T1 2019 rhythms and patterns

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1. 13 August 2019 This is the slide footer and goes here 1 RHYTHMS AND PATTERNS Paul Clarke paulclarke@pdst.ie John O’Shea johnoshea@pdst.ie 2. Objectives of the Module…
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  • 1. 13 August 2019 This is the slide footer and goes here 1 RHYTHMS AND PATTERNS Paul Clarke paulclarke@pdst.ie John O’Shea johnoshea@pdst.ie
  • 2. Objectives of the Module 13 August 2019 This is the slide footer and goes here 2 ❏ To explore the range of roles a Deputy Principal experiences in his/her role through the Rhythms and Patterns of a School Year ❏ To examine effective strategies to help in starting in your new role. ❏ To explore practical steps in dealing with planning at the beginning of the school year with emphasis on Supervision and Supervision Scheme. ❏ To outline a range of resources for external evaluation.
  • 3. 13 August 2019 This is the slide footer and goes here 3 What we do and how we do it defines us as leaders
  • 4. 13 August 2019 This is the slide footer and goes here 4 The Power of the Calendar ❏ Scan the horizon ★ See where you are going? ★ Anticipate heavy workloads and prepare in advance ★ Minimise mistakes/omissions ❏ Achieve clarity on school / school priorities for the year ahead What are the priorities this year? Is it - Uniform? Literacy? Numeracy? SSE (LAOS)? Student/Teacher Punctuality?
  • 5. The Power of The Calendar / Checklist ❏ Getting to know staff and their roles ★ The Principal ★ Teaching Staff ★ Senior Management ★ The Secretary ★ Caretaker and Ancillary Staff ★ The Chairperson and members of the BOM ★ The Chairperson of the Parents’ Association ★ DES Staff - OLCS/Allocations etc. ★ Outside agencies- Tusla, JLO, CAMHs, NEPS etc.
  • 6. The Power of The Calendar / Checklist ❏ Building relationships Respect Honesty Communication Model the Behaviour ❏ Opportunity for all stakeholders to review and improve Shared vision Improve effectiveness Keep on task! Learn from your accomplishments / mistakes each year
  • 7. August Tasks that may be carried out within a school by P, DP, MLM, HSCL or administration. • Timetable finalised. Letters to staff/informed of ‘provisional’ nature of timetable. • Begin S&S process • Draft Special Needs timetable • Class lists and options finalised (1st/2nd/5th) and posted on notice boards • Appointments of replacement staff finalised- if applicable • Compile own list of substitutes & expectations • Review last year’s mailing lists to ensure that information is updated and accurate • Check transfer of information from Primary Schools • Compile list of students in the following categories and arrange for dissemination to staff – sensitivities, medical problems/assessed Special Needs/resource/exemptions from Irish/International/new transfers etc. Keep GDPR at the forefront • Commence preparation of September Returns ○ (Timetable/Staff) • Commence Preparation of October Returns commences (Students) • Preparation for Staff Meeting – finalise staff handbook/ information/good practice • New staff orientation/ induction / Droichead • Student induction/Return to school programme • Teacher meetings ○ Subject Planning Meetings- including CBA/SLAR ○ Year Group meetings ○ JCSP/LCA/TY etc. ○ Care team (SST) meetings • Garda vetting for external supervision & substitution • Child Protection training, Safe Guarding Statement, DLP / DDLP, Mandatory reporting • This list is not exhaustive & can change depending on sector (or culture) within a school.
  • 8. September Tasks that may be carried out within a school by P, DP, MLM, HSCL or administration. • Code of Behaviour/session with all classes • Learning support and resource structures implemented • Meetings with specific teams initiated [Year Heads/ Special Needs /Assistant Principals etc.] • List of Repeat Leaving Certificate students • Rotas for break/lunch and morning supervision • Fire Drill • Submit online claims • Student teachers • Extra- curricular activities plan/schedule • JCPA Filling in ongoing (OALs) • Planning for Open Night and Awards Night • Prep monthly planner in place • First Year Parents’ Information Evening • Collect school levies • Finalise Students’ Voluntary Insurance Scheme • Election of Student Council • Check that arrangements for Staff Development Day have been finalised. [Venue, speakers, etc.] • Staff meeting to address challenges emerging in the first month • Liaise with Parent’s Council re AGM • Start promotion of school for new intake • Liaise with Primary Schools/6th Class Teachers • Check Critical Incident Policy and remind staff • Preparation of Digital learning Statement for continued funding
  • 9. October/November Tasks that may be carried out within a school by P, DP, MLM, HSCL or administration. October • Parents Council AGM • Special Needs timetable finalised • September / October Returns finalised • Arrange staff/student photographs • Begin the identification of teachers for redeployment (if over quota) • First meeting of new Board • Finalise arrangements for the School Tour November • Preparation for House Exams – agree deadlines and finalise arrangements • CBA / SLAR / Assessment Task- agree process and Facilitator etc • Christmas Liturgical Events • Christmas Charity Event • School Show • Check November planner • Check on need for more NEPS assessments • Board of Management • Alert the DES re over quota scenario and teachers for redeployment based on a subject audit
  • 10. December/January Tasks that may be carried out within a school by P, DP, MLM, HSCL or administration. December • CAO Parents’ Information Evening • Staff Night out • Christmas Exams • Update Prospectus • Board of Management • Finalise cleaning/security arrangements for Christmas break • Assessment Task preparation • Give staff a copy of their OLCS record of sick leave January • CAO Applications finalised • Parent Teacher meetings following from Christmas Exams • 1st years change options • Options Information Evening for 1st and 3rd year parents • Option presentations for 1st/3rd year students • Plan Pre Exams, feedback and deadlines • Exam bank giro/medical card info • Enrolment , organise letters for offers of places • Fire Drill • Board of Management
  • 11. Pair work: who does what job? which jobs are you unsure who carries them out? is there any job here you didn’t anticipate?
