Day 1 Wednesday, November 15, 2017

Size: px

Start display at page:

Download "Day 1 Wednesday, November 15, 2017"

Camron Hart
5 years ago
Views:

1 Day 1 Wednesday, November 15, 2017 One-on-One DoDEA and ETAC Appointments 8:30 a.m. 6:00 p.m. Early Bird Registration 2:00 p.m. 6:00 p.m., Ile De France Foyer Early birds may register and pick up their meeting material and stop by the DoDEA, ETAC, and Visit New Orleans information tables. ETAC Welcome and Overview (Session repeats every 20 minutes.) 4:00 p.m. 6:00 p.m., Ile De France Ballroom I Required for new grantees and grant staff. This session will provide a detailed overview of the ETAC and its role in DoDEA grants. Creating Your ETAC Account (Session repeats every 20 minutes.) 4:00 p.m. 6:00 p.m., Ile De France Ballroom II Required for new grantees and grant staff. This session allows participants to set up new ETAC accounts and practice submitting information via the online semester reporting site. Promoting Your Project (Session repeats every 20 minutes.) 4:00 p.m. 6:00 p.m., Ile De France Ballroom III Required for new grantees and grant staff. This session provides a crash course in using social media to promote your DoDEA project. DoDEA Grantee Social (Previous registration required) 6:00 p.m. 8:00 p.m., Ile De France Foyer This 2-hour networking event will allow participants to meet and greet DoDEA and ETAC staff as well as new and returning grantees. Participants will be asked to complete an Ask Me About and/or Tell Me About ice breaker card to spark conversation. Light refreshments will be provided. Day 2 Thursday, November 16, 2017 fast and Registration 8:00 a.m. 9:00 a.m., Ile De France Foyer Grantees can pick up their meeting material and stop by the DoDEA, ETAC, and Visit New Orleans information

2 tables. One-on-One DoDEA and ETAC Appointments Welcoming Ceremony 9:00 a.m. 9:30 a.m., Ile De France Ballroom Jennifer Dailey-Perkins, Grant Program Manager, DoDEA Calynn Evans, Program Manager, ETAC DoDEA and ETAC Staff will share the history and purpose of the DoDEA Grant Program. Participants will team up in a fun game to test grantee knowledge. Welcome and Introduction of DoDEA Director 9:30 a.m. 10:00 a.m., Ile De France Ballroom Kathleen Facon, Chief, Education Partnership and Resources, DoDEA Thomas Brady, Director, DoDEA Meeting Executive Summary and Overview 10:00 a.m. 10:30 a.m., Ile De France Ballroom This session will provide the purpose, goals, and approach of the meeting. The session will discuss the objectives and strategy of the DoDEA Grant Program and will forecast the work of the program office. After attending this session, participants will have a clear idea about the DoDEA Grant Program and future program state requirements. 10:30 a.m. 10:45 a.m. Sustainability: Action Planning for Real Life 10:45 a.m. 12:00 p.m., Ile De France Ballroom Sustainability planning is not a one-time event! Discover how to link your program vision, logic model, activities, and budget together to create a living, iterative action plan that engages program leadership and stakeholders. Develop an action plan for real life! Working Lunch College and Career Readiness Table Top Discussions 12:00 p.m. 1:15 p.m., Ile De France Foyer/Ballroom In this working lunch, participants will self-select College and Career Ready topics of interest and engage in collaborative discussion. At the end of the session, ETAC staff will facilitate the sharing of Aha moments.

3 Concurrent out Sessions 1:15 p.m. 2:30 p.m. Implementation Challenges Room: Orleans/Rosalie/St. Claude In this breakout session, a grantee panel will share common implementation challenges and how they solved them. Challenges include handling staff turnover, ensuring quality professional learning, and getting staff buy-in. The session will focus on how solving challenges supports sustainability. Ready SET Grow (Session repeats on Friday, November 17, 2017 at 2:00 p.m.) Room: Conde/Frontenac Daniel Perkins, Principal Scientist and Founder, Clearinghouse for Military Family Readiness at Penn State University Erica Culler, Research and Evaluation Scientist, Clearinghouse for Military Family Readiness at Penn State University Representatives from the Clearinghouse for Military Family Readiness at Penn State University describe their prior and current work with DoDEA and with military-connected public schools, including the Ready School-wide Enrichment Training (Ready SET) Grow framework. Ready SET Grow uses a train-the-trainer model and technical assistance framework to improve school climate through the implementation of universal behavioral and emotional strategies and interventions. In this session, you will be encouraged to consider your own school culture, community factors, and current programs in implementing programs to increase school safety, improve school climate, and strengthen academic outcomes. Success in Afterschool Room: Maurepas Quality afterschool programs keep kids safe, inspire them to learn, and help working families. Yet, what defines quality and how do we know that our programs are really hitting the mark? Join us as we explore the depths of quality afterschool programming through intentional activity design that aligns with the traditional school day while still being fun and engaging. Learn about some benchmark programs in the field and how your program can truly have success in afterschool! 2:30 p.m. 2:45 p.m. Promoting Your Project/Creating Buy-In: Communication Strategies for Your DoDEA Grant 2:45 p.m. 3:45 p.m., Ile De France Ballroom Georgette Price, DoDEA Grants and Military Service Manager, Bossier Parish School Board Esperanza Soriano-McCrary, Parent Engagement Specialist, Clarksville-Montgomery County School System

