TOOLS FOR SCHOOLS
New Mexico A-F Grading
Accountability System
(Waiver)
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Statement of Outcomes
 Over the next 2.5 hours we will:
— Review NM Accountability System, specifically the
Matrix of Requirements for Schools;
— Discuss the tools for schools required for D, F,
Focus, and Priority Schools to include the School
and Systems, Math Reflective Summaries, and
Literacy Reflective Summaries; and,
— Roll out the New Mexico Instructional Audit.
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
NM A-F School Accountability System
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Looking at Our Systems:
Celebrations and Challenges
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Wows and Wonders
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Looking at Our Literacy Practices:
Celebrations and Challenges
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Wows and Wonders
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Looking at Our Math Practices:
Celebrations and Challenges
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Wows and Wonders
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
The New Mexico Instructional Audit
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
NMIA: Who Does What
 D Schools: Instructional Audit completed by
District Team.
 Focus Schools: Instructional Audit completed by
District Team.
 F Schools: Instructional Audit completed by
NMPED Team.
 Priority Schools: Instructional Audit completed by
NMPED Team.
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
NMIA: Who Does What Exceptions
 If within the last year you have completed any of
the following, and have a summary report that
can be uploaded to your Web EPSS filing cabinet
you DO NOT have to complete the NMIA.
– High Schools that Work: TAV or TRV
– North Central Association Accreditation – must
be an individual school visist.
– Participation in the University of Virginia
School Turnaround Specialist Program.
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Research Indicators pp. 2-3
 The audit is based on 13 indicators related to
research and best practices for teaching and
learning that build on the work of the CLASS and
also align with the Seven Turnaround Principles
listed in the “New Mexico ESEA Flexibility
Request.”
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
NMIA Team
 The NMIA process involves a team typically
comprised of:
– an external consultant, who serves as the team
leader, PED staff, and
– a district representative.
 The NMIA team will ONLY complete Instructional
Audits for Priority and F Schools.
 LEAs are responsible for completing the NMIA for
Focus and D Schools.
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
New Mexico Instructional Audit
 This team conducts a three-day* site visit to
include:
– document review,
– gathering data through interviews with the
school leadership, teachers, students, and
parents , and
– visit a sample of classrooms to conduct
classroom observations.
*
Number of auditors and length of audit will depend
on size of school.
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
New Mexico Instructional Audit
 At the end of the visit the team will:
– Compile data and determine preliminary
findings.
– Share findings with the principal and school
leadership team at an exit meeting.
 The team leader will write a formal report and
send it to the school principal and superintendent
within 10 days to two weeks.
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
New Mexico Instructional Audit
 The principal, with support and input from the district
representative and school personnel, will review the
findings and determine responses.
 The report with school responses is to be uploaded into
the filing cabinet of the Web EPSS using the document
title NMIA Report [name of district/school] 2012-2013.
 The Principal will notify the Priority Schools Bureau at
the following email address: ped.psb@state.nm.us

│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
NMIA Team Leader & Team Members
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Team Leaders & Team Members
F and Priority Schools:
 Team Leaders are external
consultants who are
contracted by the Priority
Schools Bureau.
D & Focus Schools:
 Team Leaders and Team
Members are comprised
of District Personnel.
 Team members for F and
Priority Schools consist of
a PSB staff member, PED
personnel, and a District
Representative.
 It is District responsibility
to support D & Focus
Schools in the NMIA
process.
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
The Role of the Team Leader
Appendix B pp. 3 - 8
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
The Role of a Team Member
Appendix C pp. 9 - 11
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
The Role of the LEA and School
Appendix D pp. 12 - 12
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Pre-Visit Preparation pg. 8
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Pre-Visit
 Team leaders work with their team members and
schools to set the dates for the site visit.
To do:
– Teams will need to share calendars, email
addresses, and contact phone numbers with
the Team Lead to assist in coordinating the
visit.
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Pre-Visit
 Team Lead will send a letter to the principal indicating
the specific documents the team intends to review
before and during the site visit. (For a sample letter,
see Appendix D.)
 To Do:
– Review Appendix D. Team Leaders may personalize
the letter, as long as the communication remains
clear about the general schedule and purpose of
the site visit.
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
The letter should also
list any special needs
that the audit team may
have such as a room to
work in and access to
electrical outlets.
If there is need for an
interpreter this should
be coordinated between
the team members and
the School Principal.
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Pre-Visit
 Team members review specific documents to
formulate and inform findings and
recommendations related to specific indicators.
 To Do:
– Review all documents prior to the school visit
and complete Appendix F.
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Appendix F pp. 16 - 17
Appendix F is to be used
as an organizational guide
for Team Leaders and
Team Members.
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Site Visit pp. 10 - 13
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Take a moment to
review the sample
agenda of days and
familiarize yourself
with all days and the
suggested sequence
of events.
Sample Agenda pp. 1-2
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Entering the School on Day One
 The team meets briefly with the principal and
reviews the three-day schedule including
resolution of any logistical issues.
 Smile
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Staff Meeting
 All staff should be invited to attend a brief (15
minute maximum) gathering, before school
begins, so that the principal can introduce the
team members, who will give school staff an
overview of the schedule and process that will be
followed.
 Smile
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Staff Meeting
 The purpose of this meeting is to make certain
that all staff know that they will not be personally
evaluated and that all classroom observations are
meant to give the team members an overview of
the programs and processes used to plan and
deliver instruction to the students – not an
assessment of the teacher’s performance.
