September 11, 2018

ExCEL’s Program Managers Meeting

10:00-10:10 Welcome, Agenda, Agreements

10:10-10:30 Warm Demander - Fostering SEL Skills

10:30:10:45 SEL Community Builder

10:45-10:55 Communication Protocols

10:55-11:05 The survey says….2019 PM and August Institute

11:05:11:45 E-QAP

11:45-11:50 Coming UP Next

11:50-12:00 Reflection & Closing

AGENDA

Practical Outcomes Experiential Outcomes

● SEL best practices in T&L and Intentional Program Design

● Connection between WARM DEMANDER & fostering SEL Skills

● Communication Protocols

● Utilizing E-QAP to prepare for Sep 25th SC mtg

● Creating a sense of unity

● Increased ownership and connection to the shared work

● Feeling heard and valued

● Being systematically aware to identify and transform systems of oppression

Hopes & Dreams for Today!

Agreements

•Listen as if the speaker is wise; listen to understand

•Practice “I” statements when speaking

•Ok to respectfully disagree

•Take risks; No pressure to speak

•Be disciplined about not making assumptions

© 2018: Melanie Tervalon, MD, MPH Do Not Copy Without Permission

• No blaming, no shaming

• Confidentiality if stories are shared

•

• Courage to interrupt if something is going amiss or being left unsaid

• Voices, thoughts, ideas, experiences welcome

• Pay attention to what moves you; use oops and ouch

Facilitators’ Assumptions

▶ There are always more questions than answers

▶ This is an ongoing learning process

▶ We are equals – peers- in this learning space

▶ Our values, cultural identities, and past experiences matter

▶ Conflict is always possible, and conflict is OK and can be

transformational

▶ We are all prejudiced; prejudice is learned and can be unlearned

▶ We are here to learn from each other

© 2018: Melanie Tervalon, MD, MPH Do Not Copy Without Permission

SFUSD Norms

• Keep equity at the center for students and adults

• Be engaged and present

• Be part of the solution

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SFUSD Equity Definition

The work of eliminating oppression, ending biases, and ensuring equally high outcomes for all

participants through the creation of multicultural, multilingual, multiethnic, multiracial practices and conditions; removing the predictability of success

or failure that currently correlates with any social or cultural factor.

8

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Adapted from https://www.storybasedstrategy.org/the4thbox/

© 2018: Melanie Tervalon, MD, MPH Do Not Copy Without Permission

WE are AGENTS of CHANGE

SFUSD is an SEL Focused District

Social-emotional learning

(SEL) in SFUSD is centered

around four

research-based

competencies:

■ Self-Management

■ Social Awareness

■ Growth Mindset

■ Self-Efficacy

ExCEL QAP integrates SFUSD SEL Competencies

Warm Demander

➔ Earning the right to demand engagement and effort

➔ Building rapport and trust

IN ORDER TO:

➔ Hold high standards

➔ Move students from dependent to independent learners

Warm Demander

Fostering and developing SEL skills in youth will provide them the tools to move from dependent to independent learner

Moving from Dependent to Independent

MOVING FROM: Dependent STAFF TO: Independent STAFF Role of PM is to create systems & structures to MOVE STAFF from dependent to independent

Dependent on ExCEL and/or ExCEL program manager to carry most of the cognitive load for the QAP journey

Relies on ExCEL and/or ExCEL Program manager to carry some of the cognitive load for the QAP journey temporarily

■ Do they have the knowledge?■ Do they have the capacity?

Is unsure how to tackle a new challenge/task in the QAP journey

Utilizes strategies and processes for tacking a new task/challenge in the QAP journey

■ Do they have the knowledge?■ Do they have the capacity?

Has difficulty completing a new challenge/task in the QAP journey without being led through the steps (scaffolding)

Regularly/Proactively attempts new tasks/challenges without being provided scaffolding.

■ Do they have the knowledge?■ Do they have the capacity?

Will be passive rather than proactive in asking for support and/or taking advantage of support and resources to ensure the success of QAP journey

Has own cognitive strategies for getting unstuck.

■ Do they have the knowledge?■ Do they have the capacity?

Doesn’t retain information well or doesn’t “get it”

Has ability to retrieve information from long term memory.

