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Collaborative Planning Process Guide: Review ProcessProcess Steps: Collaborative Planning InterviewsBefore the InterviewsContinuous Improvement Team ProcessI. Ask your DES to participate with the interview process and tocommunicate with district level personnel about the process and theschool(s) selected.II. Determine the number of team members needed to conduct the collaborativeplanning review based on the number of collaborative planning meetings in asingle dayIf necessary, recruit and provide an orientation to GaDOE and/orRESA colleagues on the collaborative planning interview process.Tool: Collaborative Planning Review Interview Questions Collaborative Planning Review Interview Questions (Microsoft Forms)III. Communicate with the principal (in person) the purpose of theinterviews.o Review the process,o Share the Collaborative Planning Review Interview Questions,o Decide who will be interviewed, ando Select a date for the interviews.Tool: Collaborative Planning Review Interview Questions Collaborative Planning Review Interview Questions (Microsoft Forms)IV. Ask the principal to share all communication with their LEA supervisor.V. Obtain the following:o Faculty list with content/grade level assignments and planning periodso School mapo Collaborative planning schedule and meeting locationso Collaborative planning non-negotiables and copies of requireddocuments/protocols (if established)o Bell scheduleo Teacher interview location(s)o Day of interviews - List of absent teachersGeorgia Department of EducationSeptember 2, 2021 Page 10 of 92

Collaborative Planning Process Guide: Review ProcessVI. Ask the principal for space(s) in the school and recommended timeslots to conduct the interviews and names of those to be interviewed.VII. Develop an interview schedule and send to the principal in an email formatthat can be shared with the interviewees. The email should include thepurpose and an outline of the process. Ask for feedback from principal andrevise if necessary.Tool: Collaborative Planning Interview Schedule TemplateVIII. Communicate the schedule, dates, location in the building, schooladdress and other logistics to colleagues assisting in the interviewprocess and to the principal.IX.Create or duplicate the Collaborative Planning Review InterviewQuestions (Microsoft Office 365 form) to electronically capture theresponses and send the link to the interviewers (if colleagues are assisting). Tool: Collaborative Planning Review Interview Questions (Microsoft Forms)During the InterviewsContinuous Improvement Team ProcessI. Introduce yourself to the interviewee, including the scope of your supportrole at the school, and describe the review process and purpose includingthe purpose of the interviews.II. Provide the interviewee a paper copy of the CollaborativePlanning Review Interview Questions.Tool: Collaborative Planning Review Interview Questions Collaborative Planning Review Interview Questions (Microsoft Forms)III. Ask each question as written and record the responses electronically in the formprovided, or you may choose to script the responses and record electronicallyfollowing the interviews.Avoid prompting or leading the interviewee's answers but answer anyclarifying questions posed by the interviewee.Georgia Department of EducationSeptember 2, 2021 Page 11 of 92

Collaborative Planning Process Guide: Review Process After the final question, thank the interviewee for their responses and timeand communicate to them how and when they will receive feedback throughtheir principal.Tool: Collaborative Planning Review Interview Questions (Microsoft Forms)Following the InterviewsContinuous Improvement Team ProcessI. Debrief with your colleagues if any assisted, making sure all informationwas entered in the electronic platformII. Before leaving for the day, communicate with the principal that interviewsare complete, provide informal feedback.III. Proceed to the next step of the review process: Collaborative PlanningObservation Process.Georgia Department of EducationSeptember 2, 2021 Page 12 of 92

Collaborative Planning Process Guide: Review ProcessProcess Steps: Collaborative Planning ObservationsBefore the ObservationsContinuous Improvement Team ProcessI. Ask your DES to participate and to communicate with district levelpersonnel about the process and the school(s) selected.II. Communicate with the Principal (in person) the purpose of theobservations and review the process, sharing the High ImpactPractices Implementation Rubric: Collaborative Planning and the HighImpact Practices Tool: Collaborative Planning Observations.Tool: High Impact Practices Implementation Rubric: Collaborative Planning High Impact Practices Tool: Collaborative Planning Observations (Microsoft Forms)III. Ask the principal to share all communication with their LEA supervisor.IV. Develop an observation schedule and send to the principal in an emailformat that can be shared with the teams. The email should include thepurpose and an outline of the process. Ask for feedback from principal andrevise if necessary.Tool: Collaborative Planning Observation Schedule TemplateV.VI. Duplicate the High Impact Practices Tool: Collaborative PlanningObservations form in the Microsoft Office 365 Forms application.o Create a copy of High Impact Practices Tool: CollaborativePlanning Observations form in Microsoft Office 365 Formso Enter the school name in the title of the copied form Communicate the schedule, dates, location in the building, schooladdress and other logistics to colleagues assisting in theobservation process and to the principal.Note: Stress the importance of district leaders participating in thecollaborative planning observations and working alongside the reviewteam.Georgia Department of EducationSeptember 2, 2021 Page 13 of 92

