professional development management system (pdms) a tutorial for professional development cluster...

Professional Development Professional Development Management SystemManagement System

(PDMS)(PDMS)

A tutorial for professional A tutorial for professional development cluster Vendors, development cluster Vendors,

Providers and InstructorsProviders and Instructors

Charlie MichelsPSB Executive Director

The Fine Print…….The Fine Print…….

The PDMS is indeed a newly published system for The PDMS is indeed a newly published system for

managing and tracking Delaware educator managing and tracking Delaware educator

professional development.professional development.

All parties are committed to the success of the PDMS.All parties are committed to the success of the PDMS.

All of the directions contained in this tutorial are subject to change.All of the directions contained in this tutorial are subject to change.

This tutorial will self-destruct in 5 minutes.This tutorial will self-destruct in 5 minutes.

A few pieces upfront:A few pieces upfront:

AllAll Instructors will need to be Instructors will need to be registered in DDOESSO in order registered in DDOESSO in order to ‘manage’ their cluster section.to ‘manage’ their cluster section.

Instructor access must be used Instructor access must be used with judiciousness.with judiciousness.

Communication will be the key to Communication will be the key to the success of the PDMS.the success of the PDMS.

For Providers or Instructors who are not For Providers or Instructors who are not currently employed Delaware K-12 currently employed Delaware K-12 educators, please supply me with the educators, please supply me with the following information:following information: NameName Title and Educational AgencyTitle and Educational Agency Email addressEmail address Work phoneWork phone Agency AddressAgency Address

You will be notified via email when your account You will be notified via email when your account is ‘active’.is ‘active’.

Forward info to: cmichels@doe.k12.de.us cmichels@doe.k12.de.us Type the word ‘PDMSCLUSTER” in the ‘Subject’ line.Type the word ‘PDMSCLUSTER” in the ‘Subject’ line.

Initial Provider/Instructor Initial Provider/Instructor ResponsibilitiesResponsibilities

Request of Request of Charlie MichelsCharlie Michels that a new cluster that a new cluster section be created with the following information:section be created with the following information:

Date cluster section will be ‘released’ and registration may Date cluster section will be ‘released’ and registration may beginbegin

Typically 3-4 weeks prior to the start of the clusterTypically 3-4 weeks prior to the start of the cluster

Date cluster section will startDate cluster section will start

Date cluster section will endDate cluster section will end

NOTE:NOTE: The approved demographics and cohort number for the cluster The approved demographics and cohort number for the cluster have been previously entered into the have been previously entered into the

PDMS.PDMS. The Final Submission Date will be 30 days after The Final Submission Date will be 30 days after

the established End Date.the established End Date.Participants will be able to self-registerParticipants will be able to self-register

Accessing your cluster sectionAccessing your cluster section

Cluster Instructors and/or educators Cluster Instructors and/or educators will gain access to the PDMS by will gain access to the PDMS by opening the web link to DDOESSO:opening the web link to DDOESSO:

https://login.doe.k12.de.us/DDOESSOhttps://login.doe.k12.de.us/DDOESSO

(see the next page)(see the next page)

The DE DOE SingleSignOn link may take The DE DOE SingleSignOn link may take you you

to a variety of options.to a variety of options. SelectSelect: :

Professional Development Professional Development Management SystemManagement System

You will now need couple ofYou will now need couple of ‘clicks’ to get to ‘clicks’ to get to your PDMS Home Page.your PDMS Home Page.

Your Your Home PageHome Page screen should look like this screen should look like this. . ~ Now ~ Now selectselect the the Administration Administration tab. tab.

On this page, On this page, selectselect Course Administration..

Now Now select select View All Courses. This will take you to . This will take you to the cluster sections in which you have been the cluster sections in which you have been

designated as the Instructor.designated as the Instructor.

Find the cluster you wish to access and Find the cluster you wish to access and select select SectionsSections..

Now under the Now under the RosterRoster column, column, selectselect View View Roster Roster for the current section you are for the current section you are

working with.working with.

