The CIP Evidence Box

The CIP Evidence BoxTips for Organizing and Maintaining

Evidence

District GuidanceDenise Stamps-JohnsonSchool Improvement Specialist, MCPSS

District GuidanceMobile County Public School System

First Year to Implement CIPTransitioned from “Blue Box/SAE”

Documentation to CIP Evidence Box Documentation

Schools needed guidance for how to organize and maintain documentation

District Guidance

e-CIP Evidence Guide 2011-12Developed at the Central Office levelDesigned to guide individual schoolsLists items needed to document each part

of the CIPDirections for completing Evidence Folders

(p. 6) for parts II, III, and IV

Collecting EvidenceJennifer McClure MiddletonTitle I Facilitator/Intervention Teacher, Denton Middle

Getting Started with EvidenceImportant Tip: Complete your “CIP

Walkthrough and Evidence Box Forms” first.These forms clearly outline your action steps,

benchmarks, WT Evidence, and Evidence Box Items for each CIP Goal/Strategy.

This information will be easy to copy on to folder labels.CIP Walk Through and Evidence Box Form

School: Denton Middle School Date : Review #:

Goal #, Subject and Strategy: G1 Reading: Core LA, LA SPED, and Social Studies teachers will target reading comprehension in all classes.

Teacher #1 Teacher #2 Teacher #3 Teacher #4 Teacher #5 Teacher #6

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S A Action Step Benchmark WT Evidence Evidence Box Y N NA Y N NA Y N NA Y N NA Y N NA Y N NA T

1

1 Teachers will collaborate to unwrap reading content standards. Teachers will work with SI Coach to identify grade level reading content standards and develop a “Pacing within Pacing” plan for instruction.

100% of teachers will participate in PD (collaboration) for unwrapping reading content standards.

PLCIA forms

Comments:

1

2

Teachers will participate in professional development provided by SI Coach to gain knowledge of best practice reading strategies and how to implement strategies across the curriculum.

100% of teachers will participate in PD for implementing best practice reading strategies across the curriculum.

PLCIA forms

Comments:

Getting Started with EvidencePlan Well for CIP Evidence

Evidence should measure the progress you are making toward reaching benchmarks and goals.

Ask: Does the evidence truly reflect what I want to measure?

Example: “Profession Learning Communities In Action” (PLCIA) forms can be used to document 100% attendance and collaboration between learning community members during PD meetings. PROFESSIONAL LEARNING COMMUNITIES IN ACTION (PLCIA)

Learning Community Members In Attendance:

Date: Time: Need-Based Focus for Meeting: Purpose of Meeting:

Mentoring Meeting Plan Examine Student Work Solve Instructional Problem Other (specify)

Minutes of Meeting:

Action(s) To Be Taken

Who

Target Date

+

Rx

Administrator Signature: Date:

Comments:

Getting Started with EvidencePlan Well for CIP Evidence (continued)

Make sure the evidence is accessible.

Ask: Will I be able to gather the evidence efficiently and with relative ease?

Example: Our Assistant Principal requires department heads to submit PLCIA forms each Friday afternoon. She reviews them for attendance and content.


Maximize the use of each form of evidence.

Ask: Can this piece of evidence be used to measure more than one benchmark?

Example: The same weekly PLCIA forms are used for any action step that requires evidence of professional development attendance and collaboration.


Use system required documentation as evidence when possible.

Ask: How can I use what I already document and analyze to measure progress?

Example: Since PLCIA forms are already required for PD activities, the committee chose to make them part of our CIP evidence.

Setting Up the Evidence BoxDesignate a place (filing cabinet, rolling carts,

crates, etc.) to house Evidence Box folders, binders, etc.

Carefully read through the “eCIP Evidence Guide” provided by MCPSS Academic Affairs or any other guide provided by your Central Office.

Create folders for each item.Start with items listed in your guide.Add items for any additional evidence that is needed for your

school’s CIP or special programs/initiatives.

Creating Folder LabelsFirst, create “tab labels” for folders.

Next, summarize action steps on larger labels to be placed on the front of folders. Copy/paste this information from your “CIP Walkthrough and Evidence Box Forms”.

