NAVIGATING THE CTAG TEACHER PAIR PROCESS

Timeline

The CTAG timeline is two years from the initial application workshops to the Celebration. One and a half years are provided for project completion. Most CTAG recipients find implementation of their project takes longer than expected. Therefore it is very important to meet all deadlines during the process and ask for assistance from the CTAG Grant Specialists when needed.

OrientationFunds sent

Winners Training/

Announced MOU Due

Winners announced December 15, 2008Project ImplementedSeptember 2009-June 2010

Orientation MeetingJanuary 13, 20091st VisitationOct-Nov, 2009

TrainingJanuary 21, 20092nd VisitationFeb-March, 2010

MOU DueJanuary 21, 2009Evaluation WorkshopMay 19, 2010 4-6PM

Funds sent February/March 2009Final Budget DueMay 19, 2010

Spending of FundsMarch 2009 – August 2009CelebrationOctober 27, 2010

Memorandum of Understanding (MOU)

The Memorandum of Understanding consists of the Teacher Commitment and School Commitment pages initialed by the teacher leaders and principal in the original grant application (Sections G and H). Once the grants are awarded the leaders and principal sign a new copy of the MOU to confirm the commitment to the grant guidelines. MOUs are due January 21, 2009. By signing the MOU the participants agree to:

  • Mentor the team.
  • Participate in monthly coaching activities.
  • Attend all orientation and training sessions.
  • Provide a final budget of expenditures.
  • Attend an Evaluation Workshop and complete an evaluation.
  • Participate in the Celebration Event with a display of your CTAG accomplishments.
  • Keep all equipment purchased with grant funds in the CTAG classrooms for the life of the equipment.
  • Select a new leader and provide new contact information if one leader leaves.

Funding

  • CTAG Funds: CTAG funds will be issued by the beginning of March. Checks or journal entries are issued from the CountyOffice of Education to each school district. If you have any difficulty receiving your funds, please contact a CTAG Grant Specialist right away.
  • In-Kind Funds: In-Kind funds are matching donations of labor and equipment in support of your CTAG project. Each school, by signing the MOU agrees to provide in-kind funding of $2,000.

Training

  • 1/2 Day Orientation: The half-day orientation is designed to familiarize new CTAG recipients with the grant expectations and process. In addition, a variety of technology solutions are brainstormed and reviewed to introduce participants to technology tools they may wish to use for their project.
  • 2 Full-day Trainings: The two full-day trainings are designed to provide more in-depth training on specific technology topics of interest to the group. A survey completed by participants at the orientation guides planning for the training sessions. The trainings are designed to provide a starting point for leaders to begin their project planning. One training day will include the entire Teacher Pair group. The second day of training will be scheduled by the school site with a CTAG Grant Specialist. This individualized attention will allow the CTAG Grant Specialist to focus on the specific needs of each site.
  • 2 Hour Evaluation Workshop: The two hour evaluation workshop provides participants with planning tools to create their final project evaluations. Participants will highlight successes and challenges of their CTAG experience on an online evaluation database. The participant evaluations will be used to improve the CTAG process.
  • Additional Training: Participants can register for more detailed workshops on single topics that are offered throughout the year at the CountyOffice in Pleasant Hill. These workshops are typically $40 per session. Examples of classes are: Dreamweaver, Photoshop, Excel, PowerPoint, and how to use wikis in a classroom. A full listing of classes is on our website at Registration is available online, via mail and fax.
  • A CTAG Grant Specialist is also available to provide on-site training for CTAG schools. Contact Amy Geotina at (925) 942-3441 or Theresa Gabor at (925) 296-1433 to schedule these sessions.
  • Custom CCCOE Training: If there are seven or more of you at a site who are interested in the same class, you may want to consider scheduling an on-site workshop. Select from any currently offered classes. Contact Eileen Walters at 942-5399 or ewalters@cccoe k12.ca.us

Lab Fee (w/CCCOE Trainer): / On-site Training (one trainer from CCCOE):
3 hrs - $250
4 hrs - $340 / 3 hrs (1/2 day) - $250
5 hrs - $420 / 6 hrs (full day) - $500
6 hrs - $500

Execution/Record Keeping

  • Planning: CTAG projects are most successful when the leaders communicate regularly to plan implementation of the project. Planning for implementation of the project should be ongoing. Initial planning should determine a timeline for phasing in of the project. The Project Implementation Planning Sheet is a tool to use for this planning. The Planning Sheet can be found at the end of this guide.
  • Purchasing: Purchasing the materials is often the most difficult part for CTAG teams. Many leaders find they need to complete several forms for their districts. The proper ordering process including correct budget codes is often challenging. Communicating often with district and site budget personnel will speed up the ordering process.

