KENTUCKY TEACHER INTERNSHIP PROGRAM KTIP District KTIP Coordinators

KENTUCKY TEACHER INTERNSHIP PROGRAM (KTIP) District KTIP Coordinators Informational Sessions 2017 1

Acronyms EPSB – Education Professional Standards Board KTIP – Kentucky Teacher Internship Program IMS – Intern Management System COE – Confirmation of Employment RTT – Resource Teacher Time Sheet RTIY – Record of Teacher Internship Year IPR – Intern Performance Record PGP – Professional Growth Plan SOE – Statement of Eligibility TP – Temporary Provisional CTE – Career and Technical Education DC – District KTIP Coordinator RT – Resource Teacher TE – Teacher Educator 2 PR – Principal

DC Responsibilities • Confirm with Human Resources that your role and the principals roles have been updated. • • Private schools, contact EPSB staff. Ensure the intern has a valid SOE or TP certificate in the content area & grade level for which he/she was hired. • Valid SOE candidate must be employed at least 15 hours per week in their area of certification and be able to complete 140 instructional days for a full year and 70 instructional days for a fall/spring semester. • Valid KTIP TP candidate must have a letter from the university stating they are ready to begin KTIP & must be employed at least 15 hours per week in their area of certification and be able to complete 140 instructional days for a full year and 70 instructional days for a fall/spring semester. 3

DC Responsibilities – Cont’d • Recruit resource teachers and assist principals in assignment. • Ensure principals & resource teachers receive KTIP face-to-face training prior to beginning internship. Training from Summer 2015 to present is current. • Work with the regional coordinator to define KTIP training needs, materials and teacher educator assignment. • Train principals and resource teachers on how to use IMS. • Ensure resource teacher time sheets are being completed and submitted by the deadlines. 4

DC Responsibilities – Cont’d • Ensure cycle reports are being completed within the timelines. • Ensure the decision of the beginning teacher committee is submitted to EPSB no later than two weeks following the final committee meeting. • Submit the intern resignation forms to EPSB in a timely manner. • Submit all required original documents to EPSB staff for unsuccessful internships. 5

Do I Have To? • KTIP is not optional. • Once a person is enrolled in KTIP, they must complete all requirements within the time lines unless they resign from KTIP and their teaching position. • A committee just “forgetting” to begin KTIP or not completing all regulatory responsibilities is not a valid reason. There could be consequences on the committee and the district if this happens. 6

DC IMS Duties • Complete & submit electronically the intern’s Confirmation of Employment (COE) to the EPSB with the actual committee (no placeholders). • COEs must be submitted no more than thirty (30) days from intern’s first instructional day. • • Due to budgetary constraints, there is a limited number of KTIP slots. These are on a first come, first serve basis. Interns denied for budget from previous years will receive first priority. Please enter these first. If modifications to submitted COEs are needed, email KTIP staff. Email should include: • If the COE is incomplete, you make the changes. • • • If this deadline is not met, interns may be required to obtain an Emergency Certificate. Intern’s name and last four digits of SSN. Change(s) to be made. Valid reason for change(s). • Approve/deny the electronic Resource Teacher Time Sheets (RTT) by established deadlines. • Approve/deny the electronic final Records of Teacher Internship Year (RTIY) no later than two weeks from the final committee meeting. 7

Committee Qualifications • • • RT: • • At least 4 years of teaching experience; At least Rank 2 Classroom teacher KTIP Training PR: • • Public School – school principal with principal certification • • Assistant principal can serve when there are more than 2 interns. Private schools – those serving in principal role regardless of certification KTIP Training TE: • • Assigned by the university KTIP Training 8

Electronic Reporting Intern Management System (IMS) is the online reporting system for KTIP • Resource Teacher Time Sheet (RTT) • Signed by resource teacher, intern, and principal • Submitted by District KTIP Coordinator • Required hours: • In-class – 20 (not paid by EPSB) • Out-of-class – 40 (paid by EPSB) • Payments • Fall/Spring time sheets – 2 payments • Full Year time sheet – 1 payment at the end • At the discretion of the resource teacher unless mandated by the district/school. • Record of Teacher Internship Year (RTIY) • Committee members submit their own component scores for each cycle after the observation. • Sign-off is done at the Committee Meeting. 9

Newsletter/Communication • It is very important that the information in newsletters or any communication from EPSB is forwarded to the appropriate committee members when necessary. • Committee members need to validate that their work email address listed in their profile is correct. When sending emails regarding COEs, RTTs or RTIYs we need valid work email addresses for them to receive these types of communications. 10

Entering the COE 11

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Click 13

DCs that also serve as Principals must toggle between two tabs. 14

Click Enter SSN of the intern and click “Get Intern Info”. An error will appear if the SSN is not in the database or the intern does not have the proper credentials. If the intern is found with the proper credentials, the intern’s name and address information will be populated automatically. 15