Collaborative Planning Process Guide: Review ProcessDuring the ObservationsContinuous Improvement Team ProcessI. Use the High Impact Practices Tool: Collaborative PlanningObservations form in the Microsoft Office 365 Forms application, toobserve and evaluate an actual collaborative planning meeting.o Compare the meeting proceedings against those attributeslisted in the High Impact Practices Tool: CollaborativePlanning. Document as follows: Concept Rating: Check the appropriate level ofimplementation in comparison to the rubric. Comments: Provide any positive comments relating theconcepts to possible best practices you may haveobserved. Use the rubric for guidance in crafting yourcomments. Next Steps: Provide doable next steps for the teamto consider, in order to improve their level ofimplementation on each concept.Following the ObservationsContinuous Improvement Team ProcessI. Debrief with your colleagues if any assisted, making sure all informationwas entered in the electronic platformII. Before leaving for the day, communicate with the principal and provideinformal feedback.III. Review the collaborative planning meeting schedule and secure a date for thesecond observation. Repeat the observation process.IV. Triangulate all three data sources to create the final CollaborativePlanning Review Summary Report which will include observationresults, collaborative planning interviews and the collaborative planningself-assessment data.V. Schedule a separate feedback meeting to review the CollaborativePlanning Review Summary Report with the Principal.Georgia Department of EducationSeptember 2, 2021 Page 14 of 92

Collaborative Planning Process Guide: Review ProcessDirections for Microsoft FormDuplicate form1. Click on the desired collaborativeplanning review tool (MicrosoftForm).a. HIP Rubric: CollaborativePlanningb. Faculty Surveyc. Interview Questionsd. Observations2. Click on the Duplicate it button(see screenshot).3. Click on the title: [Enter schoolname] Collaborative PlanningReview: Faculty Survey (Copy).4. Highlight Enter school name andtype the name of the schoolparticipating in the review.Georgia Department of EducationSeptember 2, 2021 Page 15 of 92

Collaborative Planning Process Guide: Review Process5. Click on Share to forward theform to the designated school.6. Click on the Copy button to getthe link to the form.Email form1. Open Microsoft Outlook.2. Click New Email.3. Place the cursor in the body of the email. Click Paste. You should see the link to theform.Analyze responses1. Click the Responses tab to access the results of the submitted forms.Georgia Department of EducationSeptember 2, 2021 Page 16 of 92

Collaborative Planning Process Guide: Review ProcessPrint Responses1. Click the Responses tab. Next, click the ellipses button ( ) under Active to printthe data based on submitted forms.2. Select Print summary.Georgia Department of EducationSeptember 2, 2021 Page 17 of 92

Collaborative Planning Process Guide: Review ProcessDownload Data to Excel1. Click Open in Excel to analyze results using Microsoft Excel.Instructional CollaborativePlanning ProcessGeorgia Department of EducationSeptember 2, 2021 Page 18 of 92

Collaborative Planning Process Guide: Instructional PlanningProcess for Implementing Instructional Collaborative PlanningProcess1Completeprework toestablishcollaborativeplanningContinuous Improvement Team Steps Discuss the purpose of collaborativeplanning with administration.Facilitate alignment of thecollaborative planning process withthe school improvement plan (SIP)and District Strategic Planning goals.Verify that the school district has aguaranteed and viable curriculum.Schedule, conduct, and share resultsof collaborative planning review ateach school.Facilitate professional learning on thecollaborative planning framework toschool leadership.Assist administrators in establishingexpectations for collaborativeplanning.Georgia Department of EducationSeptember 2, 2021 Page 19 of 92Key IdeasCollaborative Planning(CP) Framework –Leadership & Metrics:What methods will weuse?Structures for collaborativeplanning should include: Clearly articulatedcollaborative planningschedules (teacher andadministrator); Clearly articulatedexpectations; Clearly articulatednorms; and Clearly articulatedresponsibilities forfacilitators.

