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Leading Effective Data Meetings
Through Collaborative TeamsKathryn CathermanNancy LindahlKalamazoo RESA
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Reflections• Goal: Improve Reading Outcomes for all students• Objective: SMARTThe reading achievement gap between minority and non-minority students
will decrease by 20% as measured from 2010-2011 on the MEAP (reword.)• Include more formative assessment just not DIBELS.• Make sure participants understand that they are writing an action plan for
the day’s work i.e., teaching meeting mechanics to staff, monitoring that, sharing SIP with staff, teaching what data should be used at each type of meeting etc.
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Setting Group Norms
• To make this day the best possible, we would appreciate your assistance and participation– Please allow others to listen
• Please turn off cell phones and pagers• Please limit sidebar conversations• Please do not use email
– Share “air time” – Active participation – Take care of your own needs– Attend to the “Come back together” signal
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Credits
• Learning by Doing Richard DeFour
• Center for Performance Assessment: Doug Reeves
• Success Line Inc: Deborah Wahlstrom
• Portage Public Schools: Haverhill Elementary
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Today’s Agenda
• Why collaborate• Keeping your focus with School Improvement• Meeting Mechanics• Types of Effective Data Meetings• Action Planning
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Frequency of Collaboration and Closing the Gap
0
10
20
30
40
50
60
A few times ayear
A few times amonth
A few times aweek
Gap closers
Non-Gap closers
Center for Performance Assessment-2006
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Two examples of effective data meetings
APOLLO 13
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Discussion PointsClip #1
• What did you notice about the culture that allowed for all viewpoints to be adequately heard?
• What did you notice about the leadership?
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Discussion PointsClip #2
• What did this scenario say about focus and the use of resources to accomplish a tough task?
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Purpose of the PLC
“Members of a professional learning
community recognize they cannot accomplish their fundamental purpose of high levels of learning for all students unless they work together collaboratively. The collaborative team is the fundamental building block of a PLC.”
DuFour, DuFour, Eaker, & Many, 2006
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Climate of a Collaborative Team
• Celebrative• Action-oriented• Risk-taking• Accountable• Supportive (data is not used to punish)• Focused on mission
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Keeping your Focus
Use your School Improvement PlanTo Create Focus
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One Common Voice – One Plan
Michigan Continuous School ImprovementStages and Steps
Implement Plan Monitor PlanEvaluate Plan
Develop Action Plan
Getting ReadyCollect School DataBuild School Profile
StudentAchievement
Analyze DataSet Goals
Set Measurable ObjectivesResearch Best Practice
Do Study
Plan
Gather
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Expectations of a Collaborative Team
• Norms – Agreements and commitments• Roles and Responsibilities – How to organize• Agenda – Always written• Data – Use for decision-making • Objectives – Be SMART• Action Plan – written, reviewed, and revisited
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Meeting Norm
Norms are not intended to serve as rules but rather as commitments –
public agreements shared among the members.
s
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Establishing Norms
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Tips for Establishing Norms
• Create own• State as commitments• Review frequently• Evaluate semi-annually• Focus on a few• Address violations• Establish a Parking Lot
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An Example
• Begin and End on Time (9:00 – 9:45)• Limit Sidebar Conversations• Stay focused on the critical questions• Leave other work outside of the meeting
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Roles and Responsibilities
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Examples of Roles/Responsibilities
• Moderator/Facilitator – facilitates meeting content and–flow according to agenda
• Norms monitor ensures adherence to the agreed upon meeting commitments
• Time keeper – keeps meeting moving toward agenda
• Data keeper – organized individual who makes sure the appropriate data is available
• Scribe/Recorder – takes notes during the meeting especially regarding action plan
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Your Turn
• Within your team, assign the following roles:• Moderator/Facilitator – facilitates meeting content and–flow
according to agenda• Norms monitor ensures adherence to the agreed upon meeting
commitments• Time keeper – keeps meeting moving toward agenda• Data keeper – organized individual who makes sure the
appropriate data is available• Scribe/Recorder – takes notes during the meeting especially
regarding action plan
• Finally, establish your norms and write them on the provided tent
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The Agenda
Distribute written agenda before the meeting.
