School-level Planning in ePlan

ESEA Directors InstituteOctober 6-9, 2014

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School Planning

All Tennessee Schools Must Have a Plan under T.C.A.All Title I Schools Must Have a Plan under ESEA

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School Planning Requirementsfor ALL Tennessee Schools

T.C.A. 49-1-613.  Annual school improvement plans. 

(a) Effective with school year 2007-2008, each school and LEA shall include in their annual school improvement plans specific goals for improvement, including, but not limited to, school performance on value added assessment and other benchmarks for student proficiency, graduation rates, ACT scores where applicable and student attendance. School improvement plans shall also identify areas of strengths and weakness, as well as strategies to improve areas of weakness, how additional funds provided through the basic education program (BEP) as the result of changes made in the BEP formula for school year 2007-2008 will be used to address these areas and how the LEA will measure the improvements supported by these funds. The strategies may include, but are not limited to:

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School Planning RequirementsESEA Specific for Title I Schools

ESEA SEC. 1114. SCHOOLWIDE PROGRAMS.(b) COMPONENTS OF A SCHOOLWIDE PROGRAM-

(1) IN GENERAL- A schoolwide program shall include the following components:

(A) A comprehensive needs assessment of the entire school (including taking into account the needs of migratory children as defined in section 1309(2)) that is based on information which includes the achievement of children in relation to the State academic content standards and the State student academic achievement standards described in section 1111(b)(1).

School Planning RequirementsESEA Specific for Title I Schools

ESEA SEC. 1114. SCHOOLWIDE PROGRAMS.(b) COMPONENTS OF A SCHOOLWIDE PROGRAM-

(1) IN GENERAL- A schoolwide program shall include the following components:

(B) Schoolwide reform strategies that —(i) provide opportunities for all children to meet the State's proficient and advanced levels of student academic achievement described in section 1111(b)(1)(D);

(ii) use effective methods and instructional strategies that are based on scientifically based research that —

(I) strengthen the core academic program in the school;(II) increase the amount and quality of learning time, such as providing an extended school year and before- and after-school and summer programs and opportunities, and help provide an enriched and accelerated curriculum; and(III)include strategies for meeting the educational needs of historically underserved populations;

ETC…

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2014-15 School Year

District and School-Level PlansRelevant Dates

August 1, 2014: LEAs begin planning process with release of district-level accountability data

August 18, 2014: Schools begin planning process with release of school-level accountability data

September 1 – October 15, 2014: LEAs must update ePlan with 2014-15 school year district plans

October 15 – November 15, 2014: Schools must finalize plans and may enter 2014-15 school year plans in ePlan

December 1, 2014: LEAs will have reviewed all school plans and completed the LEA School Plan Assurances page on the sections page of the LEA Plan. The LEA should complete the assurance page for school plans even if the school plans were not entered in ePlan.

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School-Level Plans

Spring 2014: Pilot included school-level plan entry in ePlan was conducted for select LEAs and Schools• Identification of additional components needed• Working groups to refine ePlan template to avoid duplications

School Year 2014-15: • School plans optional in ePlan• School plans are still required even if not entered in ePlan• Aligned with district plan• LEA reviewed and approved• Progress monitored (on-going)

School Year 2015-16:• School plans will be required in ePlan

If School Plans are Not Entered in ePlan

All Tennessee Schools Must Have a Plan under T.C.A.All Title I Schools Must Have a Plan under ESEA

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If School Plans are Not Entered in ePlan

A needs assessment is required for schools whether entered in the provided template Word doc, other format or in ePlan

If the school elects to complete the planning template, the crosswalk on the prior slide should be referenced to ensure the required Title I Components are addressed.

Templates are located in ePlan: TDOE Resources/District and School Planning

Districts must review all school plans to ensure required components are met

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Templates in TDOE Resources

Templates are available in the TDOE Resources.

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If School Plans Are Entered in ePlan

All Tennessee Schools Must Have a Plan under T.C.A.All Title I Schools Must Have a Plan under ESEA

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This is the ePlan Homepagehttps://eplan.tn.gov/

LEAs check the ePlan homepage for messages about ePlan updates and user tips.

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Accessing the ePlan System

From the ePlan homepage, click Sign-In (located above the words “Public Access”).

Enter your UserID (your email address is your UserID) and Password (user info will be covered later in this presentation)

myemail@k12tn.net

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Accessing the School Plan

Link to ePlan https://eplan.tn.gov/

On the left navigation, Click ePlan Sign-in.

On the left navigation, hove over Planning and click on Planning Tool.

Accessing the School Plan

From the LEA and School Planning page, click on the school name.

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Entering the School Plan

Before you can begin entering your school plan, you must click “Draft Started” from the School Plan Sections Page

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LEA Must Have An Approved Plan Before Entering School Plans

The LEA must have an approved LEA Plan before clicking on DRAFT STARTED for any school plans within the LEA.

The status for the LEA Plan must be TDOE Plan Reviewer Approved.

