team Leader, District Representative, and School Principal will work together to establish a timeline and agenda for the site visit.
· The Team Leader will take responsibility for guiding and facilitating the work.
· The Team Leader will work with the District Representative and School Principal to establish an interview and walkthrough schedule that is comfortable for the district/school employees who are selected.
· Team Leader has the responsibility of providing the host district with the introductory letter summarizing the Instructional Audit process.
Preparations to be done by school: These should be discussed when contacting the principal and the district representative. (Recommend these to be included in follow-up email after phone call).
Documents, data, and information to be collected prior to visit:
· The School’s Educational Plan for Student Success (Web EPSS),
http://web-epss.ped.state.nm.us/Security/Login.aspx?ReturnUrl=%2fDefault.aspx
· The School Grading Report for the current year http://webapp2.ped.state.nm.us/SchoolData/SchoolGrading.aspx
· Information on any “partners” working in school: AC, JSA, RQC, REC…including the schedule of when on site, what staff working with, any data, and information collected
· Review of findings from Math, Literacy, and School and Systems Reflective Summaries (spring 2012, if completed, that can be found in the school Web EPSS filing cabinet). http://web-epss.ped.state.nm.us/Security/Login.aspx?ReturnUrl=%2fDefault.aspx
· Bell schedule
· Staff roster: Identifying staff and subject(s), grades taught
· Map of school site
· Driving directions and specifics about where to park
· The need, if any, for interpreter services.
Please submit via email by: (insert date)
If not available electronically, please request that the school mail hard copies to the Team Leader, unless other arrangements are made to pick up or deliver these documents.
4. The Team Leader is responsible for providing the District Representative and the School Principal with electronic copies of the Instructional Audit instrument. Documents can be sent via e-mail or accessed on the NMPED PSB web page http://ped.state.nm.us/div/psb/index.html and should include:
· Interview protocols – Principal, Staff, Parents, Students
· Classroom Walkthrough protocol
· Instructional Audit Report template
5. Work with District Representative and School Principal as they prepare for the site visit:
· Selection of parents and students for interviews.
· Selection of staff for interviews.
· Selection of classrooms for walkthroughs should be based on the elements of the report card that indicate improvement as needed to include subgroup data.
· Team Leader will review documents and data available through the PED website and request documents be emailed by the School Principal prior to the site visit:
· Review School Assessment Data – NMSBA for past three years.
http://www.ped.state.nm.us/AssessmentAccountability/AcademicGrowth/NMSBA.html
· Review findings from Math and Literacy Tools, if conducted during spring 2012, if completed, (can be found in the School Web EPSS filing cabinet).
http://web-epss.ped.state.nm.us/Security/Login.aspx?ReturnUrl=%2fDefault.aspx
· Review School schedule and bell schedule.
· Read and analyze the draft 2013-14 School Web EPSS, Report Cards and any other pertinent information or data related to student performance.
http://webapp2.ped.state.nm.us/SchoolData/SchoolGrading.aspx
· Review School Schedule and staff roster for determining which staff will be interviewed and which classrooms will be observed.
The Team Leader is responsible for reviewing the requested documents and may elect to call the School Principal or District Representative if clarification is needed.
6. The Team Leader makes final preparations for site visit. Final preparations include the following:
· Email timeline (agenda) for site visit to District Representative and Principal.
· Email Classroom Walkthrough schedule and Staff Interview schedule to Principal and District Representative.
· Ensure sufficient number of copies of all NMIA documents and protocols.
· Pack supplies (markers, flip chart, highlighters, etc.) as well as laptop computer, projector and power strip unless school or district is providing these items.
· Make transportation arrangements if necessary.
· Ensure driving directions are correct.
· Schedule time for pre-team meeting.
7. Things needed during visit:
· Room suitable for confidential conversations/interviews
· Access to electrical outlets/access to Internet.
8. Pre-meeting: Confer as a team regarding the upcoming site visit
· Review documents –to get a flavor for the school
· Team organizes for visit (deciding what questions to ask, who does what, how they will function on site)
The pre-meeting may take place the afternoon before the site visit begins, especially if there is travel involved. This meeting will serve to finalize for the team members their role and provides the Team Leader with the opportunity to review all data and information received from the school with the team members.
Site Visit: Team Leader Discussion Points with Team Members as Part of the Pre-Meeting
Site Visit Purpose:
· The Instructional Audit serves as the mechanism for examining the systems in place and supported by the school leadership that increase teacher effectiveness and enhance student learning through professional dialogue.
· It provides a means by which the auditor or auditors can compile data for feedback to a school about the instructional practices that were observed during the school site visit.
Expected Outcomes of Site Visit:
· Validation of strengths and identification of opportunities for improvement
· Written Instructional Audit Report of findings, levels of concern and evidence
The Site Visit Norms
· Ideas and/or opinions expressed by faculty, staff, parents, or students interviewed or focus groups are confidential.
· The written work of the district and school is confidential and may not be shared without written permission of the District Leadership Team.
· The written work of the Instructional Audit Team is confidential and may not be shared without permission of the district, and PED leadership.
· District hours and the district calendar will take precedent in planning the site visit.
· ‘Please’ and ‘thank you’ are still the magic words! … Say them often.
Site Visit
Team Leader:
· Facilitates dialogue with School Principal and staff through review of draft School Web EPSS 2013-14, School Report Card(s), student achievement data, and any other relevant data and information.
· Facilitates the interview with the School Principal.
· Facilitates the interview with the School Leadership Team.
· Conducts debriefing team meeting at the end of days one and two.
· Facilitates Exit Meeting on the third day.
Team Leader and the NMIA Team synthesizes information in preparation for Exit Meeting:
· The Instructional Audit Team will discuss the findings based on the dialogue with the Principal, School Leadership Team, Staff/Student/Parent interviews, Classroom Walkthroughs and any additional sources of data and information.
· This dialogue serves as the basis for identifying findings, levels of concern and evidence to be discussed at the Exit Meeting and for creating the Instructional Audit Report.
Exit Meeting
Team Leader conducts Exit Meeting and makes oral report of findings to School Principal, Leadership Team and District Representative
· On the afternoon of the third day of the site visit, the Instructional Audit Team Leader will conduct an Exit Meeting in order to provide feedback and share findings with the Principal, School Leadership Team and District Leadership.
· The Team Leader will utilize the summary from the “findings discussion” by the Instructional Audit Team during the exit meeting dialogue to discuss findings, levels of concern and evidence.
Next Steps
Team Leader will explain the next steps in the Instructional Audit process as the following:
· Team Leader will write draft NMIA Report within 5 days of site visit and submit to PSB staff for review.
· PSB staff reviews and make any needed recommendations for revision and emails draft plan back to Team Leader.
· Team Leader revises draft, completes cover email, and emails NMIA Report and cover letter to District Superintendent, School Principal and PSB staff.