You will now see your current cluster section You will now see your current cluster section roster.roster.

Your responsibilities and options are listed on the next several slides.

Cluster Section OptionsCluster Section Options

Registration StatusRegistration Status Registered Registered ~ the default option upon initial ~ the default option upon initial

registrationregistration No ShowNo Show ~ ~ (self evident)(self evident)

Completed Completed ~ the ~ the requisiterequisite option when the option when the participant has successfully completed the participant has successfully completed the clustercluster

Incomplete Incomplete ~ ~ (self evident)(self evident) Unsuccessful Unsuccessful ~ ~ (self evident)(self evident)

Credit TypeCredit Type selectselect ‘ ‘Cluster’Cluster’

Options, continued…..Options, continued…..

GradeGrade You may indicate the grade, but this is not a critical piece.You may indicate the grade, but this is not a critical piece.

DeleteDelete (the box to the left of the participant’s name)(the box to the left of the participant’s name)

You may You may DeleteDelete a registered participant, but do so with a registered participant, but do so with discretion.discretion.

DeletingDeleting a participant a participant willwill generate an email to them. generate an email to them.

Menu Bar above rosterMenu Bar above roster ‘‘Email allEmail all’ ~ a quick way to contact all participants’ ~ a quick way to contact all participants ‘‘Add LearnerAdd Learner’ ~ as an Instructor, you may add a participant’ ~ as an Instructor, you may add a participant

Adding Adding and/or and/or DeletingDeleting a participant a participant willwill generate an email to generate an email to them.them.

……see the next page…see the next page… ‘‘MessagesMessages’ ~ you may send a scripted email to selected ’ ~ you may send a scripted email to selected

participants participants

Options, continued…..Options, continued…..

‘‘Add LearnerAdd Learner’ ~’ ~ Select this tab on the Menu bar above the rosterSelect this tab on the Menu bar above the roster Type in the educator’s first name’s first few Type in the educator’s first name’s first few

lettersletters Type in the educator’s last name’s first several Type in the educator’s last name’s first several

lettersletters Do notDo not select any other fields!!! select any other fields!!!

Select Select SearchSearch Check to Add Check to Add thethe appropriate educatorappropriate educator Select Select Add User(s)Add User(s) Repeat the process as necessaryRepeat the process as necessary Be sure to Be sure to Save ChangesSave Changes upon completion!!! upon completion!!!

Options, continued…..Options, continued….. Save ChangesSave Changes

Be sureBe sure to do this after any changes have been made. to do this after any changes have been made.

HelpHelp tab tab Found at the top right of the pageFound at the top right of the page Access for more detailed help and solutionsAccess for more detailed help and solutions

Upon marked as Upon marked as CompleteComplete Participants will eventually see the ‘Participants will eventually see the ‘Survey’Survey’ as a new as a new

option on their PDMS Home Page. It is critical that all option on their PDMS Home Page. It is critical that all participants complete the online survey. This survey will participants complete the online survey. This survey will take the place of the previous hard copy of the take the place of the previous hard copy of the Cluster Cluster EvaluationEvaluation. .

NOTE: At this point, there are still some issues with the PDMS NOTE: At this point, there are still some issues with the PDMS software that enables the ‘software that enables the ‘SurveySurvey‘ to be accessed by educators. We ‘ to be accessed by educators. We anticipate a fix in the near future.anticipate a fix in the near future.

What are ‘Demographics?’What are ‘Demographics?’ In the First State of Delaware, all educators are In the First State of Delaware, all educators are

given a given a Position Position based on PHRST and the based on PHRST and the educator’s district or charter school’s designation.educator’s district or charter school’s designation.

This This Position Position is connected to the SingleSignOn, is connected to the SingleSignOn, and therefore to DEEDS and the PDMS. and therefore to DEEDS and the PDMS.

In the PDMS, the In the PDMS, the Position Position becomes the becomes the educator’s ‘demographic’. educator’s ‘demographic’.

Clusters have been approved for participants who Clusters have been approved for participants who meet various ‘demographics’.meet various ‘demographics’.

