Library Media Specialist Evaluator Training SY 13-14

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Library Media Specialist

Evaluator Training

SY 15-16

Library Media Education Dept, CI&AJanell McClure, Supervisor

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Library Media Specialists

Research has shown that

strong library media

programs directly impact

student achievement

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Library Media Specialists

The achievement impact of the

program is primarily

determined by the job performance

of the library media specialist

(LMS)

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Agenda Cobb Keys Model & Research Basis LMS Job Expectations

Performance Rubric (Standards & Elements)

Defined Role vs. “Other Duties as Assigned”

Overview of LMS Evaluation Process Instructional Observation Documentation Review Annual Evaluation

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Framework for New Evaluation System

Cobb Keys Evaluation System is based on a growth and accountability model

LMS Evaluation System has been revised to align with Teacher evaluation system

Performance expectations are aligned with research on student achievement

Levels of proficiency are designed to provide room (and direction) for even the best LMS to grow

Performance Rubric

& Examples of Evidence

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LMS Performance Rubric Four Performance Standards, 16

Elements Curriculum and Planning (4 Elements) Standards-Based Instruction (4 Elements) Instructional Environment (3 Elements) Program Leadership (5 Elements)

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Examples of evidence are just that, examples.

This is NOT a checklist!

LMS Performance RubricCURRICULUM AND PLANNING (CP)

The LMS plans for the effective use of library media resources in supporting the curriculum and addressing the needs of the school population.

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LMS Performance RubricElements: Curriculum and Planning (CP) CP 1 The LMS selects and orders library media

resources that support the school’s curriculum, needs, and population.

CP 2 The LMS organizes the library media facilities and resources in a way that maximizes their accessibility and effectiveness.

CP 3 The LMS maintains and manages the school library media automation system.

CP 4 The LMS collaborates with teachers to plan instruction that uses library media resources to address content-area curriculum standards.

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LMS Performance RubricSTANDARDS-BASED INSTRUCTION

(SBI)The LMS uses research-based practices to help students and staff achieve 21st century information literacy.

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LMS Performance RubricElements: Standards-Based Instruction

(SBI) SBI 1 The LMS collaboratively teaches 21st

century information literacy to help students master content-area curriculum standards.

SBI 2 The LMS uses instructional tools and practices that are effective and engaging.

SBI 3 The LMS collaborates with classroom teachers to use assessment tools to monitor student progress and adjust instruction.

SBI 4 The LMS instructs students and staff in the legal and ethical use of information.

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LMS Performance RubricINSTRUCTIONAL ENVIRONMENT (IE)

The LMS creates a safe, productive, collaborative, and inviting learning environment that fosters a sense of community and personal responsibility to ensure that students maximize learning.

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LMS Performance RubricElements: Instructional Environment (IE) IE 1 The LMS establishes rules, practices, and

procedures that support a positive, productive learning environment in the library media center.

IE 2 The LMS maintains an inviting atmosphere in the library media center that welcomes all members of the school community, fosters a sense of community and belonging, and provides equitable access to library media resources.

IE 3 The LMS maintains a flexible schedule to maximize access to library media center resources.

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LMS Performance RubricPROGRAM LEADERSHIP (PL)

The LMS leads and manages the library media program in a way that maximizes its effectiveness.

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LMS Performance RubricProgram Leadership (PL) PL 1 The LMS manages the library media budget, ensuring

that allotted funds are expended in a timely and appropriate manner.

PL 2 The LMS provides leadership for and manages the activities of the library media center staff.

PL 3 The LMS provides leadership in the use of information resources.

PL 4 The LMS ensures that the library media program (including its services, policies, and procedures) is evaluated and revised on an ongoing basis to ensure its effectiveness.

PL 5 The LMS promotes the library media program to all stakeholders. 15

Role of the LMS vs. “Other Duties as Assigned”

Schools are more short-staffed than ever, but administrators must carefully consider the student achievement “opportunity costs” when deciding how to allocate staff.The following are examples of activities that are not included on the Performance Rubric for library media specialists:

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Role of the LMS vs. “Other Duties as Assigned”

Example: Technology Support & Repair

The LMS should be a leader in instructional technology integration, but technology repair and support should be performed by the field technicians in the Technology Support Division.

Also, the LMS should not enter Web Help tech requests for other staff members. Employees get better tech support when they request support directly through the Help Desk or through the Web Help system.17

Role of the LMS vs. “Other Duties as Assigned”

Example: Technology Inventory The annual DOE technology inventory

must be submitted by the principal, and the data collection can be performed by any member of the clerical staff.

Collecting the data for the survey does not require the qualifications of an instructional staff member with masters-level (or higher) certification.

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Role of the LMS vs. “Other Duties as Assigned”

Example: Accelerated Reader / Reading Counts Promoting reading is an important role of the LMS, but

the use of commercial reading incentive programs is not recommended.

Despite advertising claims, these programs are NOT supported by research and consequently are not supported by the district Library Media Education (LME) department or the district English Language Arts department.

