Florida Catholic Conference Accreditation Program CIPA ... 2015-2016.pdf · Florida Catholic...

Florida Catholic Conference Accreditation Program CIPA Guide 2015 – 2016

CIPA 2015-2016

The Florida Catholic Conference Accreditation Program

The purpose of the Florida Catholic Conference Accreditation Program is to provide early childhood programs and elementary schools with a systematic process of school improvement through the application of educational standards and criteria. The accreditation standards of the Florida Catholic Conference promote excellence in the total educational program and are appropriate to the mission of Catholic schools. The opportunity for continuous peer review and assistance at various stages ensures on-going school improvement that reflects best practices academically, while validating the unique purpose of teaching and living out the message of Jesus Christ according to the Catholic tradition.

Purpose of the Continuous Improvement Process for Accreditation

Each school in the Florida Catholic Conference Accreditation Program hosts an accreditation visitation once every seven years. In order to prepare for that visitation, the school undertakes an intensive and thorough evaluation with its stakeholders the year prior to the visitation. This assessment of mission and Catholic identity, governance and leadership, academic excellence, and institutional vitality will give the school community a clear picture of the current state of the school, as well as direction for the future.

In This Document

First Steps – Page 1 Orientation – Page 2 Use the website – Page 2 Form School Committees – Page 3 Steering Committee – Page 4 Domain A Committee – Page 5 Domain B Committee – Page 6 Domain C Committee – Page 7 Domain D Committee – Page 8 Action Plan – Page 9 Administrator’s Responsibility – Page 10 Online Work – Page 11 Final Steps – Page 13 Suggestions and Samples Suggested Timelines – Page 14 Sample Benchmark Comments – Page 16 Sample Domain Report – Page 16 Sample Executive Summary – Page 17 Sample Goals – Page 18

First Steps

1. Review this document and distribute to all staff members 2. Meet with Diocesan and/or FCC Accreditation personnel - Orientation 3. Use the website for all work: www.eas-ed.accreditrac.com 4. Form school committees

http://www.eas-ed.accreditrac.com/


CIPA 2015-2016

Orientation

Prior to beginning the process, school administrators should review this document and meet with diocesan and/or FCC accreditation personnel. The expectations, steps, and use of the website will be explained. Surveys should be administered at the beginning of the process. Schools (or diocese) will need to secure a professional plan from Survey Monkey. If the diocese is doing this for the school, please contact the diocesan schools office. Otherwise, the school personnel should email the name of the account to the FCC accreditation personnel. The necessary surveys will be transferred into the school account for unlimited use. Follow the guidelines in this document and work with the diocesan schools office and/or the FCC accreditation office throughout the process. Group work sessions/meetings or individual school meetings/conference may be set up as needed.

Use of the website for all work

Login on the new website: www.eas-ed.accreditrac.com. The first time that the site is used, the principal logs in with his/her email address, using the word “password” for the password. Then the Annual Report page should open on the Dashboard.



CIPA 2015-2016

The principal clicks “Edit” for the Principal Profile. From here the password can be changed and other updates made. The School Profile should be reviewed and edited, as needed. From this Annual Report page “Assistants” are assigned. This allows other staff members access to the school’s page. Each committee should do their work directly on the website, making changes, as necessary, throughout the process. Click on Assistants Profile. Then Click on Add New. Enter the information requested. Only name, email, and password are required. The system will send an automatic email to the person giving them access instructions. Various materials are available on the Resources page.

Form school committees

Meet with entire school staff to review the Continuous Improvement Process for Accreditation. Depending on the size of the school, committees should be formed. For very small schools, the entire staff can serve as one committee for the process. Otherwise, schools should form the steering committee and domain committees. Domain committees may meet and work simultaneously. (See suggested timelines on pages 14 and 15 of this document.)


CIPA 2015-2016

Steering Committee

Suggested Membership

Chairperson or Co-Chairs

Minimum of 4 other members (chairpersons of Domain Committees) Role

Communicate o Facilitate continual communication about the process with all stakeholders o Facilitate communication between domain committees, steering committee, and

school staff to develop ownership of the entire process and final documents o Check in with diocesan and/or FCC accreditation personnel as needed

Train school staff in the process or arrange for training/orientation

Set calendar for the process (committee meeting dates, survey dates, deadlines, etc.)

