Educational Programs and Services Board Committee Meeting December 5, Minutes

Transcription

1 Educational Programs and Services Board Committee Meeting December 5, 2013 Minutes Committee Members: Marc Whichard, Jill Camnitz, Benjie Forrest, Christine Waters, Mary Williams Present: Jill Camnitz, Mildred Council, Benjie Forrest, Robert Moore, Barbara Owens, Christine Waters, Marc Whichard, Mary Williams Staff Members Present: Cheryl Olmsted, Lisa Tate The EPS Board Committee meeting was held at Falkland Elementary School immediately following the 5:00 PM dedication of the renovated Media Center. Mr. Whichard declared a quorum present and called the meeting to order. He asked for a motion to approve the October minutes. Motion to approve the October minutes was made by Mr. Forrest with a second by Ms. Camnitz. Minutes were approved with a unanimous vote. Ms. Olmsted said that her purpose in presenting tonight s topics is to give the Board a brief overview on a couple of new programs in our schools, and provide them with information that will help prepare them for questions they may receive from parents. On Monday, December 9 th, letters will be sent to parents notifying them that the Parent Portal within PowerSchool will open. Parents can go to the Pitt County School website and download the form that must be completed in order to obtain access to their child s grades and attendance within PowerSchool. After returning the form to school, parents will be able to download a Parent Portal app for their phone. Parent Portal gives parents the opportunity to see their child s grades and attendance in live time. SchoolNet (What s inside HOMEBASE; upcoming issues) Ms. Tate showed the Board members how a parent, with their username and password, can access their child s information within Parent Portal. Ms. Tate explained that Parent Portal and Student Portal are one in the same. Ms. Waters commented that the Progress Report from W.H. Robinson looked very similar to what Ms. Tate was showing on the SmartBoard. Ms. Tate advised that the Progress Report is printed directly from Power School. She pointed out that the grade book lists quarters, not marking periods. Absences and tardies are listed. Ms. Tate walked through a step by step demonstration of what information parents can access on Parent Portal and how to do so. Ms. Tate advised that, through SchoolNet, we began administering the first benchmarks of the school year. However, we encountered technical difficulties on PowerSchool s side and not all schools were able to conduct or complete benchmarking through SchoolNet. We had to shut down the benchmarking process while Pearson worked to fix the problems we experienced. We are hopeful that our district will be able to administer the 2 nd benchmarking in SchoolNet. Mr. Whichard asked if a policy has been developed which will address how often grade books are updated. Ms. Olmsted advised that we already have a policy in place which speaks to what is

2 expected of teachers regarding the number of grades per marking period and such. Mr. Whichard if there is a set time for schools to take attendance each day. Ms. Olmsted replied that those decisions are site based and can vary by grade level and departments. She has instructed principals to develop reporting guidelines that work for their schools and to ensure there is consistency within those guidelines. Mr. Whichard expressed his concern that attendance could be an issue on Parent Portal. For instance, if a student has a history of skipping school, their parents could check their attendance each period of the day. Then if their child is marked absent for a period, they would call the school to inquire about the absence. Ms. Olmsted advised that at the high school level, attendance is entered each period. Principals have discussed the possibilities and are prepared for them. Ms. Olmsted said that her main goal this year is to make notes of concerns and problems. She asked Board members to refer parent phone calls back to the principals so they can figure out how to manage this program. If additional guidelines and policies are needed, it can be addressed at a later time. Teachers have been working in PLCs for a while and should be consistent within their grade assignment. Inevitably, there will be a situation where one grade level teacher is not giving as many assignments as the others. This happens now, but it will be more visible with Parent Portal. Ms. Tate assured the Board members that principals and teachers have been having these types of discussions within their PLCs and schools this year. Ms. Olmsted explained that Ms. Tate and Ms. Shannon Wainright worked for weeks to create the grades 3-8 district benchmark tests. As we began rolling them out, SchoolNet quit working, which is why some of our students took the first benchmark tests and some did not. Pearson shut down SchoolNet until they could work through the technical glitches. Pearson attributes the problem to the size of our district and the volume of students taking the test simultaneously. They have assured us that this problem has been corrected and we will be able to conduct the 2 nd benchmarks in SchoolNet. Ms. Tate demonstrated how a student logs onto SchoolNet to take a test. When they do so, it automatically opens up the grade book portion and allows them to see grades and attendance. This is what parents will see when they log on. Ms. Tate said that after a student completes a test in SchoolNet, it is immediately scored and the test results are visible. Mr. Forrest asked if all test questions are A, B, C, D answers. Ms. Tate replied affirmatively. Ms. Olmsted explained we are doubling our bandwidth by February 2014 to prepare us for the move to total online testing. On December 20 th, our high schools will conduct a test run to see if we have sufficient bandwidth for the maximum number of high school students to test simultaneously. High school students will log on to the test site and take a tutorial. During that time, our technology engineers will cut internet usage to our elementary and middle schools. Mr. Forrest asked how we would score tests if we must revert to administering paper and pencil tests. Ms. Olmsted advised that we would scan them as we ve done in the past. Mr. Moore asked if there is an expected score for students for the mid-year benchmarks. Ms. Olmsted explained that benchmarks are mainly used to drive teacher instruction. It shows us what students know and what they don t know, and helps teachers determine which standards need further instruction. Ms. Council asked if it is a reflection on the teacher if their students