Collaborative Planning Process Guide: Instructional PlanningProcessContinuous Improvement Team Steps Assist administrators in establishingresponsibilities for collaborativeplanning facilitators.Assist administrators in establishingschedules for both teachers andadministrators.Assist administrators in establishing aprocess for developing and receivingfeedback on collaborative planningtools (i.e. agendas).Assist administrators in establishing aprocess for developing norms.Assist administrators in establishing atimeline for implementing eachcomponent of the collaborativeplanning framework.Key IdeasTools for collaborativeplanning should include: Agenda/minutetemplates Curriculum documents Data platform Technology resourcesSamples provided in thecollaborative planningresources are: Administrator and teacherschedules Meeting norms andexpectations Agenda and minutesexpectationsTools Checklist for collaborative planning23Write a missionstatement foreachdepartment/grade level.Collect andanalyzing data Verify that administrators review themission statements for thecollaborative planning teams andprovide feedback.Assist administrators with accessingthe tools listed below.CP Framework –MissionA mission statement isa statement of the purpose.It should be brief,measurable, and aligned tothe school’s mission.Tools Structure of a Mission StatementworksheetThe mission answers threekey questions:1. What do we do?2. For whom do we do it?3. What is the benefit? CP Framework –Needs Assessment: Whatis the current situation?Teams should list theexternal and internal factorsthat impact the currentAssist administrators with collectingand analyzing data that providesmeaningful information on teacherpractices, student achievement data,and collaborating planning processes.Possible data sources:Georgia Department of EducationSeptember 2, 2021 Page 20 of 92

Collaborative Planning Process Guide: Instructional PlanningProcessContinuous Improvement Team Steps GA MilestonesEOPA (HS only)AP, SAT, ACT (HS only)School/district summative dataWalkthrough dataComprehensive Needs Assessment(CNA)Key Ideassituation for/againstcollaborative planning inyour school/district.Note: The determination ofexternal and internal factorsis a brief activity to prepareteams for conducting aSWOT (strengths,weaknesses, opportunities,and threats) analysis.Samples provided in thecollaborative planningresources are:External factors Curriculum documentsAssessment item banksDistrict policies that arenot aligned to schools’needs (i.e. parentsconference duringplanning periods)Internal factors 4Conduct SWOTanalysis todeterminestrengths andweaknesses Support administrators withsummarizing the desired results ofcollaborative planning.Assist administrators with using the toollisted below.Support administrators with conductinga SWOT Analysis to brainstormstrengths, weaknesses, opportunities,and threats that support or impedeeffective collaborative planning.Georgia Department of EducationSeptember 2, 2021 Page 21 of 92Master schedule notallowing for sharedopportunitiesCP Framework –Needs Assessment: Whatis the current situation?Analyzing the strengths,weaknesses, opportunitiesand threats to collaborativeplanning provides data fordeveloping effectiveprocesses.Strengths – positiveattributes, tangible &intangible, internal to your

Collaborative Planning Process Guide: Instructional PlanningProcessContinuous Improvement Team StepsKey Ideas organization and within yourcontrolAssist administrators with includingteacher teams/departments inconducting a SWOT Analysis.Tools Template for conducting a SWOTAnalysisWeaknesses – aspects ofyour organization thatdetract from your ability todo the workOpportunities –internal/external factors thatallow you to do the workThreats – internal/externalfactors that are beyond yourcontrol5Establishexpectations forwhat studentsneed to knowand do Verify if a viable curriculum is in placeto support learning and studentachievement. If a viable curriculumis not in place, contact the DES fornext steps.Support administrators withestablishing a process where teachersand school leaders examine if studentlearning is progressing, identifychallenges to student learning (i.e.,sequencing and strategies), andprovide opportunities for teachers toshare ideas across teams to identifybest practicesAssist administrators in identifying themastery of knowledge and skillsintended by the GSE.Assist administrators in supporting thecreation of lessons, commonassessments, and targetedinterventions/enrichment opportunities.Assist administrators in establishing aprocess for deconstructing standardsto create learning targets that identifyGeorgia Department of EducationSeptember 2, 2021 Page 22 of 92CP Framework –Instructional Planning:What results do we seek?Deconstructing thestandards provides directionfor determining effectivepractices and processesthat ensure students areproficient with theknowledge and skillsrequired to master the GSE.Critical Question: What dowe want our students tolearn? Group GSE standardsinto clusters or units. Determine whenproficiency with eachstandard or cluster ofstandards is expected. Develop or revise scopeand sequence thatdetails when standards

Collaborative Planning Process Guide: Instructional PlanningProcessContinuous Improvement Team StepsKey Ideasthe expected knowledge and skills formastery. Tools Template for Deconstructing Standards 6Establishexpectations tod

in place for sustained improvement in student outcomes. It also utilizes a problem-solving model (the "how") to provide a clear process for identifying improvement needs, planning for improvement, and implementing, monitoring, and evaluating the improvement efforts." 1 The purpose of this guide is to supply