the nyc department of education 2016 school walkthrough...

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]

http://schools.nyc.gov/

http://schools.nyc.gov/

2

•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

•Slide 26 Principal Flyer

•Slides 27-34 Pre-K Walkthrough Checklist & Survey Confirmation

•Slide 35 Site Coordinator Flyer

•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

3

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


Introduction

4


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

http://intranet.nycboe.net/NR/rdonlyres/C29223A4-A879-455A-B24F-04716175CF7E/0/CoreCurriculumProgramCertificationandTracking2016.pdf

http://intranet.nycboe.net/TeachingLearning/Curriculum/default.htm

5

School Opening Timeline


Friday, April 1st through Wednesday, May 4th

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.

6

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)

•the Principal Flyer/Site Coordinator Flyer

•parts of this presentation for reference

Preparing for a walkthrough: Prior to a visit


http://dfoforms.nycenet.edu/walkthrough/

7

Conducting a walkthrough: The actual visit


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.

mailto:[email protected]

8

http://dfoforms.nycenet.edu/walkthrough

Bookmark me!

Please Note! Walkthrough Application opens for submission on Friday, August 19, 2016 at 11:00am

If you have

questions, click

here to download

a copy of this

Guide

Click here for the Principal Flyer you will hand-off

after completing the walkthrough

All users must first create a new account. Even if you created an ID for walkthroughs in the past, you must create a

new one. Click on “SignUp” to create a new account. (See the next slide for instructions.)

After creating a new account, use the User ID and Password for the rest of the walkthrough timeline.

Walkthrough Application Reference Guide: Login


9

After clicking “SignUp,” you will be brought to this screen.

The Activation Code is walk2016.

Click “Continue” to complete account signup.

Walkthrough Application Reference: Creating a New Account (1 of 2)


walk2016

10

Fill out the requested information. All fields are required except for “Middle Name” and “Fax.”

Once completed, click “Submit.” You have now established an account for the walkthrough application.

Please continue to use this User ID and Password for the entire walkthrough timeline.

Walkthrough Application Reference: Creating a New Account (2 of 2)


11

After logging in, this will be the first screen you see.

Enter the location code for the school you wish to retrieve in School Code (4-Digits). (e.g., PS 2 in Queens is

Q002.)

X: Bronx K: Brooklyn M: Manhattan Q: Queens R: Staten Island Z: Pre-K Centers

*If you do not know a school/Pre-K Center’s location code, you can use the Search Building option. Just enter

the information you know (school name, principal, etc.) and the application will supply you with the school

information and location code that matches.

Walkthrough Application Reference: Entering a location code


12

Once you have entered a location code in School Code (4-Digits), you will see a brief summary about the school.

After verifying that this is the school you are going to be surveying, click on the School Code (noted in blue above) to

view the actual survey. There you will have the option to Print a copy of the specific checklist.

Walkthrough Application Reference: Retrieving a school-specific checklist


Enter a school codehere to search for adifferent school

Click on the School Code

Any school code that begins with a “Z” is a district pre-K center

13

You have the option to Print a copy of the school/pre-K center specific checklist in the upper right hand corner. This is

what you will bring with you to the walkthrough to record your answers.

Important Note: Do not complete the survey until after you have conducted the walkthrough!

You can only enter survey results one time, and cannot make changes once your results are submitted.

Walkthrough Application Reference: Retrieving a school-specific checklist


Click Print

If any of the information in the School/Building Information is

incorrect please notify the Walkthrough Response Team at 718-935-5000 or [email protected].


14

After you have conducted the walkthrough, submit the survey results online by 6:00pm the same day.

To submit survey results, go to the Walkthrough Application (http://dfoforms.nycenet.edu/walkthrough) which you

can also find on the DOE intranet and log-in.

Look up the appropriate school in the School Code (4-Digits).

Click on the school code (noted in blue above).

Walkthrough Application Reference: Submitting Survey


Click onthe school code


15

School Walkthrough Checklist - Surveyor Details


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.

16

School Walkthrough Checklist - School Section


Since walkthroughs do not begin until August 22nd, the system will not allow a date to be entered earlier than this date.

17

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


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.

18

#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


#19: Please ensure you have checked all elevators in the school personally before answering the question.