The “TDOE Plan Reviewers” are the Data Consultants and CORE Directors in the CORE offices.

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ePlan – Components

Sections PageNeeds Assessment

GoalsStrategies

Action Steps

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Sections Page

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The sections page provides a quick way to navigate between the main planning component pages.

School Planning Team – Identify the stakeholders participating in the planning process.

Needs Assessment Summary of Accomplishments –

Gives the school the opportunity to share its accomplishments and what’s working.

Accountability Data and other areas where data may be entered and analyzed to help determine the school areas of need.

Plan Overview – Entering goals, strategies and action steps

School Planning Team & Needs Assessments

Begin by clicking on “School Planning Team” Then proceed to each area of the needs assessment

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Needs Assessment – Data Entry Tables

Data entry tables have been provided so LEAs and schools may enter some data for the needs assessment. It is recommended that at least the most recent year of data be entered for applicable areas. Also, entry of data that is noted in your analysis will be beneficial.

Entry is not required for all data elements. The prepopulated data enhancement will be functional

next year.

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Click “+” to expand the tableClick “-” to collapse the table

Needs Assessment – Text Entry Boxes

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The enhanced needs assessment screens provide guiding questions to facilitate in the completion of a comprehensive needs assessment allowing the school to summarize their analysis of the data.

Each of the guiding questions provides a text box with functions where the content may be copied and pasted from another document or typed directly into the text box.

The functions available allow text to be formatted to allow bolding, underlining, bullets, etc.

Needs Assessment – Guiding Questions

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Goals / Strategies / Action Steps

Developing SMART goalsIdentifying effective strategies

Specifying action steps and funding sources

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GOAL: Mathematics: For SY 2013-14, student academic achievement will meet or exceed the expected Achievement Targets. Math 3-8: 50.7 %; Algebra I: 51.3 %; Algebra II: 32.5 %

Strategy: High quality professional development for instructional staff

ACTION STEP:

LEA Professional

Development

Description: Each certified employee will complete a minimum of three days (18 hours) of professional development during the year. In addition, each school will conduct two days (12 hours) of PD at the local school. Benchmark Indicator: Professional Development records, evaluation surveys from teachers and student performance data.Person Responsible: Always Identify PersonEstimated Completion Time: 12/20/2014

Title IIA: $10,000 IDEA Part B: $5,000Local Funds: $10,000

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Goals, Strategies, and Action Steps

Schools “inherit” goals and strategies from the district plan to ensure alignment between school and district plans

To enter a school-specific goal, schools should “extend” the inherited district goal

To enter a school-specific strategy, schools should “extend” the inherited district strategy

Schools should enter action steps for each relevant goal/strategy (NOTE: LEAs may elect for schools to only select from action bank items entered by the LEA.)

This allows schools to have specific goals/strategies/action steps that are relevant to their school but are still aligned with the district plan.

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Entering Goals / Strategies / Action Steps

To begin working with your goals, strategies and action steps, click on “School Plan Overview” from the sections page.

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School Inherits District Goals

When “School Plan Overview” is selected from the Sections page, the goals that have been inherited from the district plan are listed.

To the right of each goal, the school will click “Extend” to enter a school-specific goal.

Where a district goal has already been extended by the school, the options to update or delete the extension are available.

Users must click on the link to Update Extension to edit a Goal or Strategy.

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Marking a Goal or Strategy as N/A

If an LEA-level Goal or Strategy does not apply to a school, the school may mark the Goal or Strategy as “Not Applicable.”

This is done by first clicking on the checkbox at the top of the screen to “Mark Goals and Strategies Not Applicable/Show Hidden Goals and Strategies”

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Checkboxes to Mark Goals and Strategies as N/A

This will open a checkbox next to each Goal and Strategy in the Plan.

If the user checks the checkbox, the Goal or Strategy checked will be marked as “Not Applicable.”

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May Not Mark N/A with a School-Level Item

A Goal or Strategy may not be marked N/A if it has a school-level Item under it (Action Step, Component Relationship).

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Update Successful

The system will let the user know if marking the item as N/A is successful.

This message will only appear temporary. The checkbox will remain checked after the message

disappears.

The district goal title, description and performance measure are displayed with text boxes beneath each for the school to enter the school-specific information.

Extend Goal – Enter School-specific Goal

Enter the School Goal Title

Enter the School Goal Description

Enter the School Performance Measure

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Extend Strategy – Enter School-specific Strategy

Once the district goal has been extended and the school-specific goal is entered, the district strategy can be extended.

Click “Extend” to the right of the strategy to enter the school-specific strategy.

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Extend Strategy – Enter School-specific Strategy

Enter the School Strategy Title

Enter the School Performance Measure

The district strategy title and description are displayed with text boxes beneath each for the school to enter the school-specific information.

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Hide the Option to Mark N/A

Once the user has marked items as N/A, the user will un-check the box at the top of the screen to hide the Mark N/A checkboxes.

