LC+Meeting+Agendas

September 26, 2012 Present for meeting: Laura B., Angie C. Angie R, Paula C., Lynn B. , Vicki N. Kristi K, Elizabeth G., Bethany and Anne. =Discussion with Anne and Bethany= -They are cleaning the data- still not where it needs to be, taking time. Hopefully reports will be ready for schools by end of October. Still a lot of errors- columns added, not using the checklist, -lots of issues. We spent a lot of time trying to clean it up- but still messy. Hopefully we will have a better electronic form- thru getting the main data from a data base - then all they will need to do is to add a scale score and all the rest will be loaded. Issues with getting permission for us to use that data, have access to it. They are hoping EVVAS data will give our teachers access their own data. Right now - we are not allowed access to NCWISE. Jen is working on the NCSIP manual for our Nov. Orientation. Anne needs us to look at a folder in Dropbox- Evaluators- several forms that we need to make final. Those working on Orientation will look at this by Oct. 15th. Looked at the Reading Forms List- (all these forms will be in the manual as well). NCSIP Memorandum of Understanding (MOU) needs to be created with a list of expectations and then they need to sign as an agreement- it formalizes their responsibilities. Existing sites will not need to do this since they are already agreeing to do it. New sites coming in next year will need to complete one. Should be part of this years' Orientation meeting for new sites. Need to decide if we want all sites to use it. Suggestion to use the letter just with those who do not follow thru with what is required- just not with everyone. They know what is expected-but this makes it formal in writing. The decision was to use it with NEW sites, and only as an option to use with those on action plans. New sites will work on what they will do for the year (Nov-May) due to their consultants by Dec. 31st.then by their DR have their 5 year plan. These 5 year plans will be kept by their Consultants(saved in Dropbox). Need an updated copy of the 5 year plan annually- by all the sites by DR each year. Suggestion is to use our Winter coordinators meeting to review their 5 year plans- then have it due by DR. Coordinators ID form- new form requesting information about the coordinators, EC director and will take the place of Part G that is now on the DR. All this will be updated on the Coordinators Timeline/Checklist. In the Dropbox - It is "Reading Site Program Information". Program Manual will be available for the new sites in November- then for existing sites at our Spring Network Meeting in March. This list and documents needs to be on the website as well as in the manual after that point (March).

Expenditures Report- feedback was given on Monday at section meeting. Paula will send us all updates and get it to Anne and Bethany.

DR-Continue getting feedback from our Coordinators- need to put DRAFT on it and have it in our manuals. IHE information does not need to be on the DR- but we must report on our involvement. We need to develop something for the IHEs we are involved with at this point. Maybe used with the Progressive Incentive funding as bonus points and specifically define what can be done to receive those points- what specific activities will qualify. Need to look at this more.

For parents, we need to make sure they are understanding how important it is to complete Part G. The LEA data form will include an overall rating from their parents as well as any comments- plus a statewide overall rating. No way to keep a parent from completing the form more than once. Any parent that is getting NCSIP reading from a SIP teacher should receive a survey.

IRR form is on our website- the fidelity forms need to match this process.

Lynn combined the Intent form and trainer checklist- now it is one document instead of two documents. Need to delete the documents that will no longer be used. Math has not used this- but they will need something signed by trainers. This will be for anyone new.

If PD form is sent for Eventbrite- then a summary sheet is not needed if all is registered thru Eventbrite. PrePlanning form simplier - just information needed for Jen to post the event. Sites need to document if it is an open training- or closed. Then complete a Summary form with participants' names. We need to remind them to complete the PrePlanning form so that it is up on the website- open or not!

Pre/Post assessment scores for RF- the grant requires us to show if the participants showed growth and impact of knowledge after the training. This would be for all Site RF trainings - do they use the scores to change training or provide specific follow-up. We need to develop a form that will provide this information- and then implement this next year. The data will be analyzed by training- it will give us good feedback about the trainings as well. Suggested to indicate GE or SE.

Need to look at the additional forms and make sure that these are still needed. Angie will look thru the bulleted items and audit the Dropbox folder.

All fidelity forms will be sent online. Part G needs to be turned in ASAP- if you have two teacher and indicates both as teaching the program (coteaching situation)- then you will need to do fidelity check on both. But you will only turn in one set of data on the students.

=Progressive Incentive Funding= A lot of this will depend on funds that we will have. Need to look at what would be funded- not how much right now. 2 ideas- HOST trainings (you opened up to others both foundations or program training)- additional money will be give after the training and TRAVEL - to NCSIP sponsered events. Specifics will be given as to how much additional moneys will be given. We need to think about logistics- how will we document and keep up with who will receive it.

Instead of the previous suggestions (Hosting and Travel) other suggestions also included providing $$ for those who have Admin in their foundations training or the Administrators training. We need to remember to make it fluid- that it will change each year- what we decide on will not necessarily be forever. Provide time frames for certain items. Decide a clearcut activity that all sites will have an opportunity to use -like the Administrator's 3 day training (we will need to decide on who exactly should be attending).We need to think about the time our Administrators will need and what is already going on with Common Core and all. Then maybe also include if they had an Administrator (school based who collects data) attend our Spring Network Meeting. Maybe create a bundle- attended the admin training and send admin to our SpringNetwork Meeting. The admin of the schools with data collectors who come at least the first two days of foundations training. and not include the Network meeting. We could waive the fee for any principal of data collection schools who attends the Network meeting. Another options is forming the NCSIP Advisory Committee and holds the meeting with them, then document what was discussed. Submission of Timely and Accurate Data (per our evaluators) another option.

