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Documenting Your Academy story - Creating an Evidence Binder
- 1. #NAFNext2014
- 2. Creating an Evidence Binder to Document Your Academy Story #NAFNext2014
- 3. The Academy Assessment is a tool for reviewing your academy program. Evidence is used to verify your selections. Welcome: Patti Smith
- 4. Presenters Michele Halopoff PAB Academy of Finance Porterville High School Porterville, California Cindy Pierre Academy of Information Technology Miami Central High School Miami, Florida
- 5. Academy Development & Structure: 1.2.d All academy students receive career-themed guidance on college exploration and college choices based on their individual interests. Advisory Board: 2.3.a Advisory Board members provide resources to ensure the stability of the academy. In the past year the academy has… Curriculum and Instruction: 3.3.b There is an organized approach to identifying students at risk of failure, accompanied by intervention systems to address factors that increase academic failure and dropping out. Our academy currently… Work-Based Learning (WBL): 4.1.c A continuous evaluation process is in place to assess the effectiveness of the work-based learning program and to plan for future refinement and implementation. The process to assess and improve our academy’s WBL program is… What Evidence Would You Use to Document…
- 6. Category Conditions Under Review • Scores below 15 on the Academy Assessment • Verified by the regional team • Academy is not meeting expectations and will need to make improvements Member Academy • Scores at least 15 on the Academy Assessment • Verified by the regional team • Academy in process of completing a 3- or 4-year program or • Academy needs to improve to move to Certified status Certified Academy • Overall score of 20 on the Academy Assessment • Verified by the regional team Model Academy Distinguished Subset • Overall score of 25 on the Academy Assessment • Verified by regional team • Score of at least 20 on each of the four elements • Program completion with a graduated class • Meets Thresholds • Demonstrates high student performance • Member in Good Standing NAF Membership Status
- 7. • Document academy activities • Provide proof that we are meeting criteria for NAF Membership Status School Accreditations - WASC School District Academy’s Advisory Board Other Certifying Agencies - NCAC - ConnectED: Linked Learning Other state and local requirements • Academy team reflection tool Why Collect Evidence
- 8. • CAPE Academy Annual Registration Florida Legislature passed Career and Professional Education Act. School districts with registered CAPE Academies are eligible for additional funding in the Florida Education Finance Program (FEFP). • Industry Certifications Create an evidence binder for intent forms • Career and Technical Organizations (CTSO) FBLA club documentation • Administrative buy in Provide new administrators information about academy activities • Academy sustainability Other reasons to collect evidence
- 9. • Academy Assessment was our driving document • Team met bi-monthly Every agenda had specific assessment items to review Open discussions of self-evaluation caused reflection of: current practices students’ needs fidelity to NAF Academy Model - especially in new teachers goals for continuous improvement - as an academy - individually as teachers • Interim meetings Required to meet deadlines Evidence Collection Process
- 10. • Collaborate with other NAF Academy Directors Identify seasoned NAF lead teachers and collaborate • NAF Academy District Support Lead Teacher Meetings (Miami Florida Schools) Support of NAF District liaison • Share general information used by all NAF Academies District Advisory Board Strategic Plan Advisory Board sponsored activities and events Evidence Collection Process
- 11. • What evidence was most representative of our academy • Who had relevant evidence to provide Teachers Curriculum Integrated projects Academy Guidance Counselor Enrollment data Four Year Plan Academy Administrator Data Advisory Board Special meeting for self-evaluation & evidence School District Recruitment Work-Based Learning Legal Contract & Handbook Data & Administrative Support Documentation Relevant Evidence
- 12. LiveBinders Home Page – livebinders.com “Log In” or “Sign Up” to create an account
- 13. After a binder template was copied and renamed, we edited our binder to upload evidence documents All My Binders
- 14. livebinders.com The first page of PAB’s LiveBinder
- 15. livebinders.com The first page of Miami Central’s LiveBinder
- 16. • Created a NAF Certification Folder • Created sub-folders: one for each team member “NAF Resources” “Not Used” Academy Development & Structure Advisory Board Curriculum & Instruction Work-Based Learning • Created an Evidence Description document logged standard and description used to keep track of progress able to search on key-words allowed us to work individually not dependent on others’ schedules Managing Evidence & Staying Organized