4 This session will focus on giving audience members an opportunity to ask questions and get real-time answers from two school systems that have implemented successful grant programs, with projects including parent engagement, STEAM, and overall social-emotional support. They will discuss the strategies to successful implementation, promotion, and expansion and sustainability of their respective programs. Wrap-up of Day 1, Housekeeping Items 3:45 p.m. 4:00 p.m., Ile De France Ballroom District Team Meetings: Finalizing Goals and Strategies 4:15 p.m. 6:00 p.m., See list for room assignments This session is required for 2017 grantees. Districts will have an opportunity to meet as a team and finalize their goals and strategies for their 2017 grant. ETAC staff will be available for assistance. One-on-One DoDEA Appointments 4:15 p.m. 6:00 p.m. Day 3 Friday, November 17, 2017 fast and Morning Overview 8:00 a.m. 9:00 a.m., Ile De France Ballroom One-on-One DoDEA and ETAC Appointments Grants Management Session 1 (Required for 2017 Grantees only Project Directors and Day-to-Day Staff) 9:00 a.m. 9:45 a.m., Ile De France Ballroom Participants will be provided with federal mandated information to help them successfully manage their DoDEA grant award. Participants will have an opportunity to ask grant program management questions. Evaluator Role and Expectations (Required for all Evaluators) 9:00 a.m. 11:00 a.m., Orleans/Rosalie/St. Claude Melissa Seldin, Data Manager, ETAC Joan Mazur, Professor of Instructional Systems Design, Department of Curriculum and Instruction, University of Kentucky

5 Shannon Sampson, Director, Education Evaluation Center, University of Kentucky This session will begin with a detailed presentation of ETAC s role in grant review and evaluation. Then, representatives from the University of Kentucky will provide DoDEA grant evaluators with an in-depth examination of the role of the evaluator in assisting grantees with gathering and thoughtfully reflecting on data throughout the life of the grant. Emphasis will be on the dialogic evaluator grantee partnership as a robust evolving exploration of how to best achieve and refine the grant goals through formative data analysis and reflection. Hands-on case examples and data will anchor the interactive session on how evaluation supported the grant s trajectory from initial goals to sustainable practices. The Four Steps to Sustainability Success (Required for previous year grantees) 9:00 a.m. 11:00 a.m., Maurepas Time-limited grants and diminishing funding, matched with ever-shifting priorities, sometimes cause educational leaders to scramble to find ways to sustain successful initiatives or programs. In this deep dive workshop, learn about the Four Steps to Sustainability Success and gain an understanding of how each step will bring organizations closer to maintaining work over time. Good sustainability planning requires a clear vision with actionable steps. Begin your sustainability journey in this workshop today Grantees Concurrent out Sessions 9:45 a.m. 11:00 a.m. Preparing for Your Planning Year and Beyond Room: Ile De France Ballroom This session is for 2017 grantees only. In this breakout session, participants will hear from experienced grantees and learn tips and tricks to best use the project planning year. Topics include the following: understanding that planning means planning and not implementation, using evaluation data to drive implementation, making the district budget fit the federal budget mold, and getting stakeholder buy-in. Participants will come away with practical ideas to use in their own planning year and beyond. Finance Support (Session repeats at 2:00 p.m.) Room: Conde/Frontenac This session is for 2017 finance grant staff only. Grant management best practices encourage adopting policies and procedures ensuring that an agency has the proper checks and balances in place to protect grant funding against fraud, waste, and abuse and ensure grant financial stability. This workshop has the following objectives: (a) educate participants about the Wide Area Work Flow process, (b) provide case studies of grant auditing and audit report findings, and (c) explore grant management best practices to prevent similar issues from happening within your own school district. By discussing all the nuances of grant financial management, participants will understand the policies and procedures for financial reporting, making sure that only truthful statements are used in grant reporting. 11:00 a.m. 11:15 p.m. Sustainability Wrap-Up