19

School Walkthrough Checklist - Pre-K Section


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.

20

School Walkthrough Checklist - Pre-K Section


21

School Walkthrough Checklist - Preparation Section


22

School Walkthrough Checklist - Preparation Section


#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.

23


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.

24

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


#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.


25

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.

School Walkthrough Checklist : Survey Confirmation


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

e-mail at [email protected].

Additional School Opening resources will be made in the Principals’ Weekly newsletter. Please be sure to share information with

your staff members as well.

Core Curriculum:

Please visit and bookmark the Core Curriculum homepage: http://intranet.nycboe.net/TeachingLearning/Curriculum/default.htm.

On this homepage, you will find details about the Core Curriculum program, as well as news and recent announcements.

If you are not using Core Curriculum and need assistance ordering alternative instructional materials, the Finance Service Center is

available to help you with any questions you may have about purchasing in the FAMIS Portal. The Finance Service Center team is

available from 8:30am to 5:00pm Monday through Friday and can be reached at 718-935-5000.

Thank you for all of your cooperation! Have a great school year!

School Walkthrough Response Team

[email protected]

Thank you, Principals!


http://intranet.nycboe.net/TeachingLearning/Curriculum/default.htm


27

Pre-K Center Walkthrough Checklist - Surveyor Details


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.

28

Pre-K Center Walkthrough Checklist - Site Section


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.

29

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


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]).

30

#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


#18: Please ensure you have checked all elevators in the Pre-K Center personally before answering the question.


31

Pre-K Center Walkthrough Checklist - Classroom Readiness Section


32

Pre-K Center Walkthrough Checklist - DIIT Section


#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.

33

Pre-K Center Walkthrough Checklist - Preparation Section


34

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


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

e-mail at [email protected].

Thank you for all of your cooperation! Have a great school year!

School Walkthrough Response Team

[email protected]

Thank you, Site Coordinators!



• Furniture (Tables and Chairs, Rug, Cubbies, Bookcases, Centers)• Materials (Books, Blocks/Manipulatives, Arts Materials)

36

Pre-K Furniture and Materials Example

Shelves with Books Shelves with Blocks

Shelves with Art Materials Containers with Manipulatives

Dramatic Play Furniture

Dramatic Play Materials

Pre-K Furniture and Materials: Example

37

• Cots or mats like the ones pictured are acceptable for nap/rest time

Pre-K Furniture: Cots/Mats

38

1. Where can I access the Walkthrough Application?

The Walkthrough Application can be accessed via the link below:


2. Where can I access a copy of the Walkthrough Guide & FAQs?

A copy of this presentation will be available on the Walkthrough application page:


Both the Walkthrough Guide and FAQs will be available on the intranet site:http://intranet.nycboe.net/SchoolSupport/SchoolOpening.htm

3. When will the Walkthrough application be available?

The application will open Friday, August 19, 2016 at 11:00am. FSC representatives can begin to print out the specific checklist for

each school they are visiting.

4. Can I access the walkthrough application on a mobile device, for example an i-Pad/Chromebook?

For the 2016-17 Walkthrough period the Walkthrough Application can be accessed on an internet connected desktop or mobile

device. Mobile devices such as an I-Pad or Chromebook can be used to access the application but the school must have Wi-Fi or

Internet access. Please note surveyors should still bring a printed checklist as a precaution as some schools may not have Wi-Fi

available.

Frequently Asked Questions (FAQs)



5. What is the activation code for the walkthrough sign-up?

This year’s activation code is: walk2016

It is the same for every user, after you have entered the activation code you will be prompted to create your own unique

password.

6. Can I use my User ID & Password from last year’s walkthrough for the 2016-17 Walkthrough?

Yes, only new users are required to create a new User ID and password. If you do not remember your login information you can

request a password reset.

7. Who should I contact if I am having issues logging into the Walkthrough Application?

Please contact the Finance Service Center to assist your login issues. The Finance Service Center team is available from 8:30am to

5:00pm Monday through Friday and can be reached at 718-935-5000. You can also e-mail your requests to

[email protected].

8. If our location does not have Pre-K classes, do we still need to complete the mandatory questions?

If your school does not have Pre-K classes you are not required to complete this section. Just answer “No” to question 24 and you

skip to # 37 of the questionnaire.