Include norms as part of the agenda.
Include roles & responsibilities.
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HaverhillLeadership Team Meeting
Tuesday, December 14th, 2010 4:00Norms:
• Begin and End on Time• Limit Sidebar Conversations• Focus on Critical Questions• Maintain Confidentiality
Outcomes for today’s meeting:• Look at literacy needs for our building• Schedule/organize how we will be re-teaching our behavior expectations• Discuss building behavior needs/interventions• We will discuss the Buzz Bash
Roles and Responsibilities:• Facilitator-Jen/Tajia• Norms Monitor-Cindy• Time Keeper-Erin• Scribe-Dawn• Data Keeper-Jena and Susan K.• Attendance Keeper: Susan L.
Agenda:• Reminder of Group Norms - 1 minute• Go over action plan from November meeting-5 minutes• Review Literacy Data – 20 minutes• Histograms• Professional Development needs• Review SWIS data -10 minutes• Discuss building behavior needs/interventions – 10 minutes• Discuss Buzz Bash – 14 minutes
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Essential Elements of Action Plans
• Identify/review the SMART objective (how much, how well, & by when)
• What strategy will be used to achieve the objective?• What steps do we need to take to implement the
strategy? How will we carry out the steps, i.e., – Who will be responsible for the action items?– What is the timeline for completing the action item?– What resources are necessary?– What will be our “results indicators”?
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WHAT do we need to do? HOW will we do it? WHO is responsible?
By WHEN?
What RESOURCES do we need?
Provide parents with information on reading progress
Print off progress monitoring graphs and gather classroom unit tests.
JennyTeachers
Week of 4/20
Paper
Paraprofessional expectations will be created
Several different sources will be compiled to create the “checklist”
Jenny with teacher feedback
Before the end of the year
Various checklists
Re-evaluate the use of interventions
Using a 4 Square Sort student need will be determined. Need will be matched with interventions program. Additional pts addressed; pacing, progress monitoring. Specifically RMI and II and REWARDS.
MichaelJennyTeacher
After DIBELS testing in the spring in prep-aration for fall
DIBELS sort worksheet
Improve application of silent “e” rule
Instruction through small group using word lists and application
JaneTeachers
4/20 Word listsDecodable Text
ACTION PLAN
Grade: 3 Date: 4/10/09Faculty Present: Jean, Michael, Jenny, Andre, Sally, Kelly, Karen
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WHAT do we need to do? HOW will we do it? WHO is responsible?
By WHEN?
What RESOURCES do we need?
Gather trade book sets for upper end readers.
Look at East. June 3/9
Start RN with strategic readers in Carl’s room. Students would also remain in RM.
Gather materials and complete placement test. Figure a possible change to Paul’s schedule. Also look at Carla’s schedule.
June 2/23Completed
Materials
Discuss the possibility of holding 2 half day GLM meeting instead of 1 full day.
Kathryn and Mike will look at the school schedule
KateMichael
3/6Completed
Houghton Mifflin training-more in-depth, differentiated
Choice PD time. Michael will email Sophie about this.
Michael Schedulefor January
PD money to pay for H/M rep (if necessary)
Carlto observe in Stephanie’s room for ½ day.
Michael will get a sub teachers . Carl and Stephanie will let Michael know date
MichaelStephanieCarl
3/6 Money for sub
ACTION PLANGrade : 2nd Date : 2/20/09 Faculty Present: Sharron, Stephanie, June, Michael, Kate, Carl
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Activity to implement
the strategy
Staff responsible to
implement
Timeline
Begin End
Resources neededAmount Source
Monitoring Activities
Evidence of
Success
One Common Voice – One Plan Step 9: Implement
Plan in Sufficient Detail
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Using Data to Make Decisions
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Four Critical Questions
• What is it we want our students to learn?• How will we know if each student has learned
it?• What will we do when some students do not
learn it?• How can we extend and enrich the learning
for students who have demonstrated proficiency?
DuFour, DuFour, Eaker, & Many, 2006
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Four Critical Questions
• What is it we want our students to learn?