6 11:15 a.m. 11:45 a.m., Ile De France Ballroom This session provides closing remarks on the four steps of sustainability and the importance of telling your program story. Working Lunch Grantee Showcase 11:45 a.m. 1:15 p.m., Ile De France Foyer/Ballroom In this working lunch, select previous-year grantees will share their projects in a Grantee Showcase. Participants will get a sense of how other grantees are working to promote the academic and social-emotional learning of military-connected children. One-on-One ETAC Appointments 11:45 a.m. 1:15 p.m. DoDEA Connections: Using the Knowledge Management System to Connect With Grantees 1:15 p.m. 2:00 p.m., Ile De France Ballroom Calynn Evans, ETAC Program Manager Knowledge is key! In this session, ETAC staff will unveil the first phase of the ETAC Knowledge Management System (KMS). The purpose of the KMS is to provide grantees with a resource to learn best practices and network with other grantees. Concurrent out Sessions 2:00 p.m. 3:15 p.m. Mysterious Makers Room: Maurepas DIY, Maker Faire, 3D Printing, Arduino, Open Source sound mysterious? Inspire the youth in your program by learning more about how the maker movement uses play, creativity, and exploration. Makers are a little bit scientist, a little bit hobbyist, a little bit hacker, and a lot of creative genius. Learn how you can create the model for the next Alexander Graham Bell, Thomas Edison, or George Washington Carver. Step into the world of Mysterious Makers. Ready SET Grow Room: Conde/Frontenac Daniel Perkins, Professor of Family and Youth Resiliency and Policy, Penn State University Erica Culler, Research Associate, Penn State University In this breakout session, representatives from the Clearinghouse for Military Family Readiness at Penn State University describe their prior and current work with DoDEA and with militaryconnected public schools, including the Ready School-wide Enrichment Training (Ready SET)

7 Grow framework. Ready SET Grow uses a train-the-trainer model and technical assistance framework to improve school climate through the implementation of universal behavioral and emotional strategies and interventions. In this session, you will be encouraged to consider your own school culture, community factors, and current programs in implementing programs to increase school safety, improve school climate, and strengthen academic outcomes. Finance Support (This session is required for all finance grant staff and optional for others.) Room: Orleans/Rosalie/St. Claude Grant management best practices encourage adopting policies and procedures ensuring that an agency has the proper checks and balances in place to protect grant funding against fraud, waste, and abuse and ensure grant financial stability. This workshop has the following objectives: (a) educate participants about the Wide Area Work Flow process, (b) provide case studies of grant auditing and audit report findings, and (c) explore grant management best practices to prevent similar issues from happening within your own school district. By discussing all the nuances of grant financial management, participants will understand the policies and procedures for financial reporting, making sure that only truthful statements are used in grant reporting. 3:15 p.m. 3:30 p.m. Grants Management Session 2: Performance, Financial Reporting Requirements, and Close-Out 3:30 p.m. 4:00 p.m., Ile De France Ballroom Participants will be provided with federal mandated information to help them successfully manage their DoDEA grant award performance and financial and closeout requirements. Participants will have the opportunity to ask questions to assist them in maximizing the management of their grant awards. Meeting Evaluations and Awards Ceremony 4:00 p.m. 4:30 p.m., Ile De France Ballroom During this time, participants will have an opportunity to provide feedback on the 2017 Grantee All-Hands Meeting via an electronic meeting evaluation form. Education Week Celebration 4:30 p.m. 5:00 p.m., Concierge Lounge (Lobby Level of the Hotel) Join us in this wonderful opportunity to celebrate public education and honor individuals, like you, who are making a difference in ensuring that every child receives a quality education Grantee District Team Meetings: Finalizing Your Detailed Budget and Evaluation Matrix 5:00 p.m. 6:00 p.m. See list for room assignments. This session is required for 2017 grantees. Districts will have an opportunity to meet as a team and finalize the detailed budget and evaluation matrix for their 2017 grant. DoDEA and ETAC staff will be available for assistance.

2017 VAECE Annual Conference

REGISTRATION INFORMATION! 2017 VAECE Annual Conference Educational Conference and Trade Show Hampton Roads Convention Center Hampton, VA March 30 - April 1, 2017 REGISTRATION FORM Use this form to register