 Smile
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Day One and Day Two: Interviews
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Interviews: Group and Individual
Individual Interviews
Group Interviews
 Principal Interview
– 1 hour
 School Leadership Team
– 45 minutes
 Teachers and Other
Instructional or Support
Staff
– 45 minutes
 Parents
– 30 minutes
 Students
– 30 minutes
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Appendix W:
How to Conduct a Group
Interview, pp. 79 - 78
Appendix Z:
Role of the Facilitator Cheat
Sheet, pg.89
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Principal Interview pp. 21 - 22
 One-to-one with the Team
Leader and Principal for an
hour.
 The Team Leader may ask
any questions he or she may
have, based on the pre-visit
document review, and then
will proceed to ask the
questions contained in
Appendix I, Principal
Interview questions.
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
School Leadership Team Group
Interview pp. 31 - 32
 The team leader interviews
the school leadership team as
a whole (45 minutes). School
Leadership Teams vary in size,
and schools may have many
working leadership teams.
 Work with the principal in
regards to who should be
present at this interview.
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Interviews with Teachers &Other
Instructional or Support Staff pp. 41 - 42
 Team Members should
interview as many teachers
as possible in the time
available (45 minutes each).
 The team may conduct a
group interview with two or
more teachers if scheduling
does not permit individual
interviews.
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Parent Group Interview
 This is a group interview with
parents that is designed to last
approximately 30 minutes.
 The group should be small
(about 6-8) with parents of
children at different grade
levels.
 Parents of special education
students and
multilingual/multicultural
students must be included.
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Student Group Interview
pp. 56 - 57
 As the ones most personally
touched by the instruction
they receive, students need
to have input into the
instructional audit.
 A group interview of 5-7
students at the elementary
level and 7-10 students at
the secondary level
(approximately 30 minutes)
is ideal.
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Student Group Interview
 The elementary students should be a mixed
group from the school’s highest grade level when
appropriate.
– In a K-5 school the student group should
represent the 5th grade population.
 The secondary school students will be a
heterogeneous group from a mix of grades.
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Day Two:
Classroom Observations pp.62 - 71
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Classroom Observation
 It is recommended that for the content area(s)
(reading/language arts, math) in which the school
did not meet the School Growth Targets (SGT) in
Math 45% and/or Reading 52.3% for SY 2012-13,
at least 75% of classrooms should be observed.
 It is recommended that each classroom
observation last 20-25 minutes.
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Classroom
Observation Form
Divided into three
sections:
1. Planning and
Preparation,
2. Instruction, and
3. Classroom
Environment.
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Classroom Observation: Do’s
Do
1. Gather as much information with supporting
evidence as possible.
2. Quickly visit with the teachers after the
observation, thank them for their time.
3. Base all comments and feedback on observable
data.
4. Enjoy your time with real kids, in real
classrooms!
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Classroom Observation: Don’ts
Don't
1. Turn the observation into a “monitoring and
compliance visit.”
2. Take over the classroom with your presence.
3. Leave the classroom without visiting with the
teacher.
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Day Three: Triangulation of Data
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Triangulation of Data
 During this time the auditors should compile and
review all the data that have been gathered
through reviewing documents, interviewing key
school staff and stakeholders, and visiting
classroom.
 Team Members use the templates provided in
Appendix G and Appendix U to help organize the
collected data.
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
The classroom
observation
instrument indicated
that few teachers
were providing
feedback to their
students on any kind
of regular basis.
Student interviews
confirmed that
students often did not
know what they were
expected to do to
improve.
Parent interviews
confirmed that
students often did not
know what they were
expected to do to
improve.
 If there are at least three data points (or two that
are very strong) in agreement, observations
should become a finding in the Instructional
Audit Report.
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Day Three: Exit Interview pp. 78 - 79
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Exit Interview
 The purpose is to verbally deliver and discuss the
preliminary findings of the audit.
 Team Members should encourage participants in
the exit interview to ask clarifying questions
about the findings, paying particular attention to
any findings that appear to be based on
inaccurate or incomplete information.
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Exit Interview and Findings
 The major findings of the audit, with the data
that support them, are the focus of the exit
interview that is conducted.
 These findings and data sources can be jotted
down in note form for auditors to use during the
exit interview, but they should not be copied or
distributed to participants or formalized in any
way.
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Appendix X: NMIA Report pp. 81 - 84
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Post Visit: Team Leader Responsibility
 The Team Leader is responsible for writing the
NMIA report and tracking it through to its
finalization.
 He or she has all of the notes that the other Team
Members have taken to help in writing the NMIA
report, which is done after they conclude their
visit.
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
NMIA Report
 The report consists of four sections:
1. Identifying information about the school,
audit, and auditors;
2. A brief description of the process the auditors
used (e.g., numbers of people interviewed by
role group, list of documents reviewed);
3. A findings section with evidence listed; and
4. A section for the school response to each
finding.
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
Appendix Y: Email cover Letter
pg. 85
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
NMIA Report
 Upon receiving the report, the district and the school
have 10 days to two weeks for review and respond to
the findings.
 For each finding the school needs to provide a
response.
 The expectation is that the school addresses all
findings, utilizing the cells provided in the report
template and incorporates the revisions into its
2012-2013 Web EPSS.
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
NMIA Report … Last Step
 The School Principal will uploaded into the filing
cabinet of the school Web EPSS.
 The School Principal will notify the Priority
Schools Bureau that the NMIA Report has been
uploaded at the following email address:
ped.psb@state.nm.us

Celebrate!
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012
BREAK
│ Student Success Division │ Priority Schools Bureau │ Collaborative Conversations: Tools for Schools │ Summer 2012