DuFour, DuFour, Eaker, & Many, 2006
STOP
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• Identify a local issue.• Conduct primary research.• Gather data.• Analyze data (convert
numerical data to statistical information including means, trends, correlations).
• Create graphs, charts, and maps.
• Create software that includes a community digital database.
• Present a position via a PowerPoint, Website, or multi-media presentation.
• Makes a list of possible issues and chooses one to study.
• Identifies different points of view for the issue.
• States reasons for different points of view.
• Makes a list of research questions. Writes an appropriate number of questions to thoroughly conduct the research.
• Uses a variety of resources to gather information.
• Chooses resources that will help answer the question.
• Evaluates sources for the quality of their information.
• Takes good research notes, identifying directly copied materials and recording the source.
• Gathers enough information to answer the questions or solve the problems.
UNPACKED
UNPACKED21ST Century Skill Example
These become objectives.
These become enabling objectives.
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Deborah Wahlstrom ♦ Unpacking Standards ♦ Page 33
Unpacking the Standard Essential Questions
or Learning Targets
INSTRUCTIONAL STRATEGIES,
ACTIVITIES, andINTERVENTIONS
CLASSROOMASSESSMENT STRATEGIES
State Standard(s) Words to Know
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Deborah Wahlstrom ♦ Unpacking Standards ♦ Page 34
Analyzing Data
Unpacking the Standard Essential Questions
(Critical Question)or
Learning Targets
INSTRUCTIONAL STRATEGIES,
ACTIVITIES, andINTERVENTIONS
CLASSROOMASSESSMENT STRATEGIES
State Standard(s) Words to Know
D.AN.07.03
Calculate and interpret relative frequencies and cumulative frequencies for given data sets.
CONTENT WORDSaccuratebar graphcumulative frequencydata setDistributionerrorfrequencyfrequency tablehistogramline plotpie chartrelative frequencystem-and-leaf plottally
ACADEMIC WORDSas manycalculatedatadisplaysgreater thanhow manyinterpretshows
D.AN.07.03.00Organize and explain frequencies.
Performance Assessment: Students collect, organize, and interpret data.
Multiple Choice: 12 questions (3 from each enabling objective)
D.AN.07.03.01Organize data with tools such as charts, tallies, bar graphs, and line plots.
• Comparison Matrix: Ways to Represent Data
• Word Sort – Ways to Represent Data• Activity: Going Nuts• Activity: Ways We’re Different
Formative: Students construct different graphical tools for data.
charts
tallies
bar graphs
line plots
D.AN.07.03.02Interpret the distribution of numbers in a chart or graph.
• Analysis Questions for each graph that is used.
• Activity: Ways We’re Different
Formative: Students answer questions related to the graphic. Have students write a summary of the data.
D.AN.07.03.03Check the accuracy of data in a frequency distribution.
• Comparing Data Sets (e.g., tallies to graphs)
Formative: Students match tallies with their graphs. (Have students also explain why something matches or doesn’t.)
D.AN.07.03.04Calculate cumulative frequency.
• Activity: Ways We’re Different Formative: Students compute the cumulative frequency from a variety of graphs and data sets.
D.AN.07.03.05Calculate relative frequency.
• Activity: Ways We’re Different Formative: Students compute the relative frequency from a variety of graphs and data sets.
General Success Strategies
• Success Sequence
• Analysis Questions
• Vocabulary – Frayer’s Model
• Here’s How I Do It (modeling)
• Explain Your Thinking (Tell me how
you do it)
• Manipulatives
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Your Turn
• Using the Unpacking Standards Form by Deborah Wahlstrom of Success Inc:
Know and use various text features (e.g., captions, bold print, subheadings, glossaries, indexes, electronic menus, icons) to locate key facts or information in a text efficiently. (RI.2.5)
Compare and contrast two or more characters, settings or events in a story or drama, drawing on specific details in the text (e.g. how character interact.)(RL.5.3)
• With your team, unpack the standard
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Types of Assessment Use
Formative (for learning) • Multiple Choice• Short Answer• Exit Slips• Quick writes• Benchmark• Progress Monitoring
Summative (of learning) • MEAP• IOWA• Chapter tests• Benchmark
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Summative Assessment
• Purpose: to determine level of proficiency in relation to norm or criterion
• When: Typically administered annually or at end of an instructional unit. Can be administered pre/post to assess overall growth.
