Getting to Know Your Staff through Visitation and Monitoring

1. Technical College System of Georgia Office of Adult Education January 22, 2014 2:00 – 3:30 pm Getting to Know Your Staff through Visitation and Monitoring

2. Technical Housekeeping • If you haven’t already, call 1-866-590-5055 and enter access code 8019870# • Please mute your phone line to minimize background noise. • You can access presentation materials on the GALIS “Help” page under Technically Speaking: https://galis.tcsg.edu/OAL_PORTAL/Docs/Documentation.aspx • Technical Difficulties? Email kbryant@tcsg.edu. • Stay tuned at the end for a link to an online evaluation form and information about the next Technically Speaking.

3. Teleconference Overview • Introduction – Felicia Phelps, Central/Southeast GPS Coordinator • Presenters • Cherry Gipson, Director of Adult Education, Cobb County School District • Steve Pearce, Former PA / Grant Program Support Coordinator, South/Southwest Georgia • Gwenn Evans, Executive Director of Adult Education, Athens Technical College • Questions of Presenters • Sharing from Others • Closing Remarks – Felicia Phelps, GPS Coordinator

4. Introduction • What do studies show? • How does this study compare to our program? • Ways to be more effective: • Connecting the classroom to the NRS • Becoming a GALIS Detective • Classroom Monitoring and Visitations • Being there makes a difference.

5. Ms. Cherry Gipson

6. Planning Measurable and attainable program goals can be achieved through an effective system of monitoring. Monitoring provides support for faculty and staff and gauges effectiveness. Marzano relates that supervision and evaluation should be about “helping teachers get better.” -----this is applicable to all staff and faculty. Pre-planning is an important first step in this process- ensuring faculty and staff understand programpolicies , procedures,goals and the process of accountability--their role how they will be evaluated. Monitoring starts with the second step evaluative system implemented.

7. Planning, cont. Copies of the evaluation form are distributed to all faculty and staff during pre-planning along with specific Monitoring Tools (TCSG) which align with the evaluation form. Orientation is an online powerpoint provided by the CCSD for classified personnel. Pre-evaluation conferences are conducted to give faculty and staff an opportunity to discuss any concerns, expectations, and assistance they might need The evaluation form enumeratesspecificareas faculty and staff are to be evaluated on at year’s end. Marzanostates that an evaluative instrument should provide for improvement and feedback and also provide direction for administrators to make useful judgments .

8. Planning, cont.

9. Implementation, cont. With faculty and staff aware of how they will be evaluated –monitoring takes on a “new meaning” one of inclusion. Observations help faculty and staff improve and enhance their skills. Observations are essential in helping put a face on program data and procedures, such as completions, retention, and enrollment and the specific role administration plays to provide assistance—such as professional development (student support staff) for (instructors). Desk Monitoring is used as a tool to assist in identifying areas in need of improvement and what needs to be done. Post Observation-Conferences are conducted with instructors after classroom observations--(1) reflect on performance (2) suggests/ideas for improvement Quarterly Conferences are held to provide faculty and staff with the opportunity to discuss their progress and steps needed for continued improvement—it is a process of self-assessment.

10. Implementation, cont. Instructors Local Report Cards are discussed during quarterly conferences. The local report card provides instructors with an instant snapshot of their overall performance for a quarter. It helps them see and chart their progress. The local report card addresses three areas(enrollment, retention, completions) with other areas discussed during conferences such as the Student Education Plan (SEP) and Lesson Planning.

12. Report Card, cont.

13. Dr. Steve Pearce

14. Purpose of the Visit Why am I going? What do I expect to accomplish? What happens if I don’t have a purpose? How do you determine the purpose?

15. Prepare for the Visit • Review GALIS Data • Level Completions • Enrollment numbers for staff member and site • AL 305 • AL 304 • Any other data you find useful

16. Prepare for the Visit (continued) Review notes from previous visits Review instructor observations Review performance appraisals Review site evaluations Review recruitment/retention plan activities Review student surveys

17. Evaluate the Data Where does the staff member need help? Where is the staff member excelling?

18. “Here to Help” Share expectations Seek reasons for the problems Brainstorm ideas for solutions to the problems Coaching Mentoring

19. “Here to Help” (continued) Professional development needs Encourage Remind of successes

20. Community Visits • Ask staff member to arrange visits • High school principals • Family Connection Coordinators • City and County Managers • IDA Directors • Other collaborative partners

21. Community Visits (continued) Gain insight on staff members rapport with collaborative partners Gives you the opportunity to return with or without staff member Great way to start work on CLCP Could be primary reason for visit

22. Other Reasons for Visit Instructor observation Site evaluation Corrective action Talk with students Attend advisory committee meetings Connect with staff member (should not be primary reason for visit-be careful)

23. How Often Should You Visit • As often as necessary • Some will need visits more often than others, but all need to see you • In general, monthly for me • Crucial for success of program • Staff needs to know expectations • You need to know what is going on

24. Summary 3.Don’t get distracted (except in rare cases) 1.Prepare 2.Go with a purpose in mind

25. Ms. Gwenn Evans

26. When you do not monitor your sites: Out of sight, out of mind syndrome Loss of spontaneous communication Lack of team cohesiveness Faced with challenge of evaluating performance and work habits of staff

27. Onsite monitoring opportunities: Build relationships Facilitate communication Develop a common culture Set site specific objectives There is no substitute for seeing and hearing for yourself. Let's get started!

28. Visitation • Although surprise visits might seem advantageous, they can serve to make everyone nervous or create an adversarial relationship • Visit often so you are a fixture • Walk through, take a few minutes to talk with each staff member • Introduce yourself to students and ask for feedback

29. Clear Expectations • Set clear expectations during each visit • Share the big picture • Don't reinvent the wheel at each site • Work to establish objectives for each particular center

30. Team Cohesion • Focus on cohesion • To pull your team together psychologically, plan meetings at differing sites • Identify very best practices of each location • Ask, “What do you need from me?” • Bring a lead instructor with you to foster team work and build relationships

31. Remember… Don't wait for problems to arise that need attention to dictate your visits  Focus on developing people Lead through change Establish and follow your onsite monitoring plan Good working relationships come from trust Trust comes from familiarity; Stay in touch!

32. Questions for the Presenters ? Please say your name, program and location before asking your question

33. Sharing of Ideas from other Adult Education Professionals

34. Contact Information

35. Thank you for your participation! Please complete an evaluation of this session at http://surveymonkey.com/s/TechnicallySpeakingKnowStaff Next Technically Speaking: Distance Education and Technology-based Opportunities for ESL & EL/Civics January 29, 2014 2:00 – 3:30 pm