Continuous Improvement Plan User Guidealabamagms.blob.core.windows.net/documentlibrary/B… · Web viewFor step by step actions to creating a user, consult the Create a New User section

Alabama State Department of Education

Continuous Improvement Plan (CIP) Administrator GuideToday’s Improvement, Tomorrow’s Success

Prepared By:

Table of Contents

ALSDE CIP Explained....................................................................................................................................3

Requirements..............................................................................................................................................................................3

Purpose....................................................................................................................................................................................... 3

Viewing the Home Page as an Administrator..............................................................................................4

Administrator Menu....................................................................................................................................5

Manage Users.............................................................................................................................................................................5

Create Account.......................................................................................................................................................................6

Existing Users.........................................................................................................................................................................7

Edit Plan Dates............................................................................................................................................................................8

Manage Announcements............................................................................................................................................................9

Creating Regular Announcement.........................................................................................................................................10

Creating System Wide Announcement.................................................................................................................................11

Deleting an Announcement..................................................................................................................................................12

Plan Report................................................................................................................................................13

User Roles Summary..................................................................................................................................15

Workflow Steps Summary .…………………………………………............................................................................16

Create a New User – Step By Step Guide...................................................................................................17

- 2 - CIP Administrator Guide

General OverviewThis guide was created to provide a general understanding of the ALSDE CIP web site. In it you will find information about features that are available to you as an administrator on the CIP website.

ALSDE CIP ExplainedAlabama’s Continuous Improvement Plan (CIP) should be used by all schools in improvement and Title I schools not in improvement to facilitate the planning process. Three templates are available based on the specific school scenario: Title I Schoolwide, Title I Targeted Assistance, or Non-Title. The final plan must be approved by the local education agency’s (LEA’s) board members and signed by the superintendent, federal programs coordinator, principal, and committee members. A CIP is effective for a two-year period and should be reviewed and revised monthly.

RequirementsThe CIP should be developed by a school team that is representative of the challenges being addressed with support from the LEA. Team members that must be present include the principal, guidance counselor, district school improvement specialist (or other designee), appropriate content-area teachers, parent representatives, and student representatives (as appropriate). Depending on the data, additional members may include special population representatives (Technology Coordinator, Special Education, ELL, etc.), district federal programs coordinator, district chief school financial officer, community stakeholders, or any other member as appropriate.

PurposeThe CIP is a document that is designed to guide the school improvement effort of the school. It should be reviewed regularly and revised as needed in response to the school’s progress on the identified goals and strategies. Once the plan is Board-approved and signed, it is not necessary to obtain additional Board approval when revisions are made to the plan.


Viewing the Home Page as an AdministratorAs an administrator logged into the system, the following menu options are available to you:

1. Plans Report – A report that shows the types of plans to expect from schools to complete. Includes those are that are required to be completed, based on a schools Service Type and AYP Status, and those which are not.

2. Administrator – Contains links to Administrator functionality.


Administrator MenuHere are your options as an Administrator: Note: District Administrators can only manage users within their district.

Manage UsersManage Users allows you to create a new user or edit existing ones. The screen is broken into Create New User and Existing Users sections:


Create AccountOnce create account is clicked, the following screen appears. Enter the user information. For step by step actions to creating a user, consult the Create a New User section.

At this point, an email is sent off to the user letting them know they had an account created for them. The email will come from [email protected], it is highly suggested for the users to mark this as a safe sender to avoid having emails sent to spam. Once the email was sent you should be redirected to assign roles to the user account.

Once Add Role is clicked, the role will be displayed under the accounts Assigned Roles.


mailto:[email protected]

Existing UsersOnce a user has been created, they can have their profile and roles edited at any point by an administrator or any district administrators of the district they belong to.

Search for the user you want to locate. Once results are brought back, you can edit their Contact Info and Roles. These links, below, will take you to the screens you previously saw when creating the user’s contact info and assigning them roles.

Example of searching for a specific user


Edit Plan DatesThe CIP website keys off of a few important dates stored in the system.

Open Plan DatesBetween these two dates, any type of plan can be started and worked on by a school regardless of what their current Service Type is. This is to facilitate the fact that schools can start working on a plan because they likely know what their service type is before it is officially set.

Accountability Report DateControls the link that points to Accountability Report found on www.alsde.edu . This link is found in Section Ia of all the plans types. Once the date has passed, it will point to the report for the current year.

For example: based on the date 8/2/2010, the link would point to the 2009 report before 8/2/2010 and then the 2010 report after that date.

The Edit Plan Dates Page


http://www.alsde.edu/

Special Note:These dates must be updated annually to reflect the new CIP year for the system to work correctly. If both the month and day remain the same for a date, simply adjust the year.

Manage AnnouncementsAnnouncements are a way to communicate information to users of the website. In the CIP system there are two types.

HomeThese type of announcements appear on the home page only.

System WideThese announcements appear at the top of the page, just below the website header. They will appear on every single page of the system and appear in a red box. Use these to communicate very important messages to all users.

Start and End DatesYou are not required to provide start and end dates for announcements. If an announcement does not have a start date, it will be shown immediately. If an announcement does not have an end date it will not go away until it is deleted from the existing announcements section.