■ Do they have the knowledge?■ Do they have the capacity?

CULTURAL INTERVIEW

Thinking about your program

leader(s), how would you

assess them their skills as

warm demanders?

Are they Emerging, Meets

Expectations, Exemplary?

What SEL Competencies do they have/need to develop?

Turn to an elbow partner & share -

5 min

Getting to Exemplary...• Set a deadline for mastery• Set up benchmarks to check on progress and provide

corrective feedback• Share what you are willing to do in support as an ally - be

specific• Be explicit about your belief in their capacity to master• Forewarn them that you will ask them to stretch

themselves - the brain is a muscle!• Ask them explicitly what they intend to do as part of the

partnership towards mastery• Create some type of positive ritual to mark the occasion • Have them write down key agreements from the

conversation

CULTURAL INTERVIEW

Developing SEL mastery in your staff.

How will you approach it?

Turn to an elbow partner & share - 5 min

SEL Community Builder

Michelle Obama's Back to School Message to Students

SEL Activity Draw a quad and label each square with the four constructs (Growth Mindset, Self Efficacy, Social Awareness, Self Management) listen for examples in Ms. Obama’s Speech and write them down Afterward we will - Turn and talk:

Growth Mindset Self Efficacy

Social Awareness Self Management

Possible answers:

Start the new yearHarder you work ...

- Growth mindset

More opportunitiesLive the life you want…

- Self Efficacy

Future of our country - Social Awareness

Commit to furthering your education past High School- Self Management

Communication Protocols...or Let’s Stay in Touch!

1. At least TWO staff per site sign up on Alertsf.org

2. Keep the ExCEL Emergency Contact UPDATED! - This is who is texted in case of an incident

3. EMS contact - This is how we know who to contact. Please make sure it’s updated!

4. Want to know how to contact us and for what? Use the ExCEL Contact Sheet

ExCEL PM Institute & August Institutes

To change or not to change? That is the question!

PM Institute- Keep it at the end of July or move it to the second week of August?

August Institute- Keep it in mid August or move it to the second week of September?

Take your dots and vote!

E-QAP is on the HUB

Who has access to E-QAP

✓ Program Managers✓ Site Coordinators

❏ Principal❏ Academic Liaison

Salesforce password reset email:

Lucy Hong at hongl1@sfusd.edu or Justin Paz at pazj@sfusd.edu.

E-QAP Access: Site Leadership Team

Principal Academic Liaison

Principals will receive a login for their own school site.

Principal will have read only status in the E-QAP.

Academic Liaisons will receive an access similar to site coordinators.

They will have access to enter information in the E-QAP.

Academic Liaison information needs to entered into EMS in the same location as Agency directors, site coordinators and Program Managers by September 21.

BASELINE ASSESSMENT

Best Practices and Basic Elements most often selected as “Emerging”

87 ExCEL Sites

WINDOW/WHEEL

Goal BE/BP E %

HAY HEALTHY EATING ENVIRONMENT

Staff provide healthy messaging in the program space through posters, artwork, pictures, and publications.

45 52%

HAY BASIC ELEMENT Students and families have a voice in creating and maintaining a healthy after school culture.

46 53%

IPD BASIC ELEMENT All staff are familiar with the four competencies of SEL: ... 47 54%

IPD BASIC ELEMENT Mindful awareness activities are included in program offerings. 45 52%

IPD BASIC ELEMENT SEL skills are integrated into the content and format of program activities.

40 46%

IPD BASIC ELEMENT Staff model SEL skills and develop activities to build these skills. 44 51%

T&L Basic Element Site's Balanced Score Card is utilized to... 42 48%

T&L Basic Element Staff have a formal system to access homework assignments and curriculum.

40 46%

SSCC CREATING CONSISTENT & PREDICTABLE ENVIRONMENT

Program uses visual behavior matrix from school day, or one aligned with school day expectations.

35 40%

SSS COORDINATION & FAMILY PARTNERSHIP

Families are connected to after school program goals and student progress through family orientation meetings, written communications,

and regular staff interactions.

27 31%

SSSS STAFFING & PROFESSIONAL DEVELOPMENT

Staff actively participate and take advantage of trainings and supports offered by ExCEL.