• Who: All students
• Relation to instruction: Provides index of overall efficacy not intended to provide timely instructional information
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Screening Assessment• Purpose: To determine children who are likely to
require additional instructional support (predictive validity)
• When: Early in the academic year or when new students enter school
• Who: All students
• Relation to Instruction: Most valuable when used to identify children who may need further assessment or additional instructional support.
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Progress Monitoring Assessment
• Purpose: Frequent, timely measures to determine whether current instruction is meeting student’s needs to close the gap
• When: one to four times per month• Who: Students who are receiving targeted or
specific instruction to close a learning gap• Relation to Instruction: Indicates student’s rate
of progress and adequacy of instruction
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Four Critical Questions
• What is it we want our students to learn?• How will we know if each student has learned
it?• What will we do when some students
do not learn it?• How can we extend and enrich the learning
for students who have demonstrated proficiency?
DuFour, DuFour, Eaker, & Many, 2006
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42:
Effective Data Meetings in an RtI Framework
Continuum of Supports
Benchmark Meetings •Instruction:• Students in Whole Class
and Differentiated Instruction
•Data• Core Program
Assessments• Formative assessments • Screening measures• Classroom Observations
Progress Monitoring Meetings• Instruction• Students in Small Group
Instruction and Supplemental Intervention Programs
•Data• Supplemental program
assessments• CBM Progress monitoring
probes• Frequent targeted formative
assessments
Student Study Team Meetings•Instruction• Student s in 3:1 or smaller Group
Instruction and Intensive Intervention Programs
•Data• Diagnostic assessments• Progress monitoring of specific skills
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Your Turn
• Using the previous slide as an example, create your school’s Pyramid for all the different data meetings that you currently use at each tier
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Data Interpretation at the School Level
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Box PlotsWhat Decisions?
Have we increased the percent of students at benchmark since the previous assessment
period? What is the range of skill level across the grade and over time?
Who?School Improvement Team and Grade level
teachers.How often?
Three times per year
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Box Plots(with whiskers)
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Box Plot(with whiskers)
Median Score 50th percentile (The score of the middle student.)
80th percentile (80% of thestudents scored above thisscore.)
20th percentile (20% of the students scored below this score)
95th %ile
5th %ile
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Box Plot(with whiskers)
Median Score 50th percentile (The score of the middle student.)
80th percentile (80% of thestudents scored above thisscore.)
20th percentile (20% of the students scored below this score)
95th %ile
5th %ile
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Example
126102
63
31
15
5% of the studentsscored above 126
20% of the studentsscored above 102
50% of the students scored above 63
50% of the studentsscored below 63
20% of the studentsscored below 31
5% of the students scored below 15
KEY
KEY
Minimum Benchmarkgoal
Target Zone
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If you remember nothing else about Box Plots
• The entire box and whiskers should be at the target zone or higher. The DIBELS goal is a minimum standard!
• The box plot shows you at a glance the range of student performance and their progress over time.
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An Example: A Tale of Two Schools
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Comparing the Schools
School A
Northwestern Elementary• 31% Free and Reduced
Lunch• 32% Ethnic Minority• New Principal started three
years ago.
School B
Sunnyvale Elementary• 24% Free and Reduced
Lunch• 3% Ethnic Minority
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First Grade
Northwestern Elementary
Sunnyvale Elementary
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Second Grade
Northwestern elementary
Sunnyvale elementary
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Third Grade
Northwestern Elementary
Sunnyvale elementary
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Fourth Grade
Northwestern Elementary
Sunnyvale Elementary
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A Tale of Two Schools
• What makes the difference? Discuss how the following can help or hinder school improvement efforts:
– Instructional Time– Teacher Training– Belief– Intensity of Focus
• Be prepared to share out
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Establishing Purpose for
BenchmarkProgress Monitoring
Meetings
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Benchmark (Tier I) Meetings• Purpose: Evaluate screening data and core
(Tier I) instruction
• Based on this purpose:– Who should be involved?– How often should you meet?– How long should you meet?– Who should facilitate?
