Virginia Department of Education Office of Career, Technical, and Adult Education Program Year 2018-2019 Adult Education Site-Visit Protocol Staff Qualification and Professional Development Review Criteria Review Method Sample Documentation Comments Instructional and counseling members are qualified to carry out their responsibilities and perform their job tasks. (VDOE 2017-2018 Competitive Grant Application) Document Review, Interview chart with qualifications from Preliminary Information Form Resumes Job announcements Job descriptions with stated qualifications Staff files with performance evaluations, feedback or correction actions if applicable, and evidence of ongoing training or staff development Other evidence that demonstrates compliance with this item The program is implementing the professional development plan from the approved application. (VDOE 2017-2018 Competitive Grant Application) Document Review, Interview Evidence of professional development offerings that are consistent with the program’s professional development plan and priorities (flyers, emails, sign-in or attendance logs, agendas and/or materials, evaluations) Fiscal records (budget, budget amendments, reimbursement requests) Teacher focus group materials Other evidence that demonstrates compliance with this item An orientation procedure is in place for new personnel. (Refer to the regional Memorandum of Understanding among local entities) Document Review, Interview Documentation that administrators and direct service staff members have completed the new staff orientation. Staff orientation policies Orientation materials, agendas, attendance logs Other evidence that demonstrates compliance with this item The program conducts regular faculty/staff meetings. (Refer to the regional Memorandum of Understanding among local entities) Document Review, Interview Agendas, calendars, notes from regional and/or local meetings Sign-in or attendance logs Staff policies on meeting attendance Teacher interviews Individuals administering assessments have current certifications. (Assessment and Distance Education Policy for Virginia Adult Education and Literacy Programs) Document Review, Interview Certificate or notice of completion Commonwealth of Virginia Learning Center (COVLC) records of training completion Staff files with appropriate documentation evidence that demonstrates compliance with this item
New assessors successfully administer and three assessments under the supervision of a qualified assessor before administering assessments on their own. (Assessment and Distance Education Policy for Virginia Adult Education and Literacy Programs) Document Review, Interview Certificate or notice of completion Staff files with appropriate documentation Other evidence that demonstrates compliance with this item Overall Comments and Observations
Data Management Review Criteria Review Method Sample Documentation Comments The program abides by the 2017-2018 Virginia Education Assessment Policy. Refer to Policies 1-13 of the 2017-2018 Assessment Policy and Distance Education Policy for Adult Education and Literacy Programs Document Review, Interview, Observation Student intake and assessment records Student test information in the Single Sign-on for Web Systems (SSWS) Local or regional program assessment policies and procedures Other evidence that demonstrates compliance with this item The program abides by the 2017-2018 Virginia Education Distance Education Policy. Refer to Policies 14-17 of the 2017-2018 Assessment Policy and Distance Education Policy for Adult Education and Literacy Programs Document Review, Interview See Instructional Quality Module, Criterion K The program abides by VDOE guidance shared through Adult Education Directors Memos. (See Memos online on the page.) Document Review, Interview, Observation Student intake and assessment records Student test information in SSWS Local or regional program assessment policies and procedures Other evidence that demonstrates compliance with this item Each student’s Adult Student Profile Document (ASPD) is accurate and complete. If assessment or attendance information is documented somewhere other than the student’s ASPD, the information is readily available and includes all required assessment and attendance information specific to the student. (VDOE 2017-2018 Statements of Assurances) ASPD Audit, Interview Student ASPDs selected for review by the site visit team Student folders of VDOE-identified students evidence that demonstrates compliance with this item The program has internal controls to ensure that student data integrity and security are preserved, especially with respect to the management of personally identifiable information (PII). (WIOA Sec. 116(d)(5), and Family Educational Rights and Privacy Act Regulations Document Review, Interview Evidence that databases have a single point of contact and/or appropriate staff members maintain the security of their passwords and access (GED Manager, SSWS, NEDP Database) Physical student files are maintained according to policy #13 of the Assessment Policy and Distance Education Policy for Adult Education and Literacy Programs. Evidence that if student data is shared electronically, it is shared between staff members who are permitted to share and receive student data and that the data is shared via the SSWS Dropbox Local or regional program data sharing or data security policy statement Evidence of regular staff training on acceptable use policy, data integrity, and internal controls