Questions for District Budget Personnel:

  1. When will funds be available?
  2. What account numbers and budget codes should be used for different types of purchases?
  3. Are reimbursements allowed for items purchased in stores?
  4. When is the last date in this budget year that items can be ordered?
  5. When can items be purchased in the new budget year?
  6. Will new budget codes, account numbers, and forms be required for the new budget year?
  7. Is there an administration fee the district charges for the grant?
  • Record Keeping: It is very important that all expense records are kept for two years after the end of the grant. If the grant is audited these records will be needed. Copies of all orders should be organized and kept in one place. It is also a good idea to make copies of all purchase requisitions and forms before sending them to the district. This will help with tracking of orders. Use the excel template to record purchases. Records also need to be kept of the project and students’ progress. Assessment records should be maintained from the start of the grant. These may include writing prompts, standardized tests, observational checklists, surveys, work samples, portfolios, etc. Samples of student work and photos of students working on projects should also be kept for the final evaluation and Celebration.
  • Communication: Contact throughout the CTAG grant process will be via email, phone, wiki and site visits. Please make sure your email address on the roster is correct. Check your email often for CTAG announcements and reminders. A CTAG Grant Specialist will send emails periodically to facilitate the email discussion.

Completion

  • Evaluation: A final evaluation and dissemination of the CTAG project is due at the end of the grant. This evaluation should include data that show students’ progress throughout the project. Rockman ET AL have created an Evaluation Workbook. This workbook provides several activities and tools for gathering data and completing the evaluation. Use the workbook early in the CTAG timeline to plan assessments that will be completed throughout the CTAG process to track student learning. Perusing the entire workbook will provide understanding of CCCOE’s expectations for reporting. An Evaluation Workshop will be held on May 19, 2010 to assist teachers in organizing the data they have collected and discuss how the information will be shared throughout the county.
  • Celebration: The CTAG Celebration is the final event in the CTAG process. Teams gather to showcase their projects and receive recognition from the Dean and Margaret Lesher Foundation for their efforts. Recipients’ families are invited to attend in addition to Lesher Foundation Board members, CCCOE personnel, administrators, and new CTAG applicants. Each CTAG team creates a display showcasing their project. The displays are organized like a Science Fair in which attendees browse the displays and discuss the projects with recipients. Most displays include a folding board with photos and student work samples. Displays often include a computer presentation or video presentation of sample projects, equipment, and software used in the CTAG project. Laptop computers, VCR’s, and televisions are provided by the CountyOffice of Education for teams to use at the Celebration. Teachers may also bring students to the event.

CTAG FAQs

1) What do I do if my partner leaves my school?

You should select a new partner and ensure all CTAG equipment is placed in that person’s room. Contact a CTAG Grant Specialist and provide the new partner’s contact information and the new location of equipment.

2) What do I do if I’m not keeping up with the CTAG timeline?

Contact a CTAG Grant Specialist right away to assist you in creating a plan that will get you back on schedule. It is very important that you contact the CTAG representative early, so you do not get too far behind.

3) What if we can’t do everything we wrote in our grant proposal?

Often the final CTAG project is not exactly the same as the proposal. Once implementation starts, leaders often find components of the project need to be changed. This is okay as long as the revised project still meets the identified student need.

4) What do I do if I’m having trouble getting my equipment?

Try to contact your district budget technician for assistance with ordering issues. If you still have difficulty, contact a CTAG Grant Specialist for assistance.

5) Can we send an alternate person to attend a meeting?

The two-team leaders are required to attend all of the meetings. Please do not send alternates. This is to ensure continuity throughout the CTAG process. Additional members of the team are welcome to attend the Celebration Event at the end of the CTAG Cycle.

6) What are “In-Kind” funds?

The school or school district provides In-Kind funds. For 2008 Teacher Pair, they must be provided between January 2008 and January 2010. In-Kind funds do not have to be cash money. They can include cash, but they may also include equipment donations, labor donations, conferences, etc. For 2008 Teacher Pair Grant, schools must provide $2,000 in In-Kind Funds.