Promote consensus building – all committee members should listen to each other, review evidence, and make decisions as a team

The Process

Meet to discuss the process and set the calendar

Meet as needed throughout the self-study to facilitate the process

Administer the Catholic Identity Surveys to staff, parents, and students. Survey details and access information is available from the diocesan schools office and the FCC accreditation office. Each committee analyzes the results for their domain. These results are one piece of evidence in determining the level of compliance for a benchmark.

Create the Action Plan after the work of the domain committees is complete

Ensure that all work on the website is complete and submit for diocesan review

Prepare for the visitation

The Documentation is Completed Online

Complete the Steering Committee Report (the template is on the Annual Report page)

The report includes the Executive Summary and Action Plan. More information regarding the executive summary is on pages 10 and 17. More information regarding the action plan is on pages 9, 18-21.


CIPA 2015-2016

Domain A: Mission and Catholic Identity Committee

Suggested Membership Teachers, DRE, Pastor The Process

Review The National Catholic Standards, Benchmarks, Rubrics, and Evidence for Defining Characteristics, Mission and Catholic Identity

As a committee, through consensus, rate the school’s compliance with all benchmarks in standards 1 through 4, using the rubrics and “Domain A Mission and Catholic Identity Benchmark Guidelines”

Analyze the results from the Catholic Identity Survey: Staff, Parents, and Students Part 7 all questions; Staff and Parents Part 8, Questions 1-13; Students Part 8, Questions 1-10

Collaboratively update and/or create new statements (Philosophy, Vision, Mission, Belief Statements, and/or Graduate at Graduation; according to diocesan policy)

Determine the areas of strength and the opportunities for growth (include the top three on the Domain Report)

It is strongly recommended that all work is completed online (the information can be edited, changed, and deleted throughout the process)


Complete the pages for the Benchmarks in Standards 1 through 4 o Mark the level of compliance o Complete the comment box(use this for notes or any information/explanation that

would be helpful for the visitation team); sample on page 16 o Upload the evidence used to determine the level of compliance (the name of the

artifact can include details regarding the file/link and date uploaded)

Complete the Domain A Report. A template is available on the Annual Report Profile page. This report should be concise, professional, and readable. It is suggested that bullet points or a list is used under strengths and opportunities for growth. A sample Domain Report is included on page 16.

Upload any updated/new statements For the Visitation

Electronic or hard file of supporting evidence for the benchmarks


CIPA 2015-2016

Domain B: Governance and Leadership Committee Suggested Membership Principal or Assistant Principal, Pastor, Teacher The Process

Review The National Catholic Standards, Benchmarks, Rubrics, and Evidence for Governance and Leadership

As a committee, through consensus, rate the school’s compliance with all benchmarks in standards 5 and 6, using the rubrics and “Domain B Governance and Leadership Benchmark Guidelines”

Analyze the results from the Catholic Identity Survey: Staff and Parents Part 8, Questions 14-20




Complete the pages for the Benchmarks in Standards 5 and 6 o Mark the level of compliance o Complete the comment box(use this for notes or any information/explanation that



Complete the Domain B Report A template is available on the Annual Report Profile page. This report should be concise, professional, and readable. It is suggested that bullet points or a list is used under strengths and opportunities for growth. A sample Domain Report is included on page 16.

For the Visitation



CIPA 2015-2016

Domain C: Academic Excellence Committee Suggested Membership Teachers, Guidance Counselor The Process

Review The National Catholic Standards, Benchmarks, Rubrics, and Evidence for Academic Excellence

As a committee, through consensus, rate the school’s compliance with all benchmarks in standards 7, 8, and 9, using the rubrics and “Domain C Academic Excellence Benchmark Guidelines”

Analyze student performance data; could include, but not limited to: standardized test data (Iowa, ACRE, etc.), placement or assessment instruments and data (STAR, AR, AM, Dibbels, classroom grades), academic awards, promotion and retention criteria and data, attendance data, disciple / office referrals, student observation results

Analyze the results from the Catholic Identity Survey: Staff and Parents Part 8, Questions 21-34; and Students Part 8, Questions 11-13







Complete the Domain C Report. A template is available on the Annual Report Profile page. This report should be concise, professional, and readable. It is suggested that bullet points or a list is used under strengths and opportunities for growth. A sample Domain Report is included on page 16.