27 31%

Best Practices and Basic Elements most often selected as “Exemplary”

87 ExCEL Sites

WINDOW/WHEEL Goal BE/BP EX %

HAY HEALTHY EATING ENVIRONMENT

Drinking water is promoted, beyond facility water fountain, to ensure that all students have easy access and

understand its importance.

30 34%

HAY PROMOTING MOVEMENT & BEING

ACTIVE

All students participate in at least 30 minutes of daily physical activity. At least 50% of that time is spent in

moderate to vigorous activity.

30 34%

IPD QUALITY PROGRAM DESIGN

Weekly program schedule meets grant requirements and is intentionally designed to address the specific needs of

the school community.

31 36%

SSCC BASIC ELEMENT Site Coordinator builds relationships and collaborates with student support staff [e.g., Social Worker, Resource

Specialist (RSP)] and families.

29 33%

SSS ADMINISTRATION & ORGANIZATION

CBO supports quality utilizing ExCEL's QAP process. 37 43%

SSS COORDINATION & FAMILY PARTNERSHIP

Site maintains compliant attendance & registration systems, including accurate timely submission of

required reports.

38 44%

SSS STAFFING & PROFESSIONAL DEVELOPMENT

CBO conducts trainings to support staff professional development.

36 41%

T&L S.E.L. SKILL-BUILDING Staff provide opportunities for students to work and play collaboratively with others. (SA)

24 28%

Your Baseline Assessment

What information did I use to select my ratings for my site’s Baseline Assessment? (Page 19 of the QAP)

Which items were difficult to rate because we didn’t have the “right” information?”

Different reasons for changing your site’s Baseline Assessment: 1. Did NOT look at site’s Program Profile? 2. Did not have your “site” meeting?

If you achieved your goal during the course of the year your site can select another goal.

Looking at Data

Prior to the next PM/SC Monthly Meeting

1. Review your site’s Baseline Assessment2. Review your site’s Goal Selection

At the next PM/SC meeting

Program Managers will lead the discussion on:1. Strategic Actions- Taking a look at your site’s strategic

actions. Will your site be able to achieve your goals with these Strategic Actions?

2. Looking across sites- are there common Goals, Best Practices and Basic Elements among sites?

3. Are there areas that some sites are stronger than others? Are there Strategic Actions that your agency wants to create as a whole?

Problem Solving Flowsheet

What are the predictable challenges?

What can be done to

prevent these challenges

How will we maintain

consistency?

How will we know if it is working?

Problem Solving Flowsheet Activity!!

The Problem Solving Flowsheet is a tool you can use to identify the challenges and the solutions to move “emerging” best practices to “exemplary” best practices

GOAL Creating consistent & predictable environments

Emerging Best Practice

Program uses visual behavior matrix from school day, or one aligned with school day expectations.

CHALLENGE: Program is NOT using visual behavior matrix from school day, or one aligned with school day expectations

PSFS asks: Your ANSWER QAP goal setting tool

What are predictable challenges

Don’t know the school day expectations, the program has not created one yet, staff have not be trained.

Best Practice is selected to work on.

What can be done to prevent those challenges

Connect w/ AL for school day expectations, Create an intentional activity with students to develop behavior matrix, Train staff, reinforce with students

Those become your strategic actions to move emerging BP to exemplary.

How will we maintain consistency?

Create behavior matrix and include in staff training at the beginning of each year, model it in staff meetings and before activities

These also can become your strategic actions to move emerging BP to exemplary

How will we know if it is working?

Program uses visual behavior matrix from school day, or one aligned with school day expectations.

PWT Mile marker & Progress dashboard.

Progress Update

Sneak Preview Today 9.11.2018

LIVE on Salesforce 9.25.2018

Timeline

Goal Setting:1. Completed by September 212. Due in September 28 in Salesforce

PM/SC Meeting - September 25th PM and SC will be discussing their Strategic Actions & have an opportunity to review & finalize their Goal Setting.

Closing

Closing with the SEL 4 constructs connected to our work

Growth Mindset

Self Efficacy

Social Awareness

Self Management

After today’s meeting, which construct will you use to put the information we learned today into practice?

Have a wonderful day and . . .

Thank you and have a wonderful day