PDMS Demographics…..PDMS Demographics…..

RequiredRequired == Professional development that an Professional development that an educator is mandated to attend ~ educator is mandated to attend ~ no clusters fit no clusters fit this categorythis category..

RecommendedRecommended = Professional development = Professional development opportunities that fit within an educator’s opportunities that fit within an educator’s demographic, e.g., Administrator, Teacher, Pupil demographic, e.g., Administrator, Teacher, Pupil Support, etc.Support, etc.

RestrictedRestricted = The professional development = The professional development opportunity (cluster) is opportunity (cluster) is onlyonly available for available for registration by educators who meet the registration by educators who meet the approved demographic(s). approved demographic(s).

Important Details……..Important Details……..

Be sure to Be sure to Save ChangesSave Changes after each PDMS session after each PDMS session during which you have edited your roster!!!during which you have edited your roster!!!

The Instructor will need to indicate the The Instructor will need to indicate the participants’ status at the conclusion of the participants’ status at the conclusion of the cluster.cluster.

If an Instructor attempts to over-ride the If an Instructor attempts to over-ride the demographics or participant number, an email will demographics or participant number, an email will be generated and sent to the Instructor and be generated and sent to the Instructor and Charlie MichelsCharlie Michels. .

CharlieCharlie will then ’fix’ the problem. will then ’fix’ the problem.

The cluster section has finished….The cluster section has finished…. Complete the assessment of participants’ Complete the assessment of participants’

work.work.

Mark within the section roster in the Mark within the section roster in the Registration StatusRegistration Status column, those participants column, those participants who have successfully completed the cluster.who have successfully completed the cluster.

Under the column Under the column Lock transcript changesLock transcript changes, , select select Lock all.Lock all.

Within 30 days of the cluster section Within 30 days of the cluster section End End DateDate,, notify notify Charlie MichelsCharlie Michels via email that via email that the section roster list is now accurate and the section roster list is now accurate and ready to process.ready to process.

Notification ProtocolNotification Protocol In your emailIn your email, , copy the grey area at copy the grey area at

the top of your section roster and the top of your section roster and paste it into the email to paste it into the email to Charlie Charlie Michels. Michels. ((see the next slide)see the next slide) You will be notified that your email has been You will be notified that your email has been

received, saved and printed.received, saved and printed. The section roster will then be forwarded to be The section roster will then be forwarded to be

processed. This typically takes but a few days.processed. This typically takes but a few days. Upon processing, official letters will be printed Upon processing, official letters will be printed

in the DOE Office of Professional Accountability in the DOE Office of Professional Accountability and sent to the OMB and District/Charter and sent to the OMB and District/Charter School Business Managers. School Business Managers.

The ‘Effective Date’ is the first of the month following The ‘Effective Date’ is the first of the month following the ‘End Date’ of the cluster section.the ‘End Date’ of the cluster section.

You will receive an email 20 days into the 30 day You will receive an email 20 days into the 30 day window following the window following the End DateEnd Date of the cluster of the cluster section reminding you, if necessary, to make the section reminding you, if necessary, to make the notification.notification.

Once the notification has been made, the section Once the notification has been made, the section roster will be ‘locked’ and no further changes may roster will be ‘locked’ and no further changes may be made.be made.

Check and double checkCheck and double check your section roster for accuracy your section roster for accuracy prior to notifying prior to notifying Charlie MichelsCharlie Michels..

If If CharlieCharlie has not been notified by the Instructor at has not been notified by the Instructor at the conclusion of the 30 days following the the conclusion of the 30 days following the End End DateDate, he will process the section roster as is., he will process the section roster as is.

Questions about the PDMS?Questions about the PDMS?

In your email, type: In your email, type:

“PDMSCLUSTER” in the “PDMSCLUSTER” in the SubjectSubject line line

emails will be addressed in a timely manner, but please emails will be addressed in a timely manner, but please be patient !!!be patient !!!

cmichels@doe.k12.de.uscmichels@doe.k12.de.us

That’s all folks……………That’s all folks……………