External Review Preparation Simplified: How Internal Reviews Can Drive Continuous Improvement

External Review Preparation Simplified

How Internal Reviews Can Drive Continuous Improvement

Jay Harnack, SuperintendentSublette County School District #1Pinedale, Wyoming


This presentation is best viewed when accessing our External Review website as a reference throughout the presentation.

SCSD 1 AdvancED Wyoming External Review Website

https://sites.google.com/a/sub1.org/quality-assurance-review/


This presentation is about using technology to:

1. Organize your documents and artifacts for an external review.

2. Collaborate and share the workload on preparing for an external review.

3. Replacing your external review preparation process with an effective internal review process to drive continuous improvement.

4. Archive your documents and artifacts to simplify the preparation process for the next external review.


The Wyoming Reality:

1. The accreditation process is the AdvancED process. 2. It is being written into the accountability legislation. You will

receive an accreditation score.3. An effective self assessment (internal review) is a critical part

of preparing for the external review.4. Effectively and efficiently organizing the information for the

external review team,will improve the external review process.

5. Poor accreditation scores result in more work for everyone. 6. NOBODY IN YOUR SCHOOL DISTRICT NEEDS MORE WORK!


Integrating the Self Assessment and the External Review Preparation Process● The AdvancED Self Assessment for Systems and Schools required in

the Accreditation Report (submitted prior to the external review visit), is aligned to the AdvancED Standards for Systems and Schools.

● The External Review process is aligned to the AdvancED Self Assessment for Systems and Schools.

● Using these EXACT frameworks to organize your documents and artifacts for the external review, creates an internal review (integrates the process and reduces workload).


Integrating the Self Assessment and the External Review Preparation Process● Using a Google Site to achieve this, allows for collaboration

(sharing of workload), and archives the documents and artifacts for future visits (reduces future workload).

● Using a Google site allows you to archive multiple forms of digital media (websites, pdf, jpeg, Google Docs, Office docs, etc.). This reduces workload.

● Using a Google site organized around the AdvancED standards allows you to customize the presentation of artifacts and documents the External Review team.


Integrating the Self Assessment and the External Review Preparation Process

Step One:

Create a website to archive your documents and artifacts based on the AdvancED standards for Systems and Schools.

Note: Use the File Cabinet page setting for sub-pages for individual indicator pages.


Tech Difficulty Time Requirement

Google Sites Aficionado

Low High

Google Sites Casual User

Medium High

Not Using Google Sites High High

Creating the External Review Website

* Much of the complexity of building the website will be based on how you choose to share the workload with others (collaborate), and the setting you assign to those with whom you collaborate.


Tech Difficulty Time Requirement

Google Sites Aficionado

Medium Low

Google Sites Casual User

High Medium

Not Using Google Sites High High

Assign Roles (Collaboration Settings)



Step Two:

Add the documents and artifacts to the appropriate page (associated with the individual indicator), to organize them for the external review team.



Step Three:

Use the information warehoused on each page to conduct your internal review, and then write your self assessment.


Major Component and Considerations for the Creation of the Website:Overall Website Organization1. Welcome Page

a. Introb. Description for each standard with a hyperlink to the subpage.

2. Side Navigation Bara. Mission, Vision, and Belief Statementsb. Individual Pages for Each Standardc. AdvancED Resourcesd. School Web Pagese. Opinion Inventory Dataf. Other (District Specific)


Major Component and Considerations for the Creation of the Website:

Overall Website Organization

3. Mission, Vision, and Belief Statement Page




4. Pages for Individual Standardsa. Definition for the standard.b. Narrative for any related information.

c. The district’s strategic planning goals and action items related to the standard.

d. List of the indicators for that standard with a definition

for each indicator. Indicators are hyper linked to their own subpage.




5. Pages for Individual Indicators (File Cabinet page template)a. Definition for the Indicatorb. District’s Opinion Inventory data related to the indicator.

c. File folder containing an abbreviated description of the Level 4 criteria.

d. Narrative for any related information.

e. Documents and artifacts that show evidence of meeting the indicator sorted by folder.



Overall Website Organization6. Pages for Individual Indicators (File Cabinet page template)

a. Definition for the Indicatorb. District’s Opinion Inventory data related to the indicator.c. File folder containing an abbreviated description of the Level

4 criteria.d. Narrative for any related information.e. Documents and artifacts that show evidence of meeting the

indicator sorted by folder.f. File Cabinet template allows for multiple media types to be

stored (hyperlinks, pdf, jpeg, Google doc)




7. School Pagesa. Identical to district page.

b. Language for standards, indicators, and folders matched to the AdvancED standards for schools.


Collaborate and share the preparation workload:

Sharing Permissions

1. Google sites allow page-level permissions for collaborators.

2. Staff can be given permission to edit specific pages or add documents without having access to other pages.

3. Allows specific staff to work within confined areas.



Sharing Permissions

4. Specific staff can be given the responsibility to add documents to an indicator that pertains to their assignment (i.e. HR - 4.1, Special Services Director - 4.7). Principals can be given access to work on their school site, but not the district site.



Downloading Documents

5. Staff can download archived documents. 6. Website serves as an organized archive for

district documents.7. Many documents address multiple indicators.

No need to constantly find and share documents. Staff can download document from one indicator and upload to another.


Summary of the Website Based Review Process:

Year Process Time Commitment

4 Build Website - Archive Documents High

5 Review Individual Indicators / Write Self Assessment Medium / Low

5 External Review Low

1-4 Revise Documents / Review Individual Indicators /Write Progress Report or Improvement Report

Low

5 Revise Documents /Review Individual Indicators / Write Self Assessment

Medium / Low

5 External Review Low


SUMMARY:

1. Organize your documents and artifacts for an external review.

2. Collaborate and share the workload on preparing for an external review.

3. Create an effective internal review process.4. Archive your documents and artifacts to simplify the

preparation process for the next external review.5. Simplifies and eases the process of writing improvement

plans and progress reports.6. Makes accessing data for the External Review Team easy.


QUESTIONS?

External Review Preparation Simplified: How Internal Reviews Can Drive Continuous Improvement

Education

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