- 17. • Create a list of instructions for your academy to ensure consistency • Combine documents that are related scan into one PDF • Videos must be posted on the Internet • Document size constraints (5 MB) convert large documents to PDF save as reduced size PDF • Save frequently LiveBinders would freeze and data was lost • Allow ample time for uploading process distractions can interfere with progress Tips & Tricks for Using LiveBinders
- 18. • Storage constraints for entire binder Storage of 100MB File size upload limit of 5MB Benefit of Pro/Company license • Public vs. Private online binders Free version is only public • Use collaboration feature District supervisors can access and collaborate with Academy Directors • Access LiveBinder using Google Chrome Tips & Tricks for Using LiveBinders
- 19. • Allow advisory board members and business partners to review your evidence binder Process will offer valuable opinion and information Criticism and questions are important to the evidence collecting process • Share the whole story about your academy program Challenges are an important part of the whole picture Victories are the academy accomplishments on display • Ask questions or for HELP! Livebinder is a new process ⁻ Collaborating will simplify the process • Follow the NAF Assessment Guide Description and examples of the evidence to use Only allowed to use evidence once Tips & Tricks about the process
- 20. Academy Development & Structure 15 sub-tabs for standard 1.1.a
- 21. Work-Based Learning Section Less sub-tabs for Work-Based Learning section
- 22. Academy Development & Structure Campus map used to describe academy personalization strategies 1.1.a
- 23. Curriculum and Instruction Sharing the challenges faced in the academy 3.1.a
- 24. Curriculum and Instruction Using pictures and visual aids 3.1.a
- 25. Work-based Learning Section District sponsored event 4.1.b
- 26. • Academy Assessment is the driving document • Multiple Uses of Evidence: ConnectED: Linked Learning CPA • Collaboration with academy team is crucial Prompts buy-in and reflection Promotes goals for continuous improvement • Scrutinize evidence to maximize portrayal of academy and culture • Create a timeline – start with the end in mind Allow ample time for uploading process Distractions can interfere with progress Summary
- 27. •How important collecting evidence was to the growth of our program Provide an opportunity to review all aspects of the academy Evaluate hard questions and discuss what pieces were missing • Receive feedback from all stakeholders Include advisory board member/business partner NAF local and district support • Use pictures and graphic designs to show program at work • Tell the whole story- the challenges and victories The academy story: what we learn from evidence
- 28. Review issues raised in the ice breaker, did we cover all the topics? Closing, thank you- Patti Closing
Notas do Editor
- Intro to continuous improvement cycle and how Aa fits. Data center entries occur first, before you can open online AA. Gather a review and collect evidence throughout the year. The purpose of the Assess component is to gather various forms of information for analysis that can inform planning and actions for improvement Today 2 distinguished academy leaders will share their process. Important to note they have different approaches. This is an informational session with a couple stops for clarification and questions.
- 10-15 minutes Here is my idea for the icebreaker slide: four strategic actions displayed… Take a look at these examples, they are four different standards, one from each section of the Academy Assessment Think about the evidence that you would use to show that your academy does this… In small groups – either by table or people can get up and meet others Share and exchange ideas of evidence they would use for at least one of the standards… In popcorn or whip around style, have people at each table share out ideas of evidence Patti (volunteered) will place the reported issues on chart paper Get stories about their issues concerning evidence What has been the hardest part of collecting evidence to support your academy? PAB’s evidence examples: 1.2.d – CareerZone worksheet, ASVAB signup list, field trip requests & itineraries (local daytrips and overnight field trips) 2.3.a – Agendas itemizing activities w/AB members, pictures of AB members interacting w/students, workshops/presentations/guest speakers, news paper articles 3.3.b – List of students at-risk, agendas/minutes of team meetings discussing student concerns & strategies, tutoring schedules, contracts and results 4.1.c – An old version of our WBL continuum compared to our new and improved plan PAB’s obstacles for collecting evidence: Consistency among teachers collecting evidence samples at time of activities - instead some wait until requested Consistency throughout the academy taking pictures/video of events Let’s try to address these issues raised during the session
- Patti will create a handout for this slide… May not use, but have just in case we want to discuss NAF membership status, which I mention in the next slide.
- 10 minutes each Cindy – what does NCAC stand for???