Part II: Academic NeedsG1: Increase Reading ProficiencyS1: Target Reading ComprehensionG1.S1.AS1. - Unwrapping Reading Content Standards

Reading - S1.AS1. Action Step: Unwrapping Reading Content StandardsDescription: During common planning times in September and October 2011, Core LA, LA SPED, and Social Studies Teachers will collaborate to unwrap reading content standards. Teachers will work with the School Improvement Coach to identify grade level reading content standards and develop a “Pacing within Pacing” plan for instruction.Benchmarks: 100% of Core LA, LA SPED, and Social Studies Teachers will participate in PD (collaboration) for unwrapping reading content standards as evidenced by PLCIAs of meetings during common planning times.Evidence: PLCIAs

Part I-Needs AssessmentAcademic Data

ARMT

Gathering EvidenceDesignate one person to oversee maintenance of

the evidence box.Try not to overwhelm one person with evidence

collection. Refer to the “CIP Walkthrough and Evidence Box

Forms” to plan for the “Ws” of evidence collection.What items need to be collected?Who will collect each item?When will each item be collected and filed?Where will items be stored or filed?

Utilize collection baskets to place items into before they are filed in the evidence box.

Filing Evidence in Folders

Part II - Academic Needs:PLCIA Forms are completed each week to document Content Area Team

Meetings, collaboration for CIP action steps, professional development with the School Improvement Coach (SIC), etc. PLCIA Forms are completed by Department Chairpersons throughout the week and are submitted to the Administrators for review at the end of each week. PLCIA forms are kept on file in the Assistant Principal’s office during the current quarter. At the end of each quarter, weekly PLCIA forms are filed in the Evidence Box in Part VII – Professional Learning.

Consider where the evidence should be filed.Some items may need to be filed in only one place.

Place these items in their appropriate folders.Other items may need to support implementation of multiple

activities.Decide the primary location of each item.Insert a note in any other folders that require the same item to

direct the reviewer to the appropriate place.If an item is housed outside of the evidence box, insert a note to

direct the reviewer to the appropriate location and/or person.

Measuring ProgressGina McClureData/Intervention Teacher, Denton Middle

Measuring ProgressReview your “CIP Walkthrough and Evidence Box Forms”

to decide how you will communicate the progress you have made toward reaching benchmarks and goals.

Designate one person to oversee data collection.Assign different individuals to submit data to your data

designee. Examples:

Attendance Paraprofessional submits quarterly “Tardy Sweep” data. ESL Teacher submits quarterly EQT and Grade Analysis.

Involve teachers in collaborative data analysis whenever possible.

Measuring ProgressHow will each form of evidence be presented for review?

Some evidence speaks for itself. Examples: PLCIAs, Agendas, Sign-in Sheets, etc.

CIP Walk Through and Evidence Box Form


Goal #, Subject and Strategy: G1 Behavior Challenge: Develop (Spring/Summer 2011) and implement (Aug. 2011-May 2012) a School-Wide Discipline and Classroom Management Plan.


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S A Action Step Benchmark WT Evidence

Evidence Box Y N NA Y N NA Y N NA Y N NA Y N NA Y N NA T

1 3 Teachers will attend the Academic Skills for Success initial and on-going professional development sessions scheduled for the August Preservice days and at least one common planning time per quarter throughout the 2011-12 school year. Teachers will also attend the Positive Behavior Support training provided by the district during August 2011.

100% Teachers will participate in initial (August 2011) and follow-up trainings (one per quarter) throughout the year for the School-Wide Discipline/Classroom Management Plan. 100% of Teachers will participate in training for Positive Behavior Supports.

PLCIA forms Sign-In Sheet

Comments:

Measuring ProgressConsider compiling evidence and attaching a

written summary.

*Initial Positive Behavior Support Training August 8, 2011 Percent Completed: 87.8% (43 of 49 professionals)

Interventions to achieve 100% participation: Ms. Quentina Pruitt is organizing a make-up training (two afternoon sessions) for those who did not

participate in the initial training. The training will be conducted by the close of second quarter.

*Make-up PBS & Classroom Management Review December 6-7, 2011 Percent Completed: 100% (49 of 49 professionals)

Measuring ProgressSome evidence should be graphed to show progress over

time. Example: ELL Universal Screening ResultsCIP Walk Through

and Evidence Box Form School: Denton Middle School Date : Review #:

Goal #, Subject and Strategy: G1 EL: Content teachers will make appropriate WIDA ELP accommodations for ELs in content classrooms.

Teacher #1

Teacher #2

Teacher #3

Teacher #4

Teacher #5 Teacher #6

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S A Action Step Benchmark WT Evidence Evidence Box Y N NA Y N NA Y N NA Y N NA Y N NA Y N NA T

1

1 Select classroom teachers of ELs will attend district EL training for content teachers of ELs within the first semester (by December).