We need to prioritize our ideas- and think about quality of the idea, how feasible, above and beyond but doable, and how quickly can we get it done? Timely, Manageable, Measurable The incentive money will be given at a later time of the year- not now.

SIP Coordinator pulls together the data collector teachers- to talk about NCSIP and importance of the data collectors as well as administrators whose schools are involved. It is a beginning of the year Booster session meeting with Data Collecting teachers.

The decision was made to go with the Administrators' piece. This needs to be written up with specifics and put on Google docs for all to make suggestions by the next meeting (Oct. 8th). = = =October 8, 2012= Present: Angie C., Laura B. , Elizabeth G. Vickie N, Kristi K., Anne D. Lynn B. Angie R.

=Anne and Bethany Update= Looking at data: Dibels data does not look as good as last year. The Reading Data has improved over last year, we have more data this year (over 5000) 70% of students increased scores in our LEAs- looking really good:) Overall, some districts improve 100% (our smaller ones) a few that did pretty bad and brought down scores- these are the ones we will want to focus on.

Updated Part G- remind your folks to turn this in- Remind them to get started on Fidelity checks for new teachers- those who had fidelity scores can wait a little.

The data was much better than it has been in the past- we only lost 100 scores- but last year it was more than 1/3 of the scores. If you have added data- turn it in to Anne- she wants as much as she can add.

These good results will really help us in so many ways- the majority of scores are on the EOG-reg. Still lots of Ext. 2 but not a huge increase. Anne will separate scores by Ext. 2 vs EOG to send to LEAs with a chart.

**Revised Developmental Review Feedback (debrief)**
Need to firm up content of review- then Angie will give to Wendy so that we can print. This gives our LEAs a chance to see what is in process. Angie C. region suggested same question as RF- Are all your folks Program trained- need to look at points. Lynn B. region did not have any suggestions.

A suggestion is to put it under "Reading Foundations" as an extra point. They taught RF in an IHE or an IHE participated in their RF trainings. We could recognize them at our regional Coordinators meetings- just to highlight their work on this. Everyone agreed to this that was present.

These will be housed on our NCSIP website **. ** We still need to finish up content and formatting (hopefully this is completed soon) .Then work on guiding documents and try it out on a couple of LEAs.

=Developmental Review Follow Up Visits= Angie met with her sites- she reviews their 5 year plans (specifically looking at this years portion) and practice profiles up to this point. Good conversations about the Advisory Committees and kick off sessions with their schools. Lynn met with a small system- looked at the data form/ pulled what was submitted and discussed what was important to share. Good discussion about the data (did not get to the practice profile). Vickie has one this afternoon. KK met with several LEAs about Advisory Committee and how it is functioning. She plans to use her next Coordinators meeting to look closer at their PP. Laura B. has provided TA as well by conducting IRRs with her LEAs and discussing their Advisory Committee.

We still plan to hold the PP webinar for our systems. This will be done our next LC meeting date- Nov. 13th webinar at 8:30. -*Our November LC meeting will not take place on Nov. 12th- no formal meeting that month- just a list of questions ongoing on our wiki of any that come up.*

**Incentive Funding-**
*Need to determine how it will be reported and to whom- Amount of $$ will come from Paula =Coaching Update= Reviewed the Top-Down web by LynnB and the two column notes by Angie. Specific sections included: Program Trainings(coaches and Implementers), Foundations Training(approved trainers), NCSIP Implementation (site coordinators), Advisory Council and Administrators. A next step would be to provide feedback and ask for clarification of anything that is not very clear. Need Feedback! and add any activities that we are doing but was not mentioned. Need to find out from Paula if any $$ is available to support this. Also need to add to the list anyone you know for Coaching (especially thinking about SNM 2014). Need to provide this feedback by Oct. 31st.- Angie will send this out to us in a Google doc.
 * Looked at google.docs refined what will receive extra- Having Administrators(principals and or assistant principals at NCSIP data sites attend Day 1 and 2 of RF conducted by a DPI consultant or approved RF trainer ( ** or LC-2days +Administrators' training) ** (at least 3 administrators and only this year attend foundations training). We ** took off ** having **** at least one administrator from the LEA attend the NCSIP Springnetwork meeting. **
 * When: Sept. 2012 thru Aug. 2013. **
 * For our trainings we can set Eventbrite to address Administrators and room space. **
 * Lots of good discussion around what should be given extra $$ - we took a vote: **
 * The vote was: **
 * Advisory- Kristi and Vicki **
 * Administrators- Laura, Angie R, Lynn B., E! Gibbs and Angie C **
 * Now we need to have 2 consultants to look at next steps: Kristi and Angie will do this **

=TOT Update=

Right now- we have 3 for the West and 10 for the East signed up- need to look at if West needs to hold meeting. Update 10-8-12- West has 8 people and East has 15. Discussion about sending West out to the East- but it was determined that Lynn will go forward with WEST TOT. Elizabeth will help Lynn with the TOT.

=Spring Meeting= Look in the Dropbox- we need to sign up for assignments- make any changes needed. Contract has been signed for Embassy Suites. We greatly reduced number of rooms at Conference rates so that we would not have to eat those rooms in $$. We could ask Barbara Sims to work on Scaling up/ Coaching activity. She could also be a breakout session the day before. Vickie will take over with Vendors and still do her SlideShow.