- Evidence Collection Process The Academy Assessment is the driving document During the fall we meet regularly as a team and every agenda had an item specific to reviewing the Academy Assessment document. Open discussions were instrumental in deciding how to evaluate ourselves, who had relevant evidence, what evidence would be most representative of our academy, and who would provide that evidence We also made a conscious effort to provide examples for as many “evidence binder suggestions” in the left-hand side of the Academy Assessment document This process was very helpful because it caused us to reflect on our current practices, how well we were meeting the students’ needs and NAF guidelines, and what we could do to improve as an academy, and more specifically as teachers Vigorous collaboration and reflection caused us to take more time than anticipated during some meetings. This resulted in interim team meetings to meet our timeline goals. Interim meetings were by definition meant only to complete the work of the prior meeting and not to discuss new agenda items.
- Michelle I added the two bullets at the bottom of this slide as add on information specific to Miami Schools… Cindy – I combined the bullets to make the font larger As each standard in the Academy Assessment was reviewed, we scrutinized the evidence to determine the one(s) that would be most representative of our academy and its culture. The advisory board section of the Academy Assessment was completed during a special advisory board meeting that took about an hour. District support was instrumental in two areas: Recruitment – our district has a total of ten pathways and one Pathways Office that oversees all the academies. In order to avoid duplication of effort, they plan and coordinate the recruitment for all academies at the district level Work-Based Learning Contracts – this has also been standardized by the Pathways Office and has passed all the legal requirements of our school district
- 5-7 minutes each – 14 minutes total First time users must sign up, otherwise just log in.
- We started with a template that was provided by NAF, we copied and renamed the template, then we edited the LiveBinder
- The LiveBinder contained five tabs: Instructions Academy Development & Enrollment Advisory Board Curriculum & Instruction Work-Based Learning Each tab contained a sub-tab for each standard Can use Dropbox, using the same format
- At first, managing the evidence and staying organized was overwhelming, but then we learned a few “tricks”: Create a NAF Certification folder and make sure that every team member in the academy has access Create subfolders for every team member so that they can start adding evidence in their respective folder. This allows team members to download evidence without cluttering other subfolders. Each evidence file should be named so that it can be easily identified. Create another subfolder for “NAF resources” that you might want easily accessible but not in the way of other documents Create another subfolder for “Not used” so that if you change your mind about a file or decide you want to use it as evidence for another standard, you can have it easily accessible Create an additional four subfolders, one for each section of the Academy Assessment and tab in the LiveBinders: Academy Development & Enrollment Advisory Board Curriculum & Instruction Work-Based Learning This may seem like too many folders, but that is how we were able to best manage the evidence The actual process that we followed: As team members identified evidence, they were encouraged to place a copy in their respective folder baring their name As each standard in the Academy Assessment was reviewed, we scrutinized the evidence in team members’ folders to determine the one(s) that would be most representative of our academy If used: the document would be renamed with the standard appended to the front of the name - by doing so, the documents were automatically numbered and in the order of the LiveBinders sub-tabs the document would also be moved (not copied) to its respective section folder If not used: the document was moved (not copied) to the “Not used” folder. This was important because it helped us stay organized, keep track of what evidence had already been considered, and reduced duplication of efforts. In addition, if we later on decided we wanted to use the document as evidence, it was readily accessible We also created a MS Word document “Evidence Description”, and each time a document was deemed to be evidence, it was entered into this document with the description that was to be used in the LiveBinders: This allowed us to work individually, and not depend on each other’s schedules We also used this document to search for key-words and keep track of our progress To upload evidence into the LiveBinders, we would refer to the “Evidence Description” document for the description. As the process continued, team members’ folders were emptied and empty folders were deleted
- At first, we found LiveBinders to be tedious and time-consuming. Here are some tips: Create a list of instructions for your academy (see our example) to ensure consistency across users that are uploading evidence When documents are related, combine them. One way to achieve this is by scanning them into one PDF. This streamlines your evidence binder (by not having too many sub-tabs) and minimizes your data entry into LiveBinders Videos can be great sources of evidence, but they must be posted on the Internet before you can use them. Some were already posted on YouTube and those that weren’t I posted on TeacherTube. LiveBinders has a document size constraint of 5MBs. One way around this is to convert large documents into PDFs and then save them as a reduced size PDFs Be sure to save frequently. Not sure why, but LiveBinders would freeze, and when we resumed, the work that was not saved was lost! Give yourselves ample time to complete the upload process. The workplace has many distractions and emergencies can distract us from what is important
- 5 minutes each – 10 minutes total Better to convert documents to PDF since it loads faster and you can See it in the window.
- 5 minutes each – 10 minutes total