SIP Survey How-to Guide An Introduction to Using the School Improvement Plan (SIP) Survey in CIMS

Transcription

1 FDOE Bureau of School Improvement SIP Survey How-to Guide An Introduction to Using the School Improvement Plan (SIP) Survey in CIMS

2 Welcome to the SIP Survey How-to Guide. The purpose of this guide is to provide step-by-step directions for creating a new School Improvement Plan (SIP) survey in CIMS and opening, navigating, and populating a survey once created. Contents Introduction... 2 Creating a SIP Survey... 2 Opening a SIP Survey... 4 Navigating a SIP Survey... 7 Completing a SIP Survey... 9 I. Current School Status... 9 II. Needs Assessment III. Problem Solving IV. Implementation Timeline V. Professional Development and VI. Technical Assistance VII. Budget Final Review Page 1

3 SIP Survey How-to Guide Introduction The Continuous Improvement Management System (CIMS) provides the tools and resources necessary to create a new School Improvement Plan (SIP) survey, and open, navigate, and populate a survey once created. This guide is designed for registered CIMS users with SIP survey editing rights, meaning Level 2 users as well as any Level 1 user who may assist in completing the survey. Follow the steps to learn about the features and functions of the SIP survey. Creating a SIP Survey To create a SIP survey, complete the following steps. 1. Go to and click Login to sign in to the CIMS platform. Once logged in, you will see the My Dashboard page. 2. To go to the Plans page, click Plans on the main menu bar. TIP: You can also access the Plans page by clicking on the All Plans hyperlink in the Your Quick Links pod. Page 2

4 3. Click the green + New Plan button at the top-right corner of the Plans page to create a new survey. NOTE: Only Level 2 users can create a new SIP. If you have the appropriate access level, you will see a green + New Plan button. After the SIP has been initially created, Level 1 users can edit the plan as well. 4. Select SIP from the Survey drop-down menu, if it is not already displayed. In most cases, the district and school name will populate automatically Click the blue Create Plan button. SIP Page 3

5 6. Once your plan is created, you will be directed to the first section and can begin. If you created a SIP survey in CIMS, any content therein will roll forward into the SIP survey. This will reduce duplication of effort by allowing you to simply keep and/or modify the information that is still reflective of the school s situation. CIMS FEATURE: A field is a very common feature used to add and edit text and numbers. To enter information, click in the field and begin typing. If a word or character limit is applied, you will see that information displayed at the bottom-right corner of the field. 7. To learn how to navigate through the survey, skip ahead to Navigating a SIP Survey. Opening a SIP Survey To access a SIP survey that has already been created, complete the following steps. 1. Go to and click Login to sign in to the CIMS platform. Page 4

6 2. Open the Plan Dashboard for the SIP survey using one of the following options. a. Click the SIP 2018 link in the Your Quick Links pod. b. Click Plans in the main menu bar, locate the SIP survey in the list, and click the teal Dashboard button. Keep in mind, you may need to change the filters at the top of the Plans page to locate the survey. If you cannot locate the survey, then it has not yet been created. Go to Creating a SIP Survey and follow the steps. TIP: You can also access the survey by clicking the SIP link in the Recently Accessed pod, if the survey was one of the last five surveys you accessed in CIMS. 3. You will then be directed to the Plan Dashboard. SIP School Name Page 5

7 4. From the Plan Dashboard you can open the survey by clicking the red Edit button in the Quick Actions Panel. NOTE: If you do not have editing rights or the plan is not in an editable state, then this button will be labeled Open rather than Edit. SIP School Name 5. The SIP survey will open to the first page of I. Current School Status, which is 1. School Mission and Vision under A. Supportive Environment. Remember, if you created a SIP survey in CIMS, the contents of that survey rolled over into the SIP survey to provide a starting point for the new SIP. TIP: You may click the teal Dashboard button in the navigation tree at any time to return to the Plan Dashboard for the survey. Page 6

8 Navigating a SIP Survey You can always tell in which survey you are working by referencing the top of the navigation tree, where the survey, district and school, and main district contact are identified. You will also notice a Read Only button at the top of the navigation tree. The Read Only button allows you to lock the survey to prevent unintended edits. You can enable or disable Read Only mode by clicking the gray or red button, respectively. As you complete the survey questions on a single page, it is good practice to save your work periodically, especially when a large amount of information is entered. To do so, click the green Save button at the top-right corner. Page 7