Review & update intern’s demographic information. KTIP District is pre-selected. Select the school to which the intern will be assigned. School list is based upon your district. School selected will determine the available principals for the committee. Select Internship Type – KTIP or IECE. Select the semester of internship (will be pre-selected but can be changed) Enter the beginning date of the internship (MM/DD/YYYY) Click “Save and Continue” to save this information and go to the next step or click “Save & Exit” to save this page and leave the system. 16

Enter SSN for RT. Select PR from drop-down (if correct PR doesn’t show, contact HR to verify role. If role is correct, check training). Click Validate and Assign Committee. Click “Save and Continue” to save information and go to the next step or click “Save & Exit” to save this page and leave the system. 17

Enter job information by selecting from the drop down menus. Music, Art, Dance, PE – population is “Any”. Special Education – content is “Any”; population specific to students (i. e. , SLD, FMD, MMD, etc. ) Elementary Education – population is “General” Click “Save and Continue” to save information and go to the next step or click “Save & Exit” to save this page and leave the system. 18

IECE • Preschool – content is “Any”; population is “Preschool”; Grade Low/High is “Preschool” unless teaching Kindergarten then Grade Low/High is “Entry”. • When submitting a COE for an intern who is certified IECE but is doing KTIP in a kindergarten classroom, the district coordinator must select IECE as the internship type. • Committee members serving an IECE intern must complete the KTIP face-to-face training and the IECE face-to-face training. IECE training from Summer 2012 to present is current. • IECE interns use the same forms as all other interns. 19

Click To review and print the COE. To submit the COE to EPSB for approval. You will receive a message “The COE has been submitted. ” 20

Resource Teacher Time Sheets (RTT) Click Resource Teacher is responsible for entering data into the time sheet. If they want to receive two payments they will click on “Click Here to Create Fall time sheet”. If they want to receive one payment at the end of the internship year they will click on “Click Here to Create Full Year time sheet”. 21

Click If a committee member returns the RTT to the resource teacher, a reason must be given and everyone will have to sign the edited version. 22

Resource Teacher Time Sheet (RTT) • If the intern refuses to meet or doesn’t show up for scheduled meetings, please note that on the time sheet with zero (0) hours entered. • It is best to enter all activities completed with the intern in the event that some hours are unapprovable. • Rollover hours will automatically be added to the spring time sheet once it has been submitted to EPSB. A maximum of five (5) rollover and make-up hours is allowed. • Fall time sheets must be approved by EPSB before the resource teacher can create a spring time sheet. 23

In-Class Mentoring Activities Are Defined as: üIn-Class Observations ØRT observes Intern ØIntern observes RT ØIntern and RT observe another teacher together üCollaborative Planning within school hours to provide prompt feedback on observations & discuss implications for the PGP. 24

Approvable Examples of Out-of. Class Mentoring Activities • Discuss expectations of internship year & review KTIP materials. • Review with intern the Kentucky Framework for Teaching. • Review with intern the intern’s PGP & share strategies for addressing areas for growth. • Work with intern to develop lesson plans. • Develop classroom management strategies. 25

Unapprovable Examples of Out-of. Class Mentoring Activities • Attending Faculty Meetings • Attending ballgames, dances, plays, parades, etc. • KTIP Committee Meetings • Attending professional development activities/conferences Shopping at Wal-Mart or other stores Working bus duty or hall duty Working concession stands for after school events • • Observations of extra-curricular activities (i. e. Reading Night, Club Meetings, etc. ) 26

RTIY Reporting • • All committee members must submit observation dates/component scores before the principal can create the cycle report. Edits can be made to individual component scores/observation dates once the cycle report is created and the committee member is ready to sign the report. All committee members must electronically sign the cycle report before the next one is available. Cycle 3: • The principal will enter the meeting date, strength/priority areas for growth, AND committee rating. • • All committee members will then sign. This is the only cycle report the DC will sign unless there is an optional Cycle 4. 27

Optional Cycle 4 • If the intern receives Ineffective on any component on Cycle 3, the committee can decide to do a Cycle 4. • The committee will need to complete the same steps for creating a Cycle 4 that they did for the previous cycle. • All Committee Members will need to sign off on this report and it becomes the final report. 28

Applying for Professional Certification • Fee Changes and Application Needed • • SOE - $50; no application TP - $85; CA-1 • Which certificate • • SOE – 4 year extension after KTIP TP – Regular 5 year certificate 29

From this screen you will be able to: Create COEs (after July 1 st) Search Internships from Intern Search Box by specific intern by all interns by display (COE, RTT, or RTIY) Time Sheet Approval Sign off on Final RTIYs **You should visit this screen monthly to make sure there are no outstanding records. 30