  • 12. Keep a diary What worked? What would make it even better? What didn’t work? What were the reasons for this?
  • 13. Distributed Leadership
  • 14. Supervision & Substitution & OLCS
  • 15. Groupwork: S&S (5 minutes) At your table discuss: - your concerns around S&S - the challenges in your own particular school setting - possible supports you may need
  • 16. S&S and OLCS S&S The 43 hours which teachers who are in the scheme are to deliver for both Supervision (Breaks) and Substitution for absence in a School Year Allocation of substitution hours on the OLCS (Batt Hours) These are used as an aid to S&S and to cover School Based Junior and Leaving Assessments e.g. Home Economic/Metal Work Practicals - where the teacher must be substituted for Health and Safety reasons
  • 17. Purpose of the Supervision and Substitution Scheme Operational Arrangements for Supervision/Substitution 4.1 The Principal should consult with the teachers in deciding on the timetable for supervision duties. Supervision duties should be timetabled over the course of the school year. 4.2 Residual hours available after the timetabling of supervision will be available for substitution. Circular Letter PPT01/03
  • 18. Purpose of the Supervision and Substitution Scheme ● To provide a safe environment for students during breaks and lunchtime and when their classroom teacher is absent ● To provide flexibility to schools to provide cover for teachers who are on sick leave (self certified) or absent on Force Majeure ● To allow for the smooth operation of school business.
  • 19. What is School Business? Sports Field trips School tour Subject planning Crisis events Graduation ceremony ….
  • 20. Arrangements All new teachers are automatically in the S&S Scheme It is important to check who has previously opted out of S&S and the amount of money due back to the school to facilitate the same.
  • 21. S&S Requirements When to use: A teacher needs their class covered because: • They are away on School Business • They are absent on Self-Certified illness (uncertified/Self Certified) • The first day of Force Majeure Leave (make sure they fill in form on their return) When not to use: • The whole year group are away (teachers freed as a result to cover classes of the absent teacher(s) (Windfall) • Personal Leave (Voluntary)
  • 22. S&S Requirements The DES provides paid substitution for specified approved teacher absences for: Certified sick leave Maternity (26 weeks) and Paternity leave (2 weeks) Adoptive leave Parental leave (18 weeks to 13 years old) Force Majeure leave/illness in family Compassionate leave (5 days in 3 years) Jury Service Membership of NCCA (and NCCA committees) Union Standing committee member Conduct of oral/practical examinations and conferences Certain in-service (JCT, PST, PDST etc) Entered on The Online Claims System (OLCS)
  • 23. The Target Distribution Table •Decide with your Principal •Take care to cover what you consider heavy demand days – Sports/Meetings etc. •Minimise the use of “Batt Hours” for later in the year as teachers fulfill their quota of hours
  • 24. Process Overview 1. The first step uses the teachers’ preferences to fill each period (from first period Monday to last period Friday) to one less than the target number of teachers for that period. [The rationale is that any period which remains unfilled at the end of the process will be short a maximum of one teacher]. As each teacher is marked, the preference is noted in a count box until he/she reaches five periods. 2. The second step involves filling the remaining slot in each period using the teachers’ highest preferences until as much as possible of the target table has been filled 3. The final step is to add the Principal and Deputy Principal to the remaining gaps.
  • 25. Calculation Process The Principal emails each teacher with their individual class contact timetable (plus a copy of the Principal’s target distribution table) by a date in August. (a text message alerting to the email should be sent) Teachers are then asked to indicate their preference for substitution periods by filling in all the unallocated periods on their timetable in numbered order of preference.
  • 26. Calculation Process
  • 27. Spreadsheet
  • 28. Spreadsheet
  • 29. Final thoughts on S&S Importance of the circular to avoid conflict Transparency & consultation Employing tools that may help track S&S (eportal, VSware, etc) Ask for help!
  • 30. External Evaluation Guides for Inspections: https://www.education.ie/en/Publicati ons/Inspection-Reports-Publications/
  • 31. Child Protection & Safeguarding Inspections (CPSI’s): https://www.education.ie/en/Schools- Colleges/Information/Child-Protection/
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