9 You can navigate from one page of the survey to another by using any of the following three options. By doing so, an auto-save function is triggered and your work is saved automatically. 1. The first option is using the set of blue buttons at the top-right corner of the page, labeled Prev and Next. Clicking these buttons will take you page-by-page through the survey. TIP: You can access the Problem Solving module from any page in the survey by clicking the orange Problem Solving button at the top-right corner of the page. This will open Problem Solving in a new tab. 2. The second option is using the navigation tree on the left side of the page. This is a table of contents for the entire survey. Here the user is viewing the School Mission and Vision page, which is highlighted in orange on the navigation tree. Clicking an item in the tree will either take you to that topic, or expand the tree to reveal the subtopics under that item, if any exist. For example, clicking an item under A. Supportive Environment, such as 1. School Mission and Vision, takes the user to that page of the survey. Page 8

10 3. The third option is using the Breadcrumbs at the top of the page, which allow you to move backwards through a hierarchy of survey links from where you are currently. Click anywhere along the Breadcrumb trail to return to a previous page of the selected part. CAUTION: Using any other means of navigation, including your browser s back and/or forward buttons, will NOT automatically save any changes you have made. Completing a SIP Survey Complete the following steps to populate each part of the survey. I. Current School Status All responses in this part should be drafted specifically in reference to the current situation at the school. The information captured here is intended to inform the review of data indicators for goal development in Part II and provide a foundation for identifying resources and barriers during Part III. 1. Under I. Current School Status, complete A. Supportive Environment. Page 9

11 a. Move through all three subsections (i.e., School Mission and Vision, School Environment, and Early Warning Systems (EWS)) and enter the requested information in the text and data fields (A). If the fields are prepopulated, then review the prepopulated information for correctness and modify as needed for (B). b. EWS Data: To access EWS data, log on to osi.dadeschools.net and click on EWS for SIP. Select your school from the dropdown menu and use the data to complete the chart. CIMS FEATURE: An Add Another button is provided to allow users to add another field or set of fields to capture additional information in the survey. Click the green + Add Another button, and then enter the necessary information in the field(s). Page 10

12 c. At the top-right corner of each page, you will see an orange Pending button under the This section is: heading. When you are finished editing, indicate that page is complete by clicking Complete and then clicking the green Save button. If the page is not applicable, then the status may be marked N/A instead. Once saved, the Complete status for that page will be indicated via a marker icon in the navigation tree. This marker will roll up to the header, meaning once you have marked all subsections as Complete, the section will be marked as well. NOTE: The page status serves as a visual cue for those users completing the survey. Marking a page Complete will not prevent you from editing the page. Page 11

13 2. Under I. Current School Status, complete B. Family and Community Involvement. a. Determine whether you will use the Title I Parent and Family Engagement Policy (PFEP) to satisfy question 1 and select Yes or No by using the slider. If Yes is selected, upload the PFEP for your school. To upload the PFEP, click the blue Upload PFEP Document button. A dialog box will appear reminding you to save the page before uploading a file. Click OK to proceed or Cancel to cancel and save the page first. CIMS FEATURE: A slider is a provided to allow you to select a Yes or No response to questions and validations within the survey. To change the selected answer, hold down the mouse button and slide to the left or right. You may also simply click the slider. After you select OK, an Upload File window will appear. Type in a file description (A), click Choose file button to locate the file on your local drive (B), and then click the blue Save button to upload the file to the survey (C). If No is selected, enter a response in the text field; if the field is prepopulated, then review the information for correctness and modify as needed for Page 12

14 b. Enter a response to question 2 in the text field; if the field is prepopulated, then review the information for correctness and modify as needed for c. Once you are finished editing the page, change the page status to Complete and move on to the next page. 3. Under I. Current School Status, complete C. Effective Leadership. a. Move through all three subsections (i.e., School Leadership Team, School Advisory Council, and Literacy Leadership Team) and enter the requested information in the text fields. If the fields are prepopulated, then review the information for correctness and modify as needed for i. For those subsections that require you to identify membership by using a drop-down menu, select a name and address from the menu (A) and then click the green Save button Page 13