For schools that choose to adopt these programs, we recommend that they be operated by parent volunteers.

For more info, contact the LME department or click this link: http://www.cobbk12.org/librarymedia/program/AR/AR.pdf

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Role of the LMS vs. “Other Duties as Assigned”

Example: Daily Video Production/News Program If implemented properly, video production

programs can be a great project-based learning experience for the students involved, and they can be used to promote information literacy and the library media program.

However, daily live broadcasts produced by the same small group of students fall far short of fulfilling the learning potential of the video production resources.

Contact the LME department for suggestions on how to maximize the instructional use of these resources.

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Role of the LMS vs. “Other Duties as Assigned”

Schools never have all the staff they need, and consequently everyone must “wear multiple hats,” but please be cognizant of how much of your library media specialist’s time is spent on tasks that are not part of the performance rubric. The performance expectations listed on the rubric are those that research has shown have the greatest impact on student achievement. Concentrating your library media specialist’s work on the standards of the performance rubric will increase your library media program’s contribution to student achievement.

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Overview of Evaluation Process

Aug-Sept

• Orientation Conference

Sept-Feb

• Instructional Observation(s)• Observation Feedback Conference(s)

Feb • Documentation Review Conference

March-

May• Annual Evaluation Conference

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Preparation and Orientation Review the “Library Media Programs and

Student Achievement” research summary Review the Performance Evaluation Instructions

and the Performance Rubric Hold an Orientation Conference with the LMS to

ensure mutual understanding of performance expectations and evaluation process High Schools can do this with both people, unless

one requests a private conference Ensure that other members of the A-team have

a common understanding of the role and expectations of the LMS

Instructional Observation

& Feedback Conference

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Instructional ObservationScheduling Observations LMS must be doing whole-class

instruction Instruction should be co-planned

with classroom teacher, so LMS will need to let you know in advance when these observation opportunities will occur

Thirty minute observation (minimum) Two observations are required if the

LMS has 3 yrs or less total library media experience

Observe early and often, especially if you have performance concerns

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Instructional ObservationConducting Instructional Observations Use the Instructional Observation Form to

document Record your observations as you are observing

YES = you saw it NO = you did not see it, but you expected to

see it and made sure to look for it NA = you did not see it and didn’t expect to

see it Use the form to help guide your observation

Focus on items without an “NA” option Take specific notes, especially for any item

marked “NO”

Observation Feedback Conference

Scheduling Feedback Conferences A formal, private feedback conference is

required within 10 school days after an observation Failure to do this on time could void the

evaluation Hint: Schedule the feedback conference at the

same time you schedule the observation Observation Feedback Conferences MAY NOT

be combined with the Annual Evaluation Conferences The Observation Conference should be held

well before the annual conference; otherwise, it has no meaningful purpose

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Observation Feedback Conference

Preparing for Feedback Conferences Complete the electronic version of the

Instructional Observation Form before the conference Comments are required for any item

marked “NO”, but are encouraged for all items

Prepare your comments and organize your thoughts beforehand.

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Observation Feedback Conference

Remember that the purpose of the evaluation process is to help them grow professionally

The Observation Feedback Conference, in particular, should be thought of as employee “Assessment For Learning”

Discuss any areas that might need special attention during the Documentation Review Conference

Ask the LMS what kinds of support you might provide to help them improve

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Observation Feedback Conference

Concluding Feedback Conferences Sign and date the form (both must be hand-written) Have the LMS sign and date the form

LMS’s signature only indicates receipt of form, not agreement with content. If the LMS doesn’t want to sign, write LMS chose not to sign and record the date

Make copies for the LMS and the local school file Retain all observation originals to attach to the

annual performance report in March All observations will be sent to HR along with the

performance report.

Documentation Review

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Documentation Review Conference

Many elements of the LMS role cannot be evaluated through instructional observation alone

This conference gives the evaluator and LMS an opportunity to review other evidence of performance

Essentially a “portfolio assessment” of the library media specialist’s work

Should take place toward the end of the evaluation cycle, but not at the last minute

May be combined with an observation feedback conference, but this is not recommended

May NOT be combined with the Annual Evaluation Conference

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Examples of “Documentation”

LMC Calendar, Schedule, or Sign-up book

Collaborative Instructional Plans Example assessments or assessment

data Examples of student work Newsletters, flyers, blog posts, website,

and any other promotional or informational materials

Photos or descriptions of library media events, programs, or promotions 33

Examples of “Documentation”

Library Media committee minutes Surveys or other evidence of Destiny circulation reports Destiny collection analysis reports Budget tracking spreadsheet Documentation of individual student

visits Tables, graphs, or other quantitative

summaries of any of the above34

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Documentation Review Conference

Use the Documentation Review Form to record your findings

Complete the electronic form during the meeting Yes, No, and NA work the same Use the form to help guide your conference

Focus on items without an “NA” option Take the time to examine all the materials the LMS

brings to the conference Give them a chance to show you what they do Take specific notes, especially for any item

marked “NO”

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Documentation Review Conference

If there are items on the form you feel should be marked “NO,” be sure to discuss these with the LMS before finalizing the form

Comments are required for any “NO” items

It is not necessary to copy or retain the documents the LMS brings to the conference, only the form

Annual Evaluation

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Annual Evaluation ProcessCompleting the Annual Report Form Assign a rating to each of the 16 Performance

Standard Elements Rating Scale

Proficient: Highly competent, skilled, an expertEmerging: Evolving, showing new or improved development

Not Evident: Not easy to see; not obvious

Annual Evaluation ProcessCommentary is required for each standard, so help your LMS grow by giving thoughtful, meaningful, personalized commentary – no cut-n-paste!