Program regularly monitors the data entered in SSWS and identifies program performance strengths and weaknesses. The results are shared with administrators and plans for improving results are developed and implemented. (Refer to the regional Memorandum of Understanding among local entities) Document Review, Interview Charts and tables that indicate which data elements were isolated for analysis or review Staff correspondence indicating results of program performance reviews Staff correspondence indicating development and/or implementation of plans and strategies for program improvement Staff meeting agendas and notes indicating that program monitoring was discussed Other evidence that demonstrates compliance with this item The regional program manager monitors the delivery and ensures the quality of services at the local level, including the attainment of measurable skill gain (MSG) targets for each locality. (Refer to the regional Memorandum of Understanding among local entities) Document Review, Interview Schedule for visiting local adult education programs Evidence of local monitoring (agendas, minutes, materials) Evidence indicating that the regional program manager monitors progress toward the attainment of MSG targets Copies of continuous program improvement plans with reports Other evidence that demonstrates compliance with this item The regional program manager coordinates financial planning and management on behalf of the entire region that is consistent with the grant application. (Refer to the regional Memorandum of Understanding among local entities) Document Review, Interview Copy of budget-to-actual reports for all participating agencies Accounting or bookkeeping records Evidence of a process for ensuring that each program receives its reimbursements Other evidence that demonstrates compliance with this item The regional program manager oversees student recruitment and retention efforts on behalf of the region to help ensure access to equitable and efficient service to learners throughout the region. (Refer to the regional Memorandum of Understanding among local entities) Document Review, Interview Schedule for visiting adult education programs Documentation of outreach efforts for each local adult education program Classroom and enrollments by locality; map of region Copies of continuous program improvement plans with reports Other evidence that demonstrates compliance with this item The regional program manager is responsible for ensuring that performance evaluations are conducted in a manner that includes formal classroom observations with written feedback. to the regional Memorandum of Understanding among local entities) Document Review, Interview Evidence of employee performance evaluations (schedules, correspondence) Copies of lesson plans or evidence that lesson plans are reviewed by the regional program manager Other evidence that demonstrates compliance with this item The program retains grant files for five years, including grant application and award letters, fiscal documentation, and student records. (VDOE 2017-2018 Statements of Assurances) Document Review Records from FY13-FY18
Instructional Quality Review Criteria Review Method Sample Documentation Comments The program provides courses of sufficient intensity and quality with flexible schedules to meet varied learner and community needs in convenient locations. (VDOE 2017-2018 Competitive Grant Application) Document Review, Interview, Observation Publications indicating classroom hours, times, and dates List of class assignments showing hours or class duration Copies of CCRS classroom observations Performance data by class and location Other evidence that demonstrates compliance with this item Program is making efforts to ensure that instruction is delivered consistently in all classes by date of full implementation (July 2019). (VDOE Competitive Grant Application) Document Review, Interview, Classroom Observation Copies of CCRS classroom observations Lesson plans PD plan and evidence of progress toward program goals as stated in latest grant application Staff training and professional development records Other evidence that demonstrates compliance with this item The program uses the Standards-in-Action observation to support the implementation of standards-based instruction delivery and management. (Virginia Adult Learning Resource Center, Technical Assistance Roadmap for Full Implementation of Standards-based Instruction) Document Review, Interview - Copies of CCRS classroom observation Copies of CCRS Observation Aggregation tool Other evidence that demonstrates compliance with this item The program supports the continuous improvement of instructional in preparing and delivering standards-based instruction through collaborative planning and professional development. (Virginia Adult Learning Resource Center, Technical Assistance Roadmap for Full Implementation of Standards-based Instruction) Document Review, Interview Evidence of PD and PLCs and evidence of staff attendance/membership Evidence of staff time devoted to collaborative planning Other evidence that demonstrates compliance with this item The program demonstrates differentiation of instruction based on assessment results. (VDOE 2017-2018 Competitive Grant Application) Document Review, Interview Student placement guidelines and procedures roster with indication of appropriate groupings and activities Lesson plans Copies of CCRS classroom observations Student learning folders, plans, or portfolios Evidence of training and PD on differentiation and/or effective instruction in multi-level classes evidence that demonstrates compliance with this item