Upload any analysis of student performance data For the Visitation



CIPA 2015-2016

Domain D: Operational Vitality Committee Suggested Membership Principal or Assistant Principal, Bookkeeper, Business Manager, Teachers The Process

Review The National Catholic Standards, Benchmarks, Rubrics, and Evidence for Operational Vitality

As a committee, through consensus, rate the school’s compliance with all benchmarks in standards 10 through 13, using the rubrics and “Domain D Operational Vitality Benchmark Guidelines”

Analyze the results from the Staff and Parent Surveys Part 8, Questions 35-42







Complete the Domain D Report A template is available on the Annual Report Profile page. This report should be concise, professional, and readable. It is suggested that bullet points or a list is used under strengths and opportunities for growth. A sample Domain Report is included on page 16.

For the Visitation



CIPA 2015-2016

Action Plan

The steering committee reviews the work and results of the domain committees

Using a collaborative process, determine the goals for accreditation purposes, and receive approval from the diocesan schools office (the number of goals vary by diocese)

Write an Action Plan for each of these goals to include:

o Goal Statement: includes specific audience, measurable change, and time frame o Evidence: list of evidence/artifacts that will be used to document and evaluate the

success of the goal (not the individual steps) o Strategies/Steps to achieve the goal, each step includes

Timeline (when the step starts and ends) Person responsible (who will make sure the step happens) Resources (anything needed outside the normal budget and school

items)

The goal statement should be easily understood

The action plan as a whole should last for six years, until the next self-study

The action plan is included in the Steering Committee Report

Sample action plans are on pages 18-21

Administrator’s Responsibility

Standard 14 The administrator will complete the benchmarks for Standard 14 on the ARCA and upload any electronic evidence. Executive Summary This is a brief narrative regarding the progress the school has made since the last accreditation visitation. Include the school’s response to any recommendations made to standards (not to the process) and student progress made through implementation of the previous action plan. The visitation team’s recommendations to standards are found toward the end of the visitation report (after Areas 1 through 5). Please do not include responses to the recommendations made in those areas. Areas 1 through 5 have to do with the former accreditation process. The executive summary is included in the Steering Committee Report. The template for the report is found on the Annual Report page online. A sample Executive Summary is found on page 17.


CIPA 2015-2016

Online Work

Login on the www.eas-ed.accreditrac.com website. Click on ARCA in the 2015-2016 tab.

Click on the Standard to edit. Click on Edit for the Benchmark. The rubric will open.

Click on the level of compliance.

If there are general comments or attachments for an entire standard, these are written or attached on the front of the standard. All other work is completed at the benchmark level.



CIPA 2015-2016

Add comments, explaining why the committee decided on the specific level of compliance. If it was difficult to come to a consensus, please note this. If this is one of the school’s strengths or opportunities for growth, this should be noted in the comments, as well.

Evidence that is in electronic form (either a file or a link to a website) should be uploaded. Click Add Evidence Source.


CIPA 2015-2016

Select the appropriate drop down items:

File or External Link o Select file to attach a document from a hard drive, flash drive, etc. o Select link to direct the reviewer to another website/webpage

Evidence Type (from suggested sources of evidence)

Title the file/link (there is enough space to include details regarding the file/link, including the date it is uploaded) Click Start Upload.


CIPA 2015-2016

A message will appear that states the upload was successful and the link/file will be visible.