Relate comments to the Standard and the Elements

Support the assigned rating Honestly address performance Acknowledge recent growth and future potential In areas where improvement is needed, provide

specific recommendations for growth In areas where the LMS shines, provide specific

praise Show that you understand the scope

of what they do!

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Annual Evaluation ProcessProfessional Duties and Responsibilities

(PDR) At Last! A section for formal assessment of

12 essential performance qualities Each of the 12 is rated as

Unsatisfactory, Needs Improvement, or Satisfactory

Overall PDR Summary Rating See Key for determining overall

Unsatisfactory, Needs Improvement, or Satisfactory rating

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Annual Evaluation ProcessProfessional Duties & Responsibilities

(PDR)Seven of twelve items in the PDR section are the same as those on the teacher evaluation. These five are different:

#2. Maintains accurate records of library media materials using Destiny Library Manager

#3. Manages the media materials allotment and other accounts according to district guidelines

#4. Protects patron privacy and maintains confidentiality regarding student and records information

#5. Complies with the policies, procedures, rules, and guidelines of the school, district, and state

#8. Maintains positive working relationships with others in the school community

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Annual Evaluation ProcessAnnual Performance Report Assign Overall Performance Rating, Section III

Unsatisfactory Four or more Not Evident Standards Ratings or

Unsatisfactory summary rating on PDR Emerging

Fewer than twelve Proficient Standards ratings & Satisfactory or Needs Improvement summary rating on PDR

Proficient 12 or more Proficient Standards ratings with no

Not Evident ratings & a Satisfactory summary rating on PDR

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Annual Evaluation ProcessAnnual Performance Report Section III, Continued

Record dates of observations and feedback conferences

DO NOT list other types of conferences, such as disciplinary conferences or the annual conference

Section IV Signatures Evaluator, Principal, and LMS sign & date

Each person records the date by his/her signature at the time of signing

LMS’s signature indicates receipt of annual report, not agreement with the content

Write LMS chose not to sign, if needed43

Annual Evaluation ProcessAnnual Performance Report Section VI: Comments by LMS

Optional. Use additional sheet, if necessary If LMS’s comments specifically appeal a

Standard rating, a PDR rating, the PDR summary rating, or the Overall Performance Rating, the LMS must submit the District appeal form

See Appeal Form Instructions (PASS) If you’re unsure if comments are an “appeal”,

contact Evaluation Systems office

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Evaluations Deadline!

OCGA 20-2-210 – In compliance with

Georgia law, ALL certified evaluation activity must be completed prior to May 15, 2016!

IMPORTANT!!!

This includes: Observations Feedback conferences Documentation Review Completion of annual reports Annual evaluation

conferences Library Media Specialists,

Teachers, and paraprofessionals

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ALL Staff Evaluations Impact of Overall Unsatisfactory Rating

Certified employee is placed on the PSC’s Unsatisfactory Database (UNSAT)

For all employees, certified and classified, it results in his/her salary being frozen at same salary step for next school year

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All Certified EmployeesProfessional Learning Plans (PLP) HR’s Professional Standards and Ethics

Department oversees the implementation of Professional Learning Plans (PLP) to support certified employees with performance deficiencies

Contact John Adams, Chief Human Resources Officer

Contact Janell McClure, LME Supervisor

No Surprises!No LMS should receive an overall Unsatisfactory rating unless he/she has been informed in writing of specific performance concerns during the year.

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Your LMS should never be able to say…

I thought I was doing fine all year, but I received a “Unsatisfactory” rating

….or…By the time I got feedback from my observation, school was almost out.

I didn’t have time to improve my

performance or get help.

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Certified Evaluation Appeals An LMS may base his/her appeal

on either of two reasons Failure to follow procedures Failure to consider

significant information Principal determines

what is “significant” An LMS may not “grieve”

the results of his/her evaluation

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Certified Evaluation Appeals To appeal an evaluation, the employee must complete

an evaluation appeal form (PAS) and submit it, along with any evidence and/or documentation, to the Principal/Supervisor within 10 business days of the receipt of the evaluation report

The Principal/Supervisor must respond to the appeal within 20 business days

If the rating is upheld, the employee may submit an appeal to the CHRO within 10 days of receipt of the Principal’s response

The CHRO, AAS, and Director of Evaluation Systems will review and provide a single response to the appeal within 20 days of receipt of the appeal

This exhausts the appeal process

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