Suggested IMS Check • • • COEs: • • • Due within 30 days from intern’s first instructional day. Check to make sure they have been approved and not denied or incomplete. If denied, email EPSB staff if edits are needed. RTTs: • • Fall are due to EPSB by December 20 th. Spring and Full Year are due to EPSB by May 1 st. Send email reminders to resource teachers regarding deadlines. RTTs must be signed by RT, Intern, PR and DC (in that order) before they are submitted to EPSB. RTIYs: • • • Check to make sure cycle reports are being completed after committee meetings. Check to make sure the final report has at least 140 instructional days listed. Interim reports need at least 70 instructional days. Make sure you have signed and submitted the final report within 2 weeks from the final committee meeting. 31

Click • Signoff screens for RTT and RTIY look the same. • Must type in password and click on “Click Here to Agree and Digitally Sign. ” • Hitting Enter after the password will NOT work. 32

Cycles: In order to provide opportunities for growth and guidance throughout the internship, assessment is divided into three increments of time. All committee members must be in attendance at all committee meetings. Orientation Cycle 1 Cycle 2 Cycle 3 First Committee Meeting Second Committee Meeting Third Committee Meeting Fourth Committee Meeting Held: Prior to any formal classroom observation Held: 1 -60 instructional days following the orientation meeting Sources of Evidence 1 - 7 Held: 61 -110 instructional days following the orientation meeting Sources of Evidence 1 - 7 Held: 111 -Close instructional days following the orientation meeting Sources of Evidence 1 - 7 33

KTIP/Cycle Days There are two sets of days for KTIP: • Internship days • 140 instructional days for the internship year • Begin counting from the first day of teaching to the last day of teaching • • PD for compensation from employing school Cycle days • Cycle 1: 1 -60 instructional days from Orientation • Cycle 2: 61 -110 instructional days from Orientation • Cycle 3: 111 - close; instructional days from Orientation • Cycle 4 is appropriate as long as it is held within the Cycle 3 time line. • Observations and committee meetings can happen anytime within the above cycle time frame. 34

What are Instructional Days? Instructional Days ARE: • when an intern is performing regular teaching responsibilities in an instructional setting; • professional development for compensation from the district or employing school. Instructional Days ARE NOT: • annual leave days; • sick leave days; • other authorized or unauthorized (dock) leave time; • non-student calendar days / holidays; • severe weather days (unless approved by KDE for the use of Non-Traditional Instruction). 35

Intern Performance Record (IPR) • The IPR is the document used for collecting evidence for all components during the internship. • If an intern’s performance is considered unsatisfactory, documentation found in the IPR provides evidence during the appeals process of the intern’s performance. • CIITS can be used to collect evidence by principals that have access. Component scores must also be entered into IMS. • The IPR is not housed in IMS; scripting and evidence contained in the IPR is not entered into IMS. • The IPR must be kept electronically or in hard copy and 36 copies given to the intern at each cycle.

KTIP Deadlines • CONFIRMATIONS OF EMPLOYMENT (COEs): must be electronically submitted no later than 30 days from intern’s first instructional day. • RESOURCE TEACHER TIME SHEETS (RTTs): Fall time sheets must be electronically submitted on or before December 20 th. Spring and full year time sheets must be electronically submitted on or before May 1 st. Resource teachers' stipends will be paid based on the approvable out-ofclass mentoring hours submitted on their time sheets. Therefore, in order for resource teachers to receive their stipends in a timely manner, the time sheets electronically signed by the resource teacher, intern, and principal must be submitted by the deadlines mentioned above. • RECORDS OF TEACHER INTERNSHIP YEAR (RTIYs): must be electronically submitted no later than two (2) weeks following the final 37 committee meeting.

Please Note • • KTIP is for certification. District evaluation system is for employment. Sources of Evidence must determine that candidates are at least DEVELOPING on all components for successful internship. All previous KTIP materials should be discarded. If a teacher is hired with less than 140 instructional days but 70 or more, the COE should be submitted electronically to EPSB. • The COE beginning date of internship will be the first instructional day of the district’s Spring 2018 semester. Interns will receive a provisional internship certificate effective on the COE approval date; however, the internship will not begin until January 2018. If a teacher is hired with less than 70 instructional days, the district will need to apply for an Emergency Certificate. IMS is designed to work with Internet Explorer. It will not work properly with Chrome, Firefox, etc. 38

Alternative School/Setting • An internship shall not be established in an alternative school, classroom or program unless the district superintendent or designated nonpublic school head or leader submits the waiver to EPSB staff. • The level of support and services provided to the intern is equivalent to that provided to an intern placed in a regular setting. • The intern shall be provided the same opportunity to be successful. • The waiver is located on our website under KTIP Forms and Resources. 39

Resignations • An intern cannot resign from KTIP, unless he/she resigns the position. • The intern shall immediately provide written notice of the KTIP resignation to his/her employer. The