Administrative+Meeting+Dec.+7,+2011


 * Human Resources**
 * December 8, 2011**
 * AGENDA:**
 * I. Beginning Teachers' Support Program**
 * Mentor Monthly Contact Logs
 * Emails are sent monthly regarding the collection of documentation
 * Principals' responsibility for monitoring mentor/mentee contact
 * Mentor/Mentee Assignments
 * Mentor Checklists
 * Timeline/Schedule
 * Mentors' One Day Training on November 19, 2011
 * Peer Observations must be assigned and monitored by principals
 * Entry in McRel is required for the observations
 * Forms for data collection was shared
 * Attendees: Jackson, Pittman, Turnage, Wiggins, Eason, Perry
 * Resources
 * Region 1 Support
 * [|NE Collaborative Support]
 * Dec. 14, 2011 Meeting at 11:00 a.m. with Nafeesha Irby about support, goals, and expectations for TFAs (Dr. Taylor, Mr. Wyche, Gary---principals?)


 * II. Teacher Evaluation Monitoring**
 * Recommendations based on monitoring
 * McRel should show that the process was "completed" not in progress
 * Ratings should be supported by evidence presented in raw data from the observation
 * A focus during the observations/walk-throughs should reflect school and individual teacher goals
 * WES: 1a, 4b, 4e, 4h
 * WMS: 2a, 2b, 4a, 4b
 * RVEC: 3a, 4a
 * WSHS: 3a, 3b, 3d, 4b, 4c, 4h
 * Conversations should be held with those observing to discuss the focus for the observations
 * Specifically, what you're looking for
 * What you actually saw
 * Effective strategies given during feedback
 * What to look for during follow-up visits
 * Feedback should be targeted with specific actions that are expected during the follow-ups
 * Feedback should be REFLECTIVE with the guided questions provided by the instructional team
 * All visits should be documented and feedback given
 * Principals should adhere to the individual recommendations made during the monitoring visits
 * **Monitored Plans**
 * Plans should be followed and monitored
 * Classroom visits should be frequent with weekly feedback and conversations with the reflections as described
 * The status of the progress should be reflective of the visits
 * Classroom visits should be conducted by multiple observers
 * The teacher's behavior should be consistent
 * Documentation must be in writing
 * __//Must have 1 additonal observation (in McRel also) during the third round//__
 * **Teacher Evaluation Schedule**
 * Second Round should be conducted and completed in McRel by Dec. 16, 2011
 * Reports for Monitoring will be ran by January 6, 2012
 * Third Round completed by February 17, 2012 and monitored by February 24, 2012
 * Teachers on monitored plans must have 1 additional observation (in McRel also)
 * Fourth Round completed by March 23, 2012 and monitored by April 2, 2012
 * Mid-year PDP reviews should be conducted between Jan. 3, 2012 and February 17, 2012
 * III. Professional Leave Form Process**
 * CURRENT PROCESS:
 * Must be submitted 10 days prior to the session
 * The fees, travel, substitute, and meals information must be included
 * Principals and administrators must sign and date
 * Complete in SEA System on the homepage and print the proposal
 * Attach any reservation and registration information
 * SEA System Status
 * The program is operational
 * Passwords have been assigned to principals and program coordinators
 * Path = teachers send to principals; principals to program coordinators and Mr. Wyche simultaneously (Mr. Wyche has 4-day refusal time---if he does not "disapprove" the proposal then it is automatically approved; program coordinators back to principals and teachers showing status of approval
 * The comment section will be used to state reservation and registration details and to write the budget code (as given by the principal/supervisor)
 * Program Coordinators:
 * EC, Pre-K: Debreaux
 * Title I: Alston
 * CTE, Title II, New Schools Project
 * Dr. Bracy is listed as the "principal" for Central Office staff.
 * Bookkeepers will recieve emails along with the principals about the proposals
 * Administrative assistants will receive emails along with the program coordinators and Mr. Wyche
 * Mrs. Vincent will receive an email with the final approved proposal and forward the email to accounts payable and payroll
 * Accounts payable and payroll should keep the proposals in a folder on the desktop or a flash
 * One step must be completed by the company before we can fully implement. It is scheduled to done within the next week or so
 * //Training Dates for the administrators and staff must be scheduled asap//


 * IV. Comp Time / Time Sheet Accuracy and Monitoring**
 * Procedures must be followed
 * Comp time must be approved by the principal/supervisor __//and// //HR//__ before the employee works
 * Before allowing employees to work comp time, make sure that it is necessary. If someone is working extra time on a regular basis, then the principal or supervisor need to take a look at assignments, duties, schedules and perhaps work ethics to determine a strategy to best handle the situation
 * If procedures are not followed, the comp time will not be honored
 * Bookkeepers have all necessary forms and have been trained on the process
 * Information was sent out in September on the new forms, placed on the finance calendar since September, and presented on Nov.8th at the administrative meeting
 * [[file:Individual Comp Time Record.rtf]]
 * [[file:Pre Comp Time Approval.rtf]]
 * Time Sheets should be submitted monthly by the deadlines given and principals and supervisors are responsible for accuracy (be sure to look at what you are signing)


 * V. Hiring Process**
 * The on-line application process has been implemented
 * Passwords and usernames have been established for principals to go into HRMS to review applications on-line
 * Resumes will not be accepted without a completed on-line application
 * The HR department has its own email address


 * VI. Crisis Management Plans**
 * Includes: Goals and Objectives, Emergencies related to intruders, fire alarm, bomb threat (checklist), health concerns/first responders (roles and responsibilities), tornado/hurricane, bus driver safety, nuclear disaster, procedures for delayed school openings
 * Student and Staff data
 * Monthly Updates when doing fire drill reports
 * Documentation of Practice Drills held
 * Monitoring Visits
 * BLACK BOX:
 * Recommendations: Include hard copies of student and staff data with emergency contact information (including phone numbers)
 * Place crackers or other food items in black box in case of diabetics or other health concerns (keep them fresh with replacements)
 * Flashdrives should include all documents that are in the black box (can copy in PDF files)
 * Data managers should update student and staff emergency contact information monthly placing it on flashdrives for 3 contact people when they approve their PMRs (principals decide who receives the flashdrives