THE NYC DEPARTMENT OF EDUCATION 2016 School Walkthrough Guide YEAR 14 (2016-2017) Managed by The Division of Strategy and Policy-The Office of Field Support Webcast Presented by Finance Service Center Diana Nunez, Webcast Presenter Heather Phillips, Webcast Presenter For additional information: 718-935-5000/ [email protected]
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THE NYC DEPARTMENT OF EDUCATION 2016 School Walkthrough Guidedfoforms.nycenet.edu/walkthrough/Documents/Walkthro… · · 2016-08-18THE NYC DEPARTMENT OF EDUCATION 2016 School Walkthrough
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THE NYC DEPARTMENT OF EDUCATION
2016 School Walkthrough Guide
YEAR 14 (2016-2017)
Managed by
The Division of Strategy and Policy-The Office of Field Support
•Slide 3 Introduction to the annual school walkthroughs
•Slide 4 Updates to Walkthrough Application
•Slide 5 Timeline
•Slide 6 Preparing for a walkthrough (prior to visit)
•Slide 7 Conducting a walkthrough (the actual visit)
•Slides 8-14 Walkthrough Application Reference Guide to include Logging In, Creating a New Account, Retrieving and Printing a school-specific checklist, and Submitting survey (May want to print and use for reference when gathering school-specific checklists)
•Slides 15-25 School Walkthrough Checklist & Survey Confirmation
•Slides 36-38 Pre-K Furniture and Materials examples
The Response Team will be available for immediate help throughout the entire walkthrough period. They can be reached at 718-935-5000
If you have questions regarding this presentation, please contact [email protected]
Table of Contents
YEAR 14 (2016-17) SCHOOL WALKTHROUGH
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What is a school walkthrough?
Walkthroughs are annual surveys that are taken of each school and building prior to school opening. These surveys are conductedon site by a Field Support Center (FSC) Representative, along with the school’s principal (or designee) and/or custodian. During a school walkthrough the current state of the school and building are noted along with issues that may prevent a successful school
opening. This data is promptly submitted to the appropriate office for immediate review.
Why are the school walkthroughs important?
Each FSC Representative will collect valuable school information during the walkthroughs. These results are critical for a smooth school opening. The information is distributed to various DOE offices for support.
Information gathered during walkthrough: Office(s) the information is shared with:Urgent Facility issues Division of Operations
Urgent Computer & Telephone issues Division of Instructional Information Tech(DIIT)
Progress of Core Curriculum Distribution Division of Teaching and Learning – Office of Curriculum,
Instruction & Professional Learning
Preparation Planning progress Field Support Centers/Superintendents
and Central Offices
YEAR 14 (2016-17) SCHOOL WALKTHROUGH
Introduction
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YEAR 14 (2016-17) SCHOOL WALKTHROUGH
Walkthrough questionnaire- some sections have been updated to ensure that schools are prepared for school opening as it relates to each of these areas.
• Core Curriculum Questionnaire:
Modified a question for schools to indicate if they received curriculum materials that were ordered
during the special ordering period for NYCDOE K-8: Passport to Social Studies and Pearson ReadyGEN Biliteracy.o Click here for important information on the principal’s role and the responsibilities of the school’s certifier and
certification logistics coordinator.
o Core Curriculum intranet page resources –o a technical webinar of the tracking and certification dashboard in the ordering tool. This webinar will
cover how principals can access and print the certification checklist for the Certification Logistics Coordinator.
o information about funding for the Certification Logistics Coordinator.
Walkthrough questionnaire- summary of updates for 2016-17 school year
Schools placed and approved their orders for materials using the Core Curriculum ordering application in the FAMIS web portal.
Monday, August 1st through Friday, August 12th
As deliveries are made to the schools custodial staff should have been moving boxes into the classrooms as designated by
administration. Schools are encouraged to unpack boxes as they come in.
Monday, August 22nd through Friday, September 2nd
FSC Staff conduct walkthroughs and submit survey information through online Walkthrough survey tool.
Tuesday, September 6th
The following school-based staff report to school for a regular work day: Classroom Teachers, Bilingual Teachers in School and
Community Relations, Guidance Counselors, Attendance Teachers, Nurses, Therapists, Laboratory Specialists and Technicians,
Educational Paraprofessionals report. School Secretaries, Psychologists and Social Workers report.
Thursday, September 8th
First day of school for all schools and grades.
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Step 1. Review your walkthrough schedule and notify Principals/Site Coordinators and Early Childhood Directors.Each FSC will develop its own walkthrough schedule. Prioritize elementary/middle schools buildings whose summer programming is complete. Be
sure to schedule schools/pre-K sites that are just completing construction for the end of the walkthrough timeline, to ensure that the school/pre-K
center is ready to be evaluated. Please coordinate with each principal/site coordinator, in advance, the date and time of when you will be
conducting your walkthrough. Pay special attention to Renewal School walkthroughs and prioritize them for the beginning of the walkthrough
period as much as possible.