“Check if Not

Applicable” is gone.

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After the School-specific Goal & Strategy are entered

Create an Action Step

Once the district goal and strategy have been extended and school-specific information entered, click on “Create Action Step”.

NOTE: School-level elements are displayed as bolded text

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Create an Action Step

Either select an Action Step from the “bank” or Enter another School Action Step Title

Enter the School Action Step Description

Enter the School Benchmark Indicator

Enter the Person Responsible

Enter the Estimated Completion Date

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Action Step Description: should provide specific details of the action to be taken within the strategy

Benchmark Indicator: should identify how the progress of the action step will be measured

Person Responsible: always identify a person to be responsible for ensuring the action step is completed (Federal Programs Director or the Principal should not be responsible for all action steps)

The dropdown will contain a list of ePlan users. However, “Other” can be selected to enter the name of an individual not in the dropdown.

Estimated Completion Date: use “real-time” dates for completion and avoid using the last day of the school year for every action step

Action Step: Benchmark, Person Responsible and Estimated Completion

Date

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Action Step Component Relationship

Title I schoolwide or targeted assistance schools will have Title I component tabs and should make component relationships where applicable for their actions steps.

Title I Components (schoolwide and targeted assistance)

Component relationships can be made for any action step.

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School-Level Goal – Completed

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Title I Schools Plan Components(relationships were made to action steps)

The school user must ensure all component items must have either a relationship to an action step or a narrative entered in the “Explanation” box provided.

Once verified, the school user must check each “component met” box before the status can be changed to “Draft Completed”

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Title I Component Items

When a component relationship is made, the goal, strategy and action step titles appear under the component item on the component. The school may also enter additional information in the “Explanation” box.

If there is no relationship made, you must enter an explanation of how the required component has been met.

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School Plan Approval Process

Finishing the PlanComponent Relationships

ChecklistTips

Finishing the School Plan

Once the plan entry is complete, you must click “Draft Completed” from the School Plan Sections Page

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School Plan Approval – by Principalor designee

Once the school plan is in the status of “Draft Completed”, the Principal, or designee with the School Plan Reviewer user role, must review the plan and change the status to indicate the plan has been “Approved” or “Not Approved”

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LEA School Plan Reviewer:Component Items

After the school has approved its plan, the LEA School Plan Reviewer should verify the checked component items to ensure the school has adequately addressed each item.

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LEA Approval of School Plan

Once the school plan is in the status of “School Plan Reviewer Approved”, the LEA staff with the appropriate user role, will review the plan, ensure the plan is comprehensive and meets all requirements.

The LEA School Plan Reviewer will then change the status to indicate the plan has been “Approved” or “Not Approved”.

If “Not Approved” the LEA can provide feedback to the school via the “School Plan Checklist” at the bottom of the sections page.

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LEA School Plan NOT ApprovedCHECKLIST

After the school submits the plan, the LEA will review and mark each section in the checklist as • OK, or• Attention Needed.

If the plan contains no items that are marked as Attention Needed, the plan can be approved.

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Checklist – Attention Needed

If the plan contains items that are marked as Attention Needed, it will be returned to the school with a status of “Not Approved.” 

Each section marked Attention Needed has a place where the LEA may provide an explanation of necessary changes. 

The school should check for notes and additional comments and make the necessary changes within the plan.

Only the checked items in the sections marked Attention Needed are to be corrected and/or explained by the school within the plan. 

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Checklist and Approval Process

Once the school has made the necessary adjustments to its plan, the school will resubmit the plan for approval.  

If the LEA determines that the item has been corrected, Attention Needed will be changed to OK by the LEA.

If the items needing attention still have not been corrected, the plan will be returned again to the school with a status of “Not Approved”.

Plans where all items are OK will be approved.

Navigation Tips

For best navigation, use the “Save and Go To” navigation menu at the top of the page.

If you get lost in the Plan, go back to the Sections page (home base).

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Saving Tips

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When working in ePlan, SAVE OFTEN.

The system will time-out after one hour.

The clock “re-sets” after any mouse click or movement.

Consolidated Planning & MonitoringContacts

Planning• Eve.Carney@tn.gov• Linda.Stachera@tn.gov• Janine.Whited@tn.gov• Valerie.Starks@tn.gov

ePlan Help Desk• (615) 253-5209

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Regional Consultants • Corey.Currie@tn.gov• Janet.Mansfield@tn.gov• Bridgett.Carwile@tn.gov • Bridgette.Jones@tn.gov• Jacki.Wolfe@tn.gov

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Questions?

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FRAUD, WASTE or ABUSE

Citizens and agencies are encouraged to report fraud, waste or abuse in State and Local government.

NOTICE: This agency is a recipient of taxpayer funding. If you observe an agency director or employee engaging in any activity which you consider to be illegal, improper or wasteful, please call the state Comptroller’s toll-free

Hotline:

1-800-232-5454

Notifications can also be submitted electronically at:

http://www.comptroller.tn.gov/hotline