15 Select the name and title from the drop-down menus (B). ii. To remove a member, click the red delete (i.e., trashcan) button for that listing (C). TIP: The first set of fields in a list cannot be deleted. If you need to remove the first individual listed, simply overwrite the listing with another individual s information. Then delete the duplicate entry below using the red delete button. b. Once you are finished editing each page, change the page status to Complete and move onto the next page. 4. Under I. Current School Status, complete D. Public and Collaborative Teaching. a. Enter the requested information in the text fields. If the fields are prepopulated, then review the information for correctness and modify as needed for Page 14

16 b. Once you are finished editing the page, change the page status to Complete and move onto the next page. 5. Under I. Current School Status, complete E. Ambitious Instruction and Learning. a. Move through both subsections (i.e., Instructional Programs and Strategies and Student Transition and Readiness) and enter the requested information in the text fields. If the fields are prepopulated, then review the information for correctness and modify as needed for b. Once you are finished editing each page, change the page status to Complete and move onto the next page. II. Needs Assessment- Mark NA or Complete as this section is not required III. Problem Solving Problem Solving is a stand-alone module that provides tools and resources that allow leadership teams to define goals, barriers and strategies; create action plans for implementing those strategies; and establish accompanying monitoring activities. IMPORTANT NOTE: Use of the Problem Solving module is required for completion of the SIP survey. 1. Use the Problem Solving module to capture the school s strategies for improving school performance and increasing student achievement. Page 15

17 To access Problem Solving, click the orange Problem Solving button at the top-right corner. For step-by-step instructions on using the module, review the School Problem Solving How-to Guide located in the Toolkit. TIP: Before populating District Problem Solving, you can complete much of your work offline using the CIMS Offline Worksheet Problem Solving located in the Toolkit under Problem Solving. 2. Return to III. Problem Solving of the SIP survey and complete A. Action Plan Details. a. Review any prepopulated information under A. Action Plan Details (A). For each activity (i.e., strategy) captured in the Problem Solving module, a blue hyperlink will appear in this section. Page 16

18 Click the link to expand the field and view related components (i.e., goal, barrier, action steps, and monitoring activities); click it again to collapse the field (B). b. To modify A. Action Plan Details, click the orange Problem Solving button at the top-right corner to start the process. This will open Problem Solving in a new browser tab, which will allow you to toggle easily between the SIP survey and Problem Solving. TIME SAVER: When viewing the Plan Dashboard, you can quickly access the Problem Solving module by clicking the purple Problem Solving button in the Quick Actions Panel. Page 17

19 c. Once you are finished working in the Problem Solving module, return to III. Problem Solving and review A. Action Plan Details for correctness. d. When you are finished reviewing the page contents, change the page status to Complete and move on to the next page. 3. Under III. Problem Solving, complete B. Essential Conditions. a. Review the information presented in the table. This page populates automatically with the source code (e.g., G1.B2.S1) for strategies identified and the essential condition tags applied to those strategies in Step 4 of Problem Solving. This provides a visual organizer for schools that will focus on strengthening specific conditions during the coming school year. Page 18

20 b. To modify the information appearing in B. Essential Conditions, click the blue source code in the Source column to go directly to the strategy in Problem Solving. You will see the essential condition tags beneath each strategy; if selected, a tag will appear purple (A). After modifying the tags for a strategy, be sure to click the green Save button at the top-right corner (B). c. Once you are finished working in the Problem Solving module, return to III. Problem Solving and review B. Essential Conditions for correctness. Page 19

21 d. When you are finished reviewing the page contents, change the page status to Complete and move on to the next page. IV. Implementation Timeline 1. Move through IV. Implementation Timeline and review the prepopulated information for correctness. This part is populated automatically with a timeline of action steps and monitoring activities for strategies captured in the Problem Solving module. 2. If revisions are necessary, they must be made at the source, meaning the section of Problem Solving where the information was entered. Click the blue source code (e.g., G2.B1.S1.A1) in the Source column to go directly to the action step or monitoring activity in the Problem Solving module. Page 20