Make sure to click “Save and Go to Next Benchmark” or “Save And Go Back to ARCA Summary” to save the work. All online work is editable throughout the process. Comments can be changed, evidence can be deleted/replaced, and level of compliance can be changed. The school personnel with access to the site, the diocesan office, and the FCC office can see all of the work that is on the site. If there are questions or any difficulties using the site, please contact the FCC accreditation office: Mary Camp, associate director for accreditation [email protected] Office: 850-224-7906 or Cell: 850-728-4272

Final Steps

Contact the diocesan schools office when CIPA work is complete to find out next steps

Review the Visitation Handbook with school staff

Begin preparation for the visitation as defined in the Visitation Handbook

mailto:[email protected]


CIPA 2015-2016

Suggestions and Samples Suggested Timeline in a School with a Steering Committee and Separate Domain Committees Month 1

Orientation (School with FCC/Diocese; School Staff);

Form Committees;

Administer Surveys

Month 2

Domain Committees members individually read benchmarks and guidelines beginning to think about evidence;

Administer Surveys, if not during Month 1

Month 3

Domain Committees meet to review evidence and determine levels of compliance, upload evidence, and write comments;

Domain A Committee reviews statements, revising as needed;

Domain C reviews assessment analysis

Month 4

Domain Committees finish benchmark ratings (continue to upload evidence and write comments) and complete the Strengths and Opportunities for Growth portions of the report

Month 5

Domain Committees continue to upload evidence, if needed;

Steering Committee determines the Action Plan goals for accreditation purposes

Month 6

Steering Committee finishes the Action Plan and submits to the Diocese for review

Month 7



CIPA 2015-2016

Suggested Timeline in a School doing the work as One Committee Month 1

Orientation (School with FCC/Diocese; School Staff);

Name Committee Chairpersons;

Administer Surveys;

Review Domain A individually, reading the benchmarks and guidelines, beginning to think about evidence

Month 2

Rate Domain A benchmarks, upload evidence, write comments;

Review Statements and revise as needed

Month 3

Rate Domain A benchmarks, upload evidence, write comments;

Write the Domain A Strengths and Opportunities for Growth portions of the report;

Review Domain B individually

Month 4

Rate Domain B benchmarks, upload evidence, write comments;

Review Domain C individually

Month 5

Write the Domain B Strengths and Opportunities for Growth portions of the report;

Rate Domain C benchmarks, upload evidence, write comments;

Review assessment analysis

Month 6

Rate Domain C benchmarks, upload evidence, write comments;

Write the Domain C Strengths and Opportunities for Growth portions of the report;

Review Domain D individually

Month 7

Rate Domain D benchmarks, upload evidence, write comments

Month 8

Rate Domain D benchmarks, upload evidence, write comments;

Write the Domain D Strengths and Opportunities for Growth portions of the report;

Begin to determine the Goals for the Action Plan

Month 9

Write the Action Plan;

Submit action plan to the Diocese for review

Month 10



CIPA 2015-2016

Sample Benchmark Comments - Use the Comments Box for any explanation that might be helpful for the visiting team to know 3.1 Every student is offered timely and regular opportunities to learn about and experience the nature and importance of prayer, the Eucharist, and liturgy. Comments: We struggled to come to consensus on this benchmark. But as we looked at the evidence, we agreed that our students are not fully engaged in preparing the prayer or liturgy opportunities. In some classrooms students are given the opportunity to read through the mass prayers and readings, select a theme, write the call to prayer, intercessions, and communion reflection. In most cases, students are simply assigned roles and given time to practice. The students do understand the importance of prayer and often ask to pray for a specific intention.

Sample Domain Report Domain: A – Mission and Catholic Identity Team Members (Name, Position): Mrs. Rafael – First Grade Teacher Mr. Michaels – Third Grade Teacher Mrs. Angel – Middle School Religion Teacher Brief narrative of the process this committee used: Our committee met every other week for two months reviewing the benchmarks, evidence, and survey results. Each month we reported back to the full staff regarding our findings. As a full staff we agreed on our rating for each benchmark, the areas of strength, and opportunities for growth. Areas of strength:

Our mission statement is prominently displayed around campus, on the website, and in all publications.

Our students know and can demonstrate the mission statement. It is used at all faculty meetings.

Our students are service oriented. They look for ways to help others and bring ideas for service to the faculty.