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Guiding Questions
• What is your screening data telling you?• Do the results confirm what you know about the
students?• What does the data tell about Tier I instruction.• What classroom instructional groups should be
formed?• What are the instructional goals for each group?• What materials should be used to meet these groups?• What frequency of progress monitoring needs to
occur for each?
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Progress Monitoring (Tier II) Meetings
• Purpose: Evaluate progress monitoring data and intervention instruction (Tier II)
• Based on this purpose, – Who should be involved?– How often should you meet?– How long should you meet?– Who should facilitate?
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Guiding Questions
• Is the core program (academic and/or behavior) maintaining or accelerating skills for your students performing at or above expectations?
• Does supplemental instruction exist for students who are not on track?– Is instruction targeted, specific to student need, and
intensive?
• Is the supplemental instruction/intervention bringing students up to expectations?
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Guiding Questions
• 30 – 60 minutes• Review of formative assessment data• Effectiveness of targeted
instruction/intervention for groups of students who have been identified as needing more instructional support• Avoid elaborate individual student
discussions
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Progress Monitoring Out of Grade Level
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Procedures Using DIBELS ORF Goal Setting and Progress Monitoring for Students Requiring
Intensive Support
• Out of grade goals and progress monitoring are often needed for students requiring intensive level of support.
• To find the appropriate goal and progress monitoring level, begin with the level of the curriculum in which the student’s grade level peers are instructed. Administer a minimum of 3 probes in the student’s grade level material. Calculate and graph the median score for that time of year (fall, winter, or spring).
• If the student scores at or above benchmark, stop testing. If not, drop down one level and give 3 probes. Calculate and graph the median.
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Procedures Using DIBELS ORF Goal Setting and Progress Monitoring for Students Requiring
Intensive Support
• If the student has not met benchmark, repeat the procedure, dropping down level by level until the student’s median score falls at or above the benchmark. We test downward to ensure that we have the highest level at which the student meets benchmark.
• Set the student’s goal for the end of the year, one year above the level at which the student met benchmark. Both the goal and progress monitoring will be at this level.
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Survey Level Assessment - Progress Monitoring with DIBELS ORF Data
0
10
20
30
40
50
60
70
80
90
100
110
120
130
140
1st 1st 2nd 2nd 2nd 3rd 3rd 3rd 4th 4th 4th 5th 5th 5th 6th 6th 6th
Grade Level of Text
Corr
ect
Wo
rds P
er
Min
ute
40+S1
90+S2
110+S3
118+S4
124+S5
125+S6
20+W1
44+F2
68+W2
77+F3
92+W3
93+F4
105+W4 104+
F5
115+W5 109+
F6
120+W6
The boxes represent minimal CWPM scores needed to meet 1st thru 6th grade fall, winter, and spring ORF benchmarks.
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Additional Guiding Questions
• Are the learning targets for intervention clearly specified?
• Based on the data, are the students who are not meeting the learning standards identified?
• Are these identified students receiving appropriate support and interventions?
• Are these students being progress monitored on the skills and learning necessary? How often?
• Is the progress monitoring data being used to make instructional decisions (and adjustments if necessary) on an ongoing basis?
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Quick Evaluation of Data
Sort Progress Monitoring Booklets into three categories:
1. Those who are on track or exceeding expectations.
Quickly share, then celebrate!
2. Those who are clearly not making adequate progress
Consider groups and review alterable variables
3. Those who are borderlineMonitoring and recheck plan.
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Final Thoughts• What do you do when no one knows what to do?– Knowledge issue
• Seek info, set timelines, try something• What do you do when one or a few people refuse to
do?– Belief or attitude issue
• Go back to whole-staff consensus, establish behavioral expectations
• What do you do when many people refuse to do?– Community issue
• Stop and process as whole staff