3 don t perform well on the benchmarks. Ms. Olmsted advised that there are numerous factors that have to be taken into consideration. Tests scores are a component of what principals look at when taking steps that drive their instruction. Sometimes students don t take benchmark testing seriously. Mr. Forrest asked if there are time limitations on the benchmark tests. Ms. Olmsted said although they are no time limits, we can tell how long the student spent on the test. Ms. Council asked what the community can do to offer assistance to students. Ms. Olmsted said outside tutoring is always helpful. Mr. Moore asked if PowerSchool will show a summation of various groups, such as grade level in math, etc. Ms. Olmsted said the teacher will receive a class summary, the principal will receive a school summary, and we will receive a district summary. As she understands it, we will be able to break this down by school, grade level and teacher. Mr. Forrest asked if the online tests are tied to curriculum guides, and if teachers have access to an unsecured test item bank. Ms. Olmsted explained that in SchoolNet there are three levels of test item banks: there is the state level which is secure only for the state, there is a district level item bank which is used to create district benchmarks, and then there is the classroom level item bank which teachers can use to create tests for their students. Ms. Camnitz shared her concern that some parents may not have access to the Parent Portal because they don t have computers at home. Ms. Olmsted advised that schools have printed copies of the form parents must complete in order to be granted access to their child s records. Some principals are making school computers available to the parents. Once they active their initial login identification on Parent Portal, they can then download the app for their phone. On Monday, December 9 th, letters about Parent Portal will be sent home. Schools are adding further information about assisting parents with their identification and logins. North Pitt High School has set up a night to invite parents to the school s computer lab, and staff will walk them through the initial set up. Ms. Camnitz asked if there is a way to check, a couple of months down the road, to see which parents have not completed this login process. Ms. Olmsted is unsure if there is a way to track this component. Mr. Whichard addressed Ms. Camnitz s concern that some parents don t have access to a computer. He advised that Parent Portal is a supplement to the paper progress reports and report cards that will still be sent home with the students. Ms. Williams added that an AlertNow call is also going out to all parents in the district. Ms. Council commented that if Parent Portal can be accessed on any computer with internet access, we can remind parents that Sheppard Memorial Library has computers for public use. Ms. Olmsted agreed this is a good idea and she will ask Brock Letchworth to considering including this information in the AlertNow call. Mr. Whichard asked if there were any additional questions. There being none, we moved on the next agenda item. Read to Achieve Ms. Tate shared two handouts regarding Read to Achieve. Ms. Olmsted mentioned that, at a past EPS Board Committee meeting, she shared a flow chart that outlined the components we are required by law to carry out. Tonight, she has asked Ms. Tate to share with the Board members our plans for roll out and implementation in our district. She anticipates Board members will receive calls about the Read to Achieve requirements because it can be extremely demanding on our third grade teachers, as well as our third grade students. Ms. Tate referred to the brochure she created for parents which contains crucial information to help parents understand how Read to Achieve will affect their child. She outlined the three components we are preparing to roll out. We are already doing the first two components: benchmarking and progress monitoring in

4 mclass Reading 3D, and Personal Education Plans (PEP). Ms. Tate said that Pitt County is really ahead of most counties with regards to benchmarking and Reading 3D. Component #3 is Portfolio Passages. As a district, we have decided to do portfolios for all third grade students, not just those who are at-risk. If a student fails the third grade EOG, they can take a Read to Achieve test. If the student passes the Read to Achieve test, they will be promoted to fourth grade. If the student fails the Read to Achieve test, the portfolio will be reviewed. If the portfolio is complete, the student will be promoted to fourth grade. If the student has not completed the portfolio, a summer reading camp will be offered to the student. If the parent chooses not to send their child to camp, the student will be retained in third grade. If the child goes to camp, they will continue to work on their portfolio. If they finish it, they will be promoted to fourth grade. The main objective is to improve the child s reading and reading comprehension. Ms. Tate explained that the camp must last 6-8 weeks; include 4 or 5 days per week, and at least 3 hours of instruction per day. Mr. Forrest asked if the state is furnishing additional funds to run the summer reading camps. Ms. Olmsted advised the state has indicated they will supply about $1000 per child. However, this will not cover all expenses because we must provide transportation for the students as well. Ms. Williams asked if we could use any of the Summer of Significance curriculum that has already been established. Ms. Olmsted replied that some of the character education components may be utilized in addition to the portfolio work. Ms. Tate advised there are 10 passages for each of the twelve standards. A student must demonstrate mastery in 3 of the 10 passages for each of the twelve standards. Mr. Whichard shared his concern that the state is implementing a new program mid-way through the year. Mr. Forrest asked if DPI mandates that we hold the summer reading camp. Ms. Olmsted advised that the General Assembly passed the law in July Ms. Waters asked if a child can exit the summer reading program when they complete their portfolio, or must they complete the entire six to eight weeks. Ms. Olmsted replied that they can exit when they successfully complete their portfolio. Ms. Olmsted showed the Board members how a student can potentially complete their portfolio by the beginning of April, if they master three passages per week. After completing their portfolio, the student would be placed in enrichment activities while other students receive remediation to help complete their portfolio. Ms. Olmsted stated our main concern is to keep this program instructionally sound and not make the students feel overwhelmed with assessments. She also pointed out the Good Cause Exceptions, which refers to LEP students, those with IEPs, those who demonstrate proficiency on the Read to Achieve test, and students who have previously been retained. Ms. Tate has scheduled a training for third grade teachers on December 13 th so they will be well prepared for the implementation in January. Mr. Whichard had to leave early and asked Mr. Forrest to close the meeting for him. Mr. Forrest asked if there were any questions. Ms. Waters mentioned that our next EPS Board Committee meeting falls on January 2 nd. Mr. Forrest asked Ms. Olmsted to get with Mr. Whichard to secure an alternate date for our January meeting. Ms. Olmsted responded that she will make arrangements and will notify Board members.

5 Mr. Forrest asked if there were any additional questions or discussion. There being none, Ms. Camnitz moved that we adjourn with a second by Ms. Waters. All were in favor, and the meeting was adjourned. Respectfully Submitted, Cheryl Olmsted