Opportunities for growth: In general, Standard 2 is an area we must improve. In particular, our top three opportunities for growth are:

2.5 – as a faculty we do not have a clear understanding of Catholic intellectual tradition and therefore it is not integrated into any subject areas (survey results, staff discussion, lesson plans)

2.7 – integrating the Church’s social teachings is not prominent in our school. It is only covered in a couple of religion classes (lesson plans)

2.4 – we do not have specifically written standards for academic excellence and intellectual formation (staff discussion, ACRE test results, Iowa test results)


CIPA 2015-2016

Sample Executive Summary Response to Recommendations to Standards: The most recent accreditation visit to St. Isidore Catholic School was October 20-22, 2008. At that time the visitation team made some recommendations to standards. These are their recommendations and our responses: C-3: Continue to investigate various assessments, technology, and instruments in order to continue to meet the needs of the different student learning styles.

In January 2010, the faculty began a yearlong in-service program regarding differentiated instruction. Teachers were trained in using pre- and post-assessment techniques and instructional strategies. In January 2011, the second phase was implemented. This included peer observations in our school and other schools, self-evaluations, and focused evaluations by the administration. According to our most recent parent surveys, this is now a strength of our faculty.

C-7: Continue to implement technology as a means to increase student learning and to integrate the technology benchmarks and standards in grades PK-8 as funds become available.

In September 2011, a technology committee researched various technology plans. This was followed up with an in depth review of the use of technology by faculty and students at St. Isidore Catholic School. In February 2012 a new technology plan was presented to the faculty and staff. The plan includes annual and long term goals focused on student learning. The current technology plan is attached to the ARCA.

C-3: As the school Action Plan is implemented, the school should begin to utilize a variety of types of assessments in order to document student success, including the addition of portfolio assessment, conferencing, and formative and summative assessments.

This recommendation was reviewed and discussed after the visit, but no changes were officially made until we began the CIPA for this new visitation. We have now formed PLCs focusing on assessment. As mentioned above, our faculty was trained in pre- and post-assessment techniques. But we know that with faculty turnover it is important for our teachers to learn more in this area. We are not doing enough data analysis on a regular basis. We know that once a year is not sufficient. It should be driving our instruction more than it is.

D-15: As the school improvement process is implemented, the Professional Development Plan to meet teachers’ needs should be enhanced.

A detailed professional development plan was created in June 2009 and has been a working document since then. The plan is implemented by all faculty members in accordance with their individual professional development plans. It is reviewed and revised semi-annually, taking into account the diocesan plan and the needs of our faculty.

Student Progress: One of the goals in our previous action plan focused on student writing. Since the last visit, we have developed a school-wide writing rubric with specifics for each grade level. Teachers indicate the integration of writing in their lesson plans. A beginning of the year, mid-year, and end of year writing assessment is given to each student. The examples and analysis of this is included in our evidence for standard seven.


CIPA 2015-2016

Sample Goals Goal 1 Angel Gabriel Catholic School faculty will use Catholic intellectual tradition to help students think critically about the world around them. Eighth graders will demonstrate an improved understanding of Catholic intellectual tradition and seventh graders will demonstrate an improved ability to debate by the spring of 2020 (2.5) Evidence: Eighth grade scores on pre-test and post-test; reflections from seventh grade debate Steps:

1. In both their professional learning communities and at monthly staff meetings, the faculty will participate in a book study of Examining the Catholic Intellectual Tradition and Educators in the Catholic Intellectual Tradition.

a. Timeline – January 2015 through June 2016 b. Person Responsible – Mrs. Rafael c. Resources – Home and School Association will purchase the books

2. The faculty will review the curriculum to find specific areas where Catholic intellectual

tradition (Cit) is or could be implemented in each subject area. a. Timeline – August 2015 through June 2016 b. Person Responsible – Mr. Michaels c. Resources – Curriculum

3. Professional Learning Communities will develop lesson plans incorporating instruction

on Cit and related debate and service learning into all subject areas. a. Timeline – January 2016 through December 2016 b. Person Responsible – Mrs. Rafael c. Resources – Curriculum, notes, Duquesne University, funds from Home and

School Association for webinars with Duquesne University

4. Middle school students will take a pre-test on Cit. a. Timeline – January 2017 b. Person Responsible – Mrs. Angel c. Resources – pre-test