Step 2. Visit the 2016 Walkthrough applicationThe 2016 Walkthrough application is located at: http://dfoforms.nycenet.edu/walkthrough/. Note that this application can be accessed from any
computer or mobile device. For those walkers that would like to access the application during their walkthroughs on a mobile device, the school
will need to have WiFi available. The application will open Friday, August 19, 2016 at 11:00am.
Step 3. Print the school-specific walkthrough checklist Visit the 2016 Walkthrough application and print the survey checklists for your locations. Please note: you may start to print your schools’ surveys
on Friday, August 19, 2016 at 11:00am. These checklists will guide you during your walkthrough and include space to record your results. While the
questions are the same for all schools/pre-K centers, each school has its own, specific checklist that is pre-populated with school/pre-K center
information (address, name, phone number, principal on record, grades contained, etc.) Be sure to print out the specific checklist for every
school/pre-K center you are visiting! [See “Walkthrough Application Reference Guide” (Pages 8-14) for step-by-step instructions.]
Step 4. Confirm printed walkthrough materialsBefore your visit, be sure that you have copies of the following to bring with you:
•the school/pre-K center specific checklist (retrieved and printed from the 2016 walkthrough application)
Step 1. Meet the Principal and custodian or Site Coordinator and/or Early Childhood Director
The principal (or designee) and a custodian should participate in the school walkthrough with you. They will have valuable insight regarding the school’s facilities, preparation plans and Core Curriculum unpacking status.
Step 2. Perform the walkthrough
Use the school-specific checklist you printed out to guide you during the walkthrough. Visit as much of the school’s organizational space as you can to gather the most complete information possible. Mark the answers to the walkthrough questions on your print-out – most of them will be multiple choice-type questions.
Step 3. Provide Principal Flyer/Site Coordinator Flyer and information on Core Curriculum program
Schools that opted-in to the Core Curriculum program and have not requested the balance of their NYSTL to be returned may order additional Core Curriculum materials during the residual ordering period in the Fall. Schools with any questions should contact the Division of Teaching & Learning’s Service Center at 718-935-3334 or [email protected].
Step 4. Complete the walkthrough checklist and submit responses online
Once you have completed the checklist, please enter your results in the online Walkthrough Application. (See “Walkthrough Application Reference Guide” [Pages 8-14] for step-by-step instructions.) All survey results must be submitted online by 6:00 pm the
day the walkthrough is conducted.
If you have any questions about using the application, please call the Walkthrough Response Team at 718-935-5000. There will be someone available from 8:30am to 5:00pm Monday through Friday.
The FSC Representative(s) that are conducting the walkthroughs are required to provide their name(s). This information assists with any follow up that may be necessary after the surveys are distributed to the various departments.
Please note:
This year a contact
number or email
address is
required.
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School Walkthrough Checklist - School Section
YEAR 14 (2016-17) SCHOOL WALKTHROUGH
Since walkthroughs do not begin until August 22nd, the system will not allow a date to be entered earlier than this date.
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Please try to complete this section by asking school staff to give you honest answers, to the best of their knowledge, with regard to these facilities-related questions.
School Walkthrough Checklist - Building Readiness Section
YEAR 14 (2016-17) SCHOOL WALKTHROUGH
In some cases walkers may notice that this section is already pre-populated; this is because someone has already walked the building and assessed the facilities components. If you are a 2nd walker and deem the results are different from the ones previously recorded please contact your FSC Operations manager before making any changes.
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#20: “Critical problems” may include anything that poses a threat to the safety of children, e.g., severe roach or rodent infestations, leaky roofs, collapsing ceilings, exposed wires.
If you believe that a building is not ready to open, discuss the reasons for this with your FSC Operations Manager first, before submitting your survey results. An answer of “no” to this question should have the consensus of your Operations Manager.
#23 If #22 is “Yes,” please note Room Numbers, as well as other important descriptions and details.
School Walkthrough Checklist - Building Readiness Section
YEAR 14 (2016-17) SCHOOL WALKTHROUGH
#19: Please ensure you have checked all elevators in the school personally before answering the question.
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School Walkthrough Checklist - Pre-K Section
YEAR 14 (2016-17) SCHOOL WALKTHROUGH
Please note this section is only required for schools that have Pre-K. If you do
not have any Pre-K classes please skip this section
(#24-36) and move on to the Preparation section.
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School Walkthrough Checklist - Pre-K Section
YEAR 14 (2016-17) SCHOOL WALKTHROUGH
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School Walkthrough Checklist - Preparation Section
YEAR 14 (2016-17) SCHOOL WALKTHROUGH
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School Walkthrough Checklist - Preparation Section
YEAR 14 (2016-17) SCHOOL WALKTHROUGH
#39: Please ensure that you have discussed the registration plan for student enrollment with the Principal.