22 3. When you are finished editing Problem Solving, return to IV. Implementation Timeline and review for correctness. 4. When you are finished reviewing the page contents, change the page status to Complete and move on to the next page. V. Professional Development and VI. Technical Assistance 1. Move through Part V and Part VI (i.e., Professional Development and Technical Assistance) and review the prepopulated information for correctness (A). The pages are populated automatically with any action step marked as PD Opportunity or TA Opportunity, respectively, in Problem Solving. Page 21

23 Click the blue hyperlink to view additional details (B); click it again to collapse the field (C). If revisions are necessary, they must be made at the source, meaning the appropriate section of the Problem Solving module. When the details are expanded for the action step, click the blue Jump to Step button to go directly to the action plan in Problem Solving. Page 22

24 2. When you are finished editing Problem Solving and reviewing the prepopulated information in Part V or Part VI, change the page status to Complete and move on to the next page. If no action steps are marked PD Opportunity or TA Opportunity, then the corresponding part will be blank. Change the page status to N/A, rather than Complete, and move on to the next page. VII. Budget All budget management functions are performed on the Budget page for the survey. Follow the steps below to learn how to access the SIP 2017 Budget page and, if desired, add budget lines. Understanding and Navigating the Budget Page 1. Once you are in the SIP survey, click IV. Budget in the navigation tree. 2. Then click the blue Manage Budget button. Page 23

25 3. You will see the following two tabs on the SIP 2018 Budget page. Click each one to view its contents. a. Summary/Reports: This tab displays the total budget for each SIP goal based on the budget lines entered for the plan in the Problem Solving tab. Additionally, the tab automatically generates two downloadable CSV files populated with all budget lines entered for the plan. Click the black Budget CSV Download button to download the budget organized by amount, from highest to lowest (A); click the black Budget by Goal CSV Download button to download the budget organized by SIP goal (B). b. Problem Solving: This tab allows you to add budget lines directly tied to strategies proposed to reduce barriers to the strategic goal(s) identified in Problem Solving. i. The tab is organized by action steps for strategies identified in Problem Solving. For each action step, you see the source code (e.g., G1.B5.S1.A3 = Goal 1, Barrier 5, Strategy 1, Action Step 3) and gray Quick Key (e.g., S205434) displayed as well as the description of the action. ii. Click the blue hyperlink to expand the budget fields and add budget lines for that particular action step. Page 24

26 iii. To return directly to a specific action plan for a strategy in the Problem Solving module, click the black Jump to Action Step button for one of the corresponding action steps. TIP: Within the Problem Solving module, you can click the SIP Budget button in any action step to go directly to the Problem Solving tab of the SIP 2018 Budget page. TIME SAVER: The green Budget button on the Plan Dashboard will take you directly to the Budget page for the survey. Page 25

27 Modifying Budget Lines Follow the steps to learn how to add, modify, and delete budget lines in the Problem Solving tab of the SIP 2018 Budget page. TIME SAVER: For quick reference, the budget lines will subtotal by activity. Additionally, a running total of all budget lines entered in the tab is displayed next to the tab name. NOTE: When budget lines are entered, you must refresh the Budget page in order for the budget totals to update and reflect the changes. To modify budget lines, click the desired action step under the Problem Solving tab (A). Then click the blue Edit Budgets button (B). If no budget lines have been added yet for the action step, then you will see a green + Add Budget Line button instead. Page 26

28 2. For each budget item, if desired, enter the Function code (A), Object code (B), Funding Source (C), FTE (when applicable) (D), budget line amount (in the field) (E), and Notes (F). The Budget Focus will default to your school name. 3. To copy or delete a budget item, click the teal copy button or red delete (i.e., trashcan) button, respectively, to the right of that item. Page 27

29 4. Click the green + button as many times as necessary to add all relevant budget lines for the action step. 5. When you are finished editing the budget line(s) for an action step, click the green Save Changes button. If you do not desire to save the changes you have made, click the red Cancel Changes button instead. 6. To repeat the process, click another blue hyperlink to expand the budget fields and add budget lines for that particular action step. Page 28

30 7. When you are finished editing the Budget page, return to VII. Budget of the SIP survey and change the page status to Complete. Final Review Before you submit it for feedback and approval, review the entire SIP survey for completion. You should check the navigation tree to ensure there is a green checkmark displayed for each part, which indicates you have marked all pages Complete within that part. To learn how to submit the SIP survey, review the SIP Publication How-to Guide located in Toolkit. Page 29