5. Teachers will implement the Cit lesson plans in all subject areas.

a. Timeline – January 2017 through December 2017 b. Person Responsible – Principal c. Resources – Lesson plans, field trip for service learning

6. Students in all grades will be able to explain (on their own level) how all learning has a

goal to draw them closer to God. These will be presented / displayed around the school. a. Timeline – January 2018 b. Person Responsible – Mr. Michaels c. Resources


CIPA 2015-2016

7. Middle school students will participate in learning communities to discuss the main tenets of Cit.

a. Timeline – January 2018 through January 2020 b. Person Responsible – Mrs. Rafael c. Resources

8. Seventh graders will host an afternoon debate of the Cit topics.

a. Timeline – January 2020 b. Person Responsible – Mrs. Angel c. Resources - $500

9. Middle school students will take a post-test on Cit.

a. Timeline – March 2020 b. Person Responsible – Mrs. Angel c. Resources – post-test

10. Professional learning communities will assess the pre-test and post-test results, as well

as other classroom data to determine any next steps. a. Timeline – May 2020 b. Person Responsible – Principal c. Resources


CIPA 2015-2016

Goal 2 Angel Gabriel Catholic School will update our facilities management and technology plans so that we have an integrated set of planning documents that will enable the school to better use our resources. Through implementation of a new integrated plan, there will be a cost savings of 2% by 2018 and the ability to add $20,000 to upgrade technology in 2017. (12.1) Evidence: written facilities and technology plan; annual financial reports

1. A committee will be formed to implement this goal. Membership will be determined by the Pastor and Principal.

a. Timeline – January 2015 b. Person Responsible – Principal c. Resources – Diocesan Schools Office

2. Any written plans related to facilities management and technology will be reviewed

alongside the annual budget for 2014-2015 and the next projected three year budgets. a. Timeline – February 2015 through June 2015 b. Person Responsible – Committee Chair c. Resources – sample plans

3. A facilities and technology usage study will be implemented.

a. Timeline – March 2015 through December 2015 b. Person Responsible – Committee Chair c. Resources – sample usage studies

4. Surveys will be given to parents, staff, and students.

a. Timeline – September 2015 b. Person Responsible – Principal c. Resources – Survey Monkey account

5. New revenue sources will be explored and all related contracts will be reviewed.

a. Timeline – June 2015 through September 2015 b. Person Responsible – Committee Chair c. Resources – school stakeholders

6. An integrated facilities and technology management plan will be developed and shared

with stakeholders at various stages. a. Timeline – October 2015 through May 2016 b. Person Responsible – Committee Chair c. Resources –

7. Implementation of the new plan will be reviewed by the committee each month, including

the budget to actual numbers a. Timeline – May 2016 through May 2018 b. Person Responsible – Pastor and Principal c. Resources –


CIPA 2015-2016

Strategy

Timeline Person(s)

responsible

Resources

The faculty and staff will

participate in a faculty

retreat.

2015-2016

Leadership team

* Retreat facilitator

* PD budget

* Barry Hall

* St. Patrick Church


plan, implement,

participate, and reflect on a

spiritual experience.

Advent 2015

Lent 2016

End of Year 2016

Principal

* Bible

* Miscellaneous

religious texts

* Audio visual

materials

* Catholic

Inspirational

literature


continue to participate in

the "Bagged Lunch" Service Project.

Ongoing

Asst.

Prin.

Teacher donated food

items


partner with the Ronald Mc

Donald House in the adopt a

meal program.

Second semester 2016

Rel Coord.

Teacher donated food

items and Ronald Mc House


plan, implement,

participate, and reflect on

additional spiritual

experiences.

2016-2019

Principal

Bible, miscellaneous

religious texts, audio visual

materials, Catholic

Inspirational literature

The faculty and staff will be

involved in an additional

service project.

2016-2019

Rel Coord.

Organizational needs

#3 Goal Statement:

The number of faith enriching experiences for

administration, faculty and staff will increase by

80% by June 2018.

Evidence:

Annual attendance logs

Florida Catholic Conference Accreditation Program CIPA ... 2015-2016.pdf · Florida Catholic...

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