Special Note:To create a System Wide announcement, simply mark the checkbox next to “System Wide Announcement”. If it is not checked, it will be a Home announcement.


Creating Regular Announcement

Creating a Home Announcement – Note that System Wide is not checked

Example of a Home Announcement



Creating System Wide Announcement

Creating a System Wide Announcement – Note that System Wide is checked

Example of a System Wide Announcement being shown


Deleting an AnnouncementIf an announcement has an end date, it will stop being displayed after that date. However, it will not be deleted automatically. To delete an announcement simply find it listed in the Existing Announcements section of the Manage Announcements page and click delete on the far right.

Clicking delete will prompt you to confirm you want to delete, doing so will remove it from the system.

Manage Announcements with an existing announcement which can be deleted


Plan ReportAs an administrator, you can quickly see which required plans have been completed by the schools and which have not via the Plan Report menu option.

The report will show the number of schools required to fill out the Non-Title, Schoolwide and Targeted Assistance plans. It will also show the number of schools which are not required to complete one of the plans. It then breaks these down into Complete and Incomplete. A plan is considered complete once the Superintendent has approved the plan.

An example of the Plans Report Summary Section


To view the actual plans and their current statuses, simply click on one of the number links to see detail of your selected category.

In this example, Targeted Assistance Incomplete was clicked. Not the plans section was populated.


User Roles Summary

School Data EntryThese are individuals who can enter their schools data into the CIP system. They can mark the plan as Draft Started, Draft Completed and Revision Started.

PrincipalThese users can mark their assigned school’s plan as Principal Approved or Principal Not Approved.

Federal Programs CoordinatorThese are users who can mark the schools in their assigned district as Federal Programs Coordinator Approved or Federal Programs Coordinator Not Approved.

SuperintendentThese users can mark the schools in their assigned district as Superintendent Approved (making it a public plan) or Superintendent Not Approved.

District AdministratorThese are users who can create users and assign them roles at the district level or at the school level within the administrator’s assigned district.


Workflow Steps Summary

Not StartedThe specific plan has not been started. The only role who can move the plan into Draft Started is a School Data Entry user.

Draft StartedA draft of the plan is in progress. Once all sections are complete, it can be moved to Draft Completed by a Data Entry user.

Draft CompletedA draft of the plan is complete. The principal of the school is notified that they can now approve or not approve the plan.

Principal Not ApprovedPrincipal did not approve the plan and it now goes back to a Data Entry stage, where the plan is edited as needed and marked complete for principal approval.

Principal ApprovedPrincipal has approved the plan. The Federal Programs Coordinator for the district is now notified that the school’s principal has approved it and they can now either approve or not approve it.

Federal Programs Coordinator Not ApprovedThe Federal Programs Coordinator has not approved the plan and it now goes back to a Data Entry stage where the plan is edited as needed and marked complete for principal approval to start the approval process over.

Federal Programs Coordinator ApprovedThe Federal Programs Coordinator has approved the plan. The Superintendent for the district is now notified that they can now either approve or not approve it.

Superintendent Not ApprovedThe Superintendent has not approved the plan and it now goes back to a Data Entry stage where the plan is edited as needed and marked complete for principal approval to start the approval process over.

Superintendent ApprovedThe Superintendent has approved the plan. The plan is now considered public and is available for any person (logged in or not) to view on the website. The form will remain public until a Data Entry user moves the plan to Revision Started.


Revision StartedA revision has been started on the plan. Once the revision is complete it can be moved to Draft Completed to start a new approval process beginning, again, with the Principal. The only role that can move to Revision Started is School Data Entry.

Create a New User – Step By Step Guide

1. Login to the ALSDE CIP Website with your username and password.

2. Having Administrator privileges, an Administrator option will be available on the left menu. Select this menu item.


3. Click the Manage Users link at the top of the page. This section allows you to create new users or edit existing ones.


4. Click the Create Account link.

5. Enter the values for the user you want to create. The fields marked with * are required.

6. Save your new user. At this point an email will be sent to the user’s email account, alerting them that an account has been created along with their temporary password and details about logging in.


7. You will be redirected to the Edit Roles page for your new user. Here you can now assign them any needed roles. At first, no roles are assigned.


8. Select the role you want to apply. Based on the role, a District dropdown and a School dropdown may be displayed.

a. System Administrator and Administrator roles do not require a district or school.b. District Administrator, Federal Programs Coordinator and Superintendent roles require

just a district.c. Principal and School Data Entry roles require a district and a school.

Note: District Administrators can only assign Superintendent, Federal Programs Coordinator, Principal and School Data Entry roles for their own assigned district or districts.


9. Once the role is assigned, it will be displayed in the Assigned Roles section. When this user logs in, they will be associated with these roles and be able to edit and/or move the applications for their selected school or the schools within their district.

10. To remove an assigned role, simply hit the Delete link within the table. A confirmation box will pop up to make sure you want to delete this role.



Documents

Continuous Improvement Plan User Guidealabamagms.blob.core.windows.net/documentlibrary/B… · Web viewFor step by step actions to creating a user, consult the Create a New User section