#40: Please ensure that you discuss a contingency plan with the Principal regarding an overflow of students.
#41: Be sure to use this space to include any additional issues that may impact school opening.
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YEAR 14 (2016-17) SCHOOL WALKTHROUGH
School Walkthrough Checklist - Core Curriculum Section
If a school does not participate in Core
Curriculum please check “No,” and skip to
question #52, the DIIT section.
If a school needs to order additional materials, instruct them to order
during the residual ordering period in the
Fall. For questions, contact the Division of Teaching & Learning’s
Service Center.
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Try your best to be as complete as possible in these answers, as DIIT uses these data to determine school connectivity.
School Walkthrough Checklist - DIIT Section
YEAR 14 (2016-17) SCHOOL WALKTHROUGH
#56 - 57: Please note that FSCs are not responsible for any follow-up based on the responses that the school provides.
#59: Should any iZone schools encounter challenges with implementation, instruct them to contact Celine Azoulay-Lewin –[email protected].
Schools should be encouraged to contact the DIIT Helpdesk and obtain a ticket number, either by phone or the web to ensure that an audit trail is created to track any DIIT issues that are reported on the survey.
#53: Note that it is required that the FSC provides the Asset Tag ID number for all computers that require attention for a speedy resolution.
Pre-K Center Walkthrough Checklist - Surveyor Details
YEAR 14 (2016-17) SCHOOL WALKTHROUGH
The FSC Representative(s) that are conducting the walkthroughs are required to provide their name(s). This information assists with any follow up that may be necessary after the surveys are distributed to the various departments.
Please note:
This year a contact
number or email
address is
required.
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Pre-K Center Walkthrough Checklist - Site Section
YEAR 14 (2016-17) SCHOOL WALKTHROUGH
Since walkthroughs do not begin until August 22tnd the system will not allow a date to be entered earlier than this date.
Not all sites have Site Coordinators in place. Early Education Director will often be present in addition to or in lieu of Site Coordinator.
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Please try to complete this section by asking staff to give you honest answers, to the best of their knowledge, with regard to these facilities-related questions. We will later compare these results to Operation’s building readiness data.
Pre-K Center Walkthrough Checklist - Building Readiness Section
YEAR 14 (2016-17) SCHOOL WALKTHROUGH
In some cases walkers may notice that this section is already pre-populated; this is because someone has already walked the building and assessed the facilities components. If you are a 2nd walker and deem the results are different from the ones previously , speak with your FSC Operations Manager first, before submitting your survey results.
If you are in a Field Support Center, please contact Jessica Schwartz ([email protected]).
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#19: “Critical problems” may include anything that impacts the safety of children, e.g., severe roach or rodent infestations, leaky roofs, collapsing ceilings, exposed wires.
If you believe that a building is not ready to open, speak with your FSC Operations Manager first, before submitting your survey results.
If you are in a Field Support Center, please contact Jessica Schwartz ([email protected]) before answering “NO” to this question.
#22 If #21 is “Yes,” please note Room Numbers, as well as other important descriptions and details. Examples may include classroom materials or furniture that look grossly age-inappropriate
Pre-K Center Walkthrough Checklist - Building Readiness Section
YEAR 14 (2016-17) SCHOOL WALKTHROUGH
#18: Please ensure you have checked all elevators in the Pre-K Center personally before answering the question.
Pre-K Center Walkthrough Checklist - Classroom Readiness Section
YEAR 14 (2016-17) SCHOOL WALKTHROUGH
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Pre-K Center Walkthrough Checklist - DIIT Section
YEAR 14 (2016-17) SCHOOL WALKTHROUGH
#35 - 37: Please note that FSCs are not responsible for any follow-up based on the responses that the school provides.
Pre-K Centers should be encouraged to contact the DIIT Helpdesk and obtain a ticket number, either by phone or the web to ensure that an audit trail is created to track any DIIT issues that are reported on the survey.
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Pre-K Center Walkthrough Checklist - Preparation Section
YEAR 14 (2016-17) SCHOOL WALKTHROUGH
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After a school’s walkthrough results have been submitted, the “Completed” field will change to “Yes”
and the survey submission date will populate. The School Code link will remain active allowing you to
review your submission. You will still be able to click on ‘Print’ to print a school’s completed survey.
If you realize you made a mistake in submitting the survey and need to change one of the responses,
call the Response Team at 718-935-5000. They will help you edit the survey results.
Pre-K Center Walkthrough Checklist : Survey Confirmation
YEAR 14 (2016-17) SCHOOL WALKTHROUGH
Date survey was submitted will appear.
The school code link will remain active to review submission.
The “Completed” field will change to “Yes”
Walkthrough Results: Thank you for working with your FSC to complete the 2016 Walkthrough. An assessment of your school’s
“open-readiness” has been completed and the results will be submitted centrally; we will contact you if any further action is
required. If you would like to view your school’s results you can request a copy from the School Walkthrough Response Team via