100% of identified teachers of ELs will participate in one district EL training opportunity within the first semester.

Sign-In Sheets

Comments:

1

2

The ESL Teacher will collaborate with selected science teachers and push in to selected science classrooms on assigned days throughout the 2011-12 school year. The ESL Teacher will implement the SIOP (Sheltered Instruction) component of “Building Background Knowledge” with selected LEP 1 & 2 students during weekly pull-out sessions throughout the 2011-12 school year.

100% of selected science classroom teachers with ELs will collaborate weekly. 100% of selected science classroom teachers & the ESL teacher will implement push-in and pull-out sessions with selected ELs on assigned days.

Observe ESL Teacher support EL students in selected science classrooms & provide pull-out sessions for selected LEP 1 & 2 students.

PLCIAs of collaboration “Look-For” Checklists Universal Screening results

Comments:

1 3 ESL Teacher will provide classroom teachers of ELs with an EL profile and suggested WIDA ELP accommodations for each EL within the first three weeks of school. Teachers will implement WIDA ELP accommodations as needed throughout the 2011-12 school year.

100% of content classroom teachers with ELs will sign upon receipt of Profile & Accommodations documents. 100% of content classroom teachers with ELs will implement accommodations for ELs (as needed).

List of signatures Monthly ESL Report documenting the use of comment #79 Universal Screening results

Comments:

CIP Walk Through School: Denton Middle School Date : Review #:

Measuring ProgressDesign graphs to communicate the goal and progress

made.Universal Screening Data: ELL Reading

27 24

50 50

3527

27 32

1711

27

27

19 160 6

1219

0

10

20

30

40

50

60

70

80

90

100

6th Grade ELL September 2011

6th Grade ELL January 2012





% P

erce

nt o

f EL

Stud

ents

Non-Benchmark Categories

Denton Middle SchoolELL Reading Universal Sceening - Non-benchmarked

Mid-Year 2011-2012Goal: Reduce EL Students in need of Urgent Intervention by 5%

On Watch Intervention Urgent Intervention

Reading 6th GradeUrgent = -3%

Reading 7th GradeUrgent = 0%

Reading 8th GradeUrgent = -8%

Measuring ProgressSome evidence should be graphed and charted to show progress

over time. Examples: Office Discipline Referrals, Student Suspensions, and PST/RtI



Goal #, Subject and Strategy: G1 Behavior Challenge: Develop (Spring/Summer 2011) and implement (Aug. 2011-May 2012) a School-Wide Discipline and Classroom Management Plan.


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S A Action Step Benchmark WT Evidence

Evidence Box Y N NA Y N NA Y N NA Y N NA Y N NA Y N NA T

1

4

Faculty members will implement the School-Wide Discipline/Classroom Management Plan on a daily basis to provide a school-wide positive behavior support system and decrease the number of out-of-school suspensions. Core Content Area Teachers will implement prescribed lesson plans for the First Week Initiative as well as during scheduled days throughout the 2011-12 school year to teach academic, behavior, and social skills to all students (Tier I).

100% of faculty members will implement the School-Wide Discipline Plan on a daily basis.

Reduction in quarterly office discipline referrals and out of school suspensions PST/RtI Documentation

Comments:

Comments:

Major Concerns to Look For in Next Review:



Measuring ProgressDesign graphs and/or charts to communicate the goal and

progress made.

Discipline Data: # of Office Discipline ReferralsQuarterly Data - Compared Year to Year

693776 836 827

3,132

375

622

997

0

200

400

600

800

1000

1200

1400

1600

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2200

2400

2600

2800

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3200

3400

1st Q

uarte

r

2nd

Quar

ter

3rd

Quar

ter

4th

Quar

ter

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ions

Quarters

Denton Middle SchoolDiscipline Infractions Year to Year Comparison

All StudentsGoal: Reduce Office Discipline Referrals (ODR) by 50%

DMS 10-11 DMS 11-12

46% Reductionin ODR

20% Reductionin ODR

2011-12 Total ODRnot to exceed

1,566to meet goal

Planning for Success Plan ahead for evidence collection.

Designate more than one individual to collect, analyze, and maintain evidence.

Schedule evidence submission/collection.Create spaces for evidence collection on Day 1.Schedule filing days.If you remove evidence to be used for some

purpose, use markers to hold the place until it is returned.

Remember, your “CIP Walkthrough and Evidence Box Form” is a helpful guide.

Documents

The CIP Evidence Box