9. If a school or building is not deemed ready to open what information should be provided in the walkthrough survey?

You must contact your FSC Operations Manager before answering this question. If you are not in a FSC, please reach out to

Jessica Schwartz ([email protected]). Please be sure to provide a detailed response as to why the school is not

deemed ready to open. Also, be sure to enter a mobile number and e-mail address where you can be reached in the event we

need further details.

10. If my iZone school is encountering challenges with implementation, who can they contact?

The school can contact Celine Azoulay-Lewin at [email protected].

11. Can someone on my team enter the survey results although they were not an actual surveyor?

We strongly encourage the people that were surveyors to be the ones that submit the results for the walkthrough survey. They will

be the most knowledgeable about the school specific survey.




12. Can I close the survey, save it, and come back to add additional information prior to submitting?

No, all surveys must be completed on the day the walkthrough was conducted. Once you start the survey you will not have the

option to save any of your progress and complete it at a later time.

13. Can I submit the survey results on a day after the walkthrough has been conducted?

It is strongly suggested that surveys should be submitted by 6:00 pm the day the walkthrough was completed. However, if you are

unable to submit it by 6:00 pm you will have 24 hours from when the walkthrough was conducted to submit your results.

14. How can I correct a location code or other information that appears incorrectly on the Walkthrough Application?

Please contact the Finance Service Center to assist you with making any changes to a walkthrough survey. The Finance Service

Center team is available from 8:30am to 5:00pm Monday through Friday and can be reached at 718-935-5000. You can also e-

mail your change requests to [email protected].

15. How can I make corrections to a submitted survey?

Please contact the Finance Service Center to assist you with making any changes to a walkthrough survey. The Finance Service

Center team is available from 8:30am to 5:00pm Monday through Friday and can be reached at 718-935-5000. You can also e-

mail your change requests to [email protected]. Any significant changes (i.e. Core Curriculum status, major facilities

problems) need to be done after approval from your FSC Operations Manager or, if you are not in a FSC, Jessica Schwartz

([email protected]).

16. Where can principals/site coordinators view a copy of their 2016 walkthrough results?

If you would like to view your school’s results you can request a copy from the School Walkthrough Response Team via e-mail at

[email protected].

17. Will the application allow for the upload of pictures?

Currently the application does not support this feature. We will consider this as an option moving forward as a future

enhancement.





18. Does a Principal/Site Coordinator need to be present for the walkthrough?

The principal/site coordinator and a custodian should participate in the school walkthrough with you but it is not a requirement.

They can appoint a designee who will have valuable insight regarding the school’s/pre-k center’s facilities, preparation plans and

Core Curriculum unpacking status. You will need to indicate the designee’s name and title in the survey (School Checklist is # 6-8;

Pre-K Checklist # 2-4).

19. Do I need to use a DOE computer to access the Walkthrough Application?

No, in previous years the Walkthrough Application could only be accessed from a DOE-networked computer. Today it can be

accessed from the DOE intranet or on any computer or mobile device that has an internet connection at:


20. Can you provide links for us to download the Multilingual Welcome Poster and the Achieve NYC poster referenced in questions

37 and 38?

Schools will be shipped these posters, but they will be posted on the School Opening page of the P-portal. They can serve as a

reference until posters arrive at schools.

The multilingual language access poster can be printed and posted in different parent facing areas of the school if needed. Each

school will only receive one copy of the poster.

Multilingual Welcome Poster

21. When should we provide the Principal/Site Coordinator with the flyer?

Please provide a copy of the Principal Flyer/Site Coordinator Flyer during your actual visit.

22. Can I submit a walkthrough on 8/19/2016?

The Walkthrough Application opens for submission on Friday, August 19, 2016 at 11:00am. You will be able to sign-up, print your

school specific checklists and submits your walkthrough survey results.



https://intranet.nycboe.net/DOEPortal/Principals/SchoolSupport/SchoolOperations/SchoolOpening/default.htm

http://schools.nyc.gov/NR/rdonlyres/4A1DA309-5E5B-47FD-A05B-1A64878E502D/0/DO01_poster_091714_FINAL.pdf

the nyc department of education 2016 school walkthrough...

Documents