KENTUCKY TEACHER
INTERNSHIP PROGRAM
(KTIP)
Intern Management
System (IMS)
For New KTIP Coordinators
September 2007
Acronyms
EPSB – Education Professional Standards Board
PLA – (Division of) Professional Learning and Assessment
KTIP – Kentucky Teacher Internship Program
IMS – Intern Management System
COE – Confirmation of Employment
RTT – Resource Teacher Time Sheet
RTIY – Record of Teacher Internship Year
IPR – Intern Performance Record
PGP – Professional Growth Plan
SOE – Statement of Eligibility
TPA – Teacher Performance Assessment (Formerly TWS)
KTIP COMMITTEE MEMBERS:
ROLES & RESPONSIBILITIES
KTIP District Coordinator

Recruit resource teachers for KTIP participation

Ensure principals & resource teachers receive KTIP training prior
to beginning internship.

Provide orientation to interns, principals, resource teachers, &
district staff on KTIP policies, procedures & deadlines.

Ensure the intern has a valid Statement of Eligibility or
Temporary Provisional certificate in the content area & grade
level for which he/she was hired.

Ensure EPSB receives intern resignation requests &
superintendent/Board of Education responses.

Assist principals in assignment of resource teachers.
KTIP District Coordinator (Cont.)

Submit Substitute Teacher Reimbursement Request forms to
EPSB, quarterly.

Work with the regional coordinator to define KTIP training
needs, request teacher educator assignments, & refer
questions/concerns regarding KTIP training, materials and
teacher educator assignment.

Train principal and resource teachers on how to use IMS.

Submit all required original documents to EPSB staff for
unsuccessful internships.
KTIP University Coordinator


Locate a teacher educator with the
background and skills necessary to assist
the intern in his/her area of expertise.
Coordinate KTIP training for all teacher
educators, principals, and resource
teachers in the university’s service area
who will serve on a KTIP committee.
Principal

Successfully complete KTIP training.






Regular KTIP,
KTIP TPA,
Regular IECE, and/or
KTIP IECE TPA
Schedule all committee meetings and
observation visits.
Make three official one-hour or one class
period observation visits to the intern’s
classroom and conduct a post-observation
conference after each observation.
Principal (Cont.)



Conduct a lesson plan review prior to each of
the three observations.
Report progress observed and/or concerns to
the committee at the scheduled committee
meetings.
Monitor in and out-of-class time the resource
teacher spends with the intern and
electronically sign the Resource Teacher
Time Sheets.
Resource Teacher

Meet all requirements to serve as a resource teacher.

Successfully complete KTIP training.






Regular KTIP,
KTIP TPA,
Regular IECE, and/or
KTIP IECE TPA
Ensure the intern has submitted a Statement of
Eligibility/Confirmation of Employment Form to his/her
employer.
Ensure the KTIP District Coordinator submitted the electronic
Confirmation of Employment Form to EPSB.
Resource Teacher (Cont.)




Make sure the intern had his/her KTIP Orientation
with all three committee members prior to the first
observation visit.
Complete the required 20 hours of in-class
(observation) for the internship year in the intern’s
classroom setting.
Complete the required 50 hours of out-of-class
(consultation) for the internship year.
Conduct a pre-observation conference with the
intern prior to each formal observation.
Resource Teacher (Cont.)




Assist the intern in the development of the intern’s
Professional Growth Plan.
Make three official one-hour or one class period
observation visits to the intern’s classroom and
conduct a post-observation conference after each
observation.
Conduct a lesson plan review prior to each of the
three observations.
Report progress observed and/or concerns to the
committee at the scheduled committee meetings.
Teacher Educator

Successfully complete KTIP training.




Regular KTIP,
KTIP TPA,
Regular IECE, and/or
KTIP IECE TPA

Make three official one-hour or one class period
observation visits to the intern’s classroom &
conduct a post-observation conference after each
observation.

Conduct a lesson plan review prior to each of the
three observations.
Teacher Educator (Cont.)

Serve as a resource regarding information about
instructional theory and techniques, literature,
and material.

Clarify the connection between the intern’s
classroom performance and the content of the
teacher education program, both to the intern
and to the other members of the committee.

Report information about the intern’s
performance when working with other program
faculty in order to assess and modify teacher
education programs.

Report progress observed and/or concerns to the
Intern

Receive a Statement of Eligibility/Confirmation
of Employment & give to employer.

Receive the name of the resource teacher &
teacher educator who have been assigned to the
committee.

Participate in each of the four committee
meetings as scheduled by the principal.
Intern (Cont.)



Spend the required 20 hours of in-class
(observations) with the resource teacher for the
internship year in the intern’s classroom setting.
Spend the required 50 hours of out-of-class
(consultation) for the internship year.
Prepare for a total of nine official one-hour or
one class period observations by committee
members during the year including submitting a
written lesson plan to the observer in a timely
fashion before each visit.
Intern (Cont.)

Participate in pre-observation & postobservation conferences with individual
committee members in conjunction with each
observation visit, as deemed appropriate.

Develop a portfolio or TPA for presentation &
review at committee meetings.

Develop the Professional Growth Plan with the
assistance of the resource teacher & present it to
the committee members for review and approval.
KTIP COMMITTEE MEMBERS
AND
IMS RESPONSIBILITIES
District Coordinators

Complete & submit electronically the intern’s
Confirmation of Employment (original and
subsequent modifications) to the EPSB by
established deadlines.

Approve/deny Resource Teacher Time Sheets
(RTT).

Submit electronically the resource teacher’s
original time sheets to EPSB by established
deadlines.
District Coordinators (Cont.)

Approve/deny all Cycle reports on the Record of
Teacher Internship Year (RTIY).

Electronically sign the Record of Teacher
Internship Year (RTIY).

Electronically submit Record of Teacher
Internship Year (RTIY) to EPSB by established
deadlines.
Regional Coordinators


Assign/refer Teacher Educator (TE) to
the internship committee.
Modify TE committee assignment if
needed (prior to Orientation).
Principals

Entry of information into the cycle reports of the
Record of Teacher Internship Year (RTIY).

Electronically sign all Cycle reports on the
RTIY.

Submit RTIY to the KTIP Coordinator.
Principals (Cont.)

Review, sign, & submit the Resource Teacher
Time Sheet (RTT) information to the KTIP
Coordinator.

Enter & submit electronically all forms
necessary for the KTIP process.
Resource Teachers

Enter in-class and out-of-class activities on the
RTT.

Electronically sign the RTT.

Electronically sign all Cycle reports on the RTIY.
Teacher Educators

Electronically sign all Cycle reports on the
RTIY.
Interns

Review & sign RTT if approve the activities.

If RTT activities are questioned, return time
sheet to resource teacher.

Electronically sign all Cycle reports on the
RTIY.
Interns (Cont.)

ePay or send a certified check or money order
made payable to the Kentucky State Treasurer
to the Division of Certification; please print
last four digits of social security number on
check
District Coordinator/Principal
Principals that also serve as DC must:
1. sign reports electronically as
principal by clicking on the IMSPR button located at the top of the
screen.
2. when forms are ready to be
submitted to EPSB, must click on the
IMS-DC button to sign and submit.
Order of Signing for Electronic
Reporting

Resource Teacher Time Sheet (RTT)
 Resource Teacher
 Intern
 Principal

Record of Teacher Internship Year (RTIY)
 Principal
 Resource Teacher; Intern; Teacher Educator
 KTIP Coordinator
Eligible for KTIP


Those holding a Statement of Eligibility &
employed at least 15 hours per week in
their area of certification.
Those holding a Temporary Provisional
Certificate, have a letter from the
university stating they are ready to begin
KTIP & are employed at least 15 hours per
week in their area of certification.
LEAD Content Information



Music, Art, Dance, Physical Education –
population is “Any”.
Special Education – content is “Any”;
population is specific to students (i.e.,
SLD, FMD, MMD, etc.)
Elementary Education – population is
“General”
IECE COE


Preschool – content is “Any”; population is
“Preschool”; Grade Low/High is
“Preschool” unless teaching Kindergarten
then Grade Low/High is “Entry”.
When submitting a COE for an intern who
is certified IECE but is doing KTIP in a
kindergarten classroom, the district
coordinator must select IECE as the
internship type and use IECE forms.
Instructional Days



Full year interns must complete at least
140 instructional days for the school year.
Interns completing one semester only
must complete at least 70 instructional
days.
The district coordinator will need to
submit COEs electronically or in hard copy
for fall interns who are unable to complete
at least 70 instructional days. Those
interns can begin KTIP in January.
Instructional Days (cont’d)
Count from the first instructional day
after the intern’s hire date to the end
of the semester or school year in
order to complete the RTIY.
 Instructional days may include PD
days.

Assigning Principal on COE

When assigning the committee & the
principal of the school is not listed in the
drop down box, contact your LEAD
Coordinator, Human Resource Director or
Designee for the principal to be added in
the Kentucky Educator Certification
Inquiry (KECI).
Email Addresses

Committee members need to validate that
their work email addresses listed in “My
Profile” is correct.

When sending emails regarding COE, RTT
or RTIY we must have valid work email
addresses for them to receive these types of
communications.
Newsletters/Communication
It is very important that the information
in the monthly newsletters or any
communication from EPSB is forwarded
to the appropriate committee members
when necessary.
Usernames & Passwords
IMPORTANT: Do not share your username and password with
anyone. This is your legal signature.
To create a username/password:
Go to our website at www.kyepsb.net;
Bottom left corner under Login, click on “Need a Login; click here”.
To change your information:
Go to our website at www.kyepsb.net;
Type in username and password under Login;
Click on My Profile from the left-hand side;
Click on the button pertaining to what you would like changed.
Click on Intern Management System (IMS)
to process Internship forms and reports.
From this screen you will be able to:
Search Internships
by specific intern
by list of all interns
by list of all interns for specific year or semester
Approve submitted resource teacher time sheets
Sign off on submitted RTIYs
Create COEs
Type of Internship
KTIP - regular
IECE – Interdisciplinary
Early Childhood
TPA – Teacher Performance
Assessment
LEAD Course Edit Feature
Click
Click
Click
Click
Click
Click
Click
Click on icon to review and print the COE for your records.
Click Save and Exit to sign at a later time.
Click Submit to EPSB for Approval.
Resource Teacher Time
Sheet (RTT)
Resource Teacher is responsible for entering data into the time
sheet.
If they want to receive two payments they will click on “Click
Here to Create Fall time sheet”.
If they want to receive one payment at the end of the internship
year they will click on “Click Here to Create Full Year time
sheet”
Click
Verify Intern’s Information.
Click Verify and Exit to continue at a later time or
Verify and Go On to next step
Select
Click
Enter date of activity
Select number of hours by using the drop down list
Select Location (In-Class or Out-of-Class) from drop down list
Select appropriate Standard(s)
Type in description of activity - specifically describe what you did and
how it relates to student learning & teacher professional growth
Click Add Activity
Click
Type
Click
To view/print time sheet, click on PDF;
Resource Teacher, Intern, and Principal will need to login and sign
off by:
 Typing in his/her password
 Full Name will be pre-populated
 Selecting “Click Here to Agree and Digitally Sign”
Click
If a committee member returns the RTT to
the resource teacher, a reason must be
given.
Record of Teacher
Internship Year (RTIY)
Click
Principal is responsible for entering data into the RTIY.
Click on “Create” beside the appropriate report.
NOTE: Principal will not be able to create the next report
until all signatures have been obtained on the previous report.
Click
Click
Verify Intern’s Information (you will be required to do this for
each Cycle Report).
Click Verify and Exit to continue at a later time or Verify and Go
On to continue to next step.
Click
Once the Principal clicks Verify and Go On he/she will need to:
enter committee meeting date;
check each activity you have discussed with the intern at
this meeting.
Click Save and Continue
Click
Type
Click
Each Committee member will need to electronically sign by:
Typing in his/her password
 Full Name will be pre-populated
 Selecting “Click Here to Agree and Digitally Sign”
If signatures are done consecutively (during committee meeting) then
each Committee member will not be required to login, the system will
automatically generate the next signoff box.
Click
Click
Cycle I, II, and III:
Verify Intern’s Information (you will be required to do this for
each Cycle Report).
Click Verify and Exit to continue at a later time or Verify and Go
On to continue to next step.
Click
The Principal will type in the Observation dates for all
Committee Members and the Committee Meeting date (this
will be done for each Cycle Report).
Click Save and Continue.
Click
The Principal, for each Cycle Report, will:
 type in the scores for all Committee members;
 type in strengths and priority areas for growth.
Click on Save and Continue.
Click
The Principal, for each Cycle Report, will check each
activity that has been discussed with or without the intern at this meeting.
Click Save and Continue
Click
Type
Click
Each Committee member will need to electronically sign by:
Typing in his/her password
 Full Name will be pre-populated
 Selecting “Click Here to Agree and Digitally Sign”
If signatures are done consecutively (during committee meeting) then
each Committee member will not be required to login, the system will
automatically generate the next signoff box.
Click
Once all Cycle Reports have been completed and the internship was
deemed unsuccessful, the Committee has two options. Click either:
1. Complete this report as a final report with an
unsuccessful status; or
2. Permit the intern to complete an additional cycle (Cycle
IV) and determine the status of the internship using the
scores of this cycle.
Once an option has been chosen, click Save and Continue.
Type
Click
If “Complete this report as a final report with an unsuccessful
status” was chosen, the principal will:
verify/update the Intern’s address on this screen;
type in the number of instructional days completed.
Click Save and Continue.
On the Cycle III Report, two of the three
Committee members must give a holistic
score of 3 on each Standard for this to be a
successful internship.
Type
Click
Verify/update the Intern’s address on this screen.
Type in the number of instructional days completed.
Click Save and Continue.
Click
Type
Click
Each Committee member will need to electronically sign by:
Typing in his/her password
 Full Name will be pre-populated
 Selecting “Click Here to Agree and Digitally Sign”
If signatures are done consecutively (during committee meeting) then
each Committee member will not be required to login, the system will
automatically generate the next signoff box.
If “Permit the intern to complete an additional cycle and
determine the status of the internship using the scores of this
cycle” was chosen, the principal will need to login and create
Cycle IV report.
Cycle IV
The Principal will need to complete the same steps for creating
a Cycle IV Report that he/she did for the previous Cycle
Reports:







Verify Intern’s Information
Enter Committee Meeting and Observation Dates
Enter scores for all Committee Members
Type in strengths and priority areas of growth
Check each activity discussed with or without intern at Committee
Meeting
Verify/Update Intern’s address and make changes if needed
Type in number of instructional days completed
All Committee Members will need to sign off on this report
following the same steps as the previous Cycles.
Once the Principal has completed and the Committee
members have signed off on all Cycle Reports, the KTIP
Coordinator will be required to review, sign and submit the
RTIY to the EPSB.
When EPSB approves, status will say “Approved by EPSB”.
ePay
Once the RTIY has been approved by
EPSB, the intern will receive an email
stating it has been approved. The intern
will log back into IMS and under the RTIY
there will be a button for ePay.
Resignations


Military or Medical Leave –
Internship is placed on hold and the intern
can pick-up where he/she left off.
EPSB will need a statement from the
Superintendent detailing the facts surrounding
the leave. For medical, need doctor’s statement.
Other Reasons –
There is a Resignation Form located at
http://www.kyepsb.net/internships/ktipforms.asp
that will need to be completed, signed and
submitted to Sharon Salsman.
KTIP Timelines
KTIP Committees must follow the guidelines for
completing KTIP:
 Orientation Meeting
held prior to any formal classroom observation
 First set of Observations
held 1-60 instructional days following Orientation Meeting
 Second set of Observations
held 61-110 instructional days following Orientation Meeting
 Third set of Observations
held 111-140 instructional days following Orientation Meeting
KTIP Deadlines

•
•
Full-year Interns (Aug-May)
October 15th – COEs
December 20th – RTTs (if choose 2 payments)
May 1st – RTIYs, RTTs, and all documents for unsuccessful
internships
Fall Semester Interns (Aug-Dec)
October 15th – COEs
December 15th – RTIYs (if completing)
December 20th – RTTs and all documents for unsuccessful
internships
Spring Semester Interns (Jan-May)
February 15th – COEs
May 1st – RTIYs (if completing)
May 1st – RTTs and all documents for unsuccessful internships
May 15th – Interim Report (if 1st semester)
Internship Timeline
IMS Document
Deadline
Full-Year
(August – May)
Confirmations of Employment (COEs)
October 15th
Resource Teacher Timesheets (RTTs)
December 20th
(if RT chooses two payments)
Records of Teacher Internship Year (RTIYs)
Resource Teacher Timesheets (RTTs)
All documents for unsuccessful internships
May 1st
Confirmation of Employments (COEs)
October 15th
Records of Teacher Internship Year (RTIYs)
December 15th
(if intern is completing internship)
Resource Teacher Timesheets (RTTs)
All documents for unsuccessful internships
December 20th
Confirmation of Employments (COEs)
February 15th
Records of Teacher Internship Year (RTIYs) – if interns
are completing internships
Resource Teacher Timesheets (RTTs)
All documents for unsuccessful internships
May 1st
Interim Reports (if intern’s 1st semester)
May 15th
Fall Semester
(August – December)
Spring Semester
(January – May)
Unsuccessful Internships

For unsuccessful internships, please submit:
all original documents, including portfolio or TPA
 video tape (if produced)
a copy of the school calendar.


All documents must be submitted to:
Education Professional Standards Board
Attn: Sherri Henley
100 Airport Road, 3rd Floor
Frankfort, KY 40601

All documents must be submitted on or before:


May 1 for spring semester
December 20 for fall semester
Teacher Performance Assessment
(TPA)
Teacher Performance Assessment
(TPA)
A focused set of ten teaching tasks
designed to provide new teachers the
opportunity to demonstrate their
effectiveness in analyzing and improving
student learning.
KTIP TPA versus Regular KTIP




The TPA will replace the KTIP portfolio
and PGP.
TPA evaluates a teacher on an additional
standard, Leadership.
TPA committee members will each use a
single IPR all year long.
KTIP TPA has scoring rubrics.
Timeline for TPA Implementation

Fall 2007 Voluntary use of the TPA

January 2008 – all new interns use TPA

2008-2009
all new interns use TPA
“Voluntary” TPA use


Principals and/or districts may opt to use the
TPA instead of the regular KTIP.
Those who opt to use the TPA, including pilot
project participants, must participate in TPA
training.
KTIP IECE TPA

IECE Workgroup

Draft of KTIP IECE TPA IPR & Handbook

EPSB – August 27th – Discussion Item
KTIP Training
Three training options:
1. On-line REGULAR KTIP training
2. On-line KTIP TPA training
3.
Face-to-Face KTIP TPA training
KTIP Training


The face-to-face KTIP TPA training begins with the on-line
KTIP TPA Face-to-Face Training Homework Assignment
offered free through KyEducators.org. When successful,
participants receive an email “e-ticket” which serves as an
entry ticket to the face-to-face training.
The face-to-face KTIP TPA training ends with the on-line KTIP
TPA Face-to-Face Training Assessment available free through
KyEducators.org. When participants complete the
assessment, they must check the yellow box so that they can
be recorded into IMS as having been trained. They can print
their training certificate from this site as well.
Training Option Considerations


Districts can work with regional coordinators
to offer district-wide TPA training as PD,
using PD $$$. (Using data to analyze student
performance)
Those who train as TPA committee members
will not have to re-train before mandated
implementation.
Contact Information
Sharon Salsman, Program Coordinator
Sherri Henley, Program Consultant
1-888-598-7667 or 502-564-4606
502-564-9484 Fax
www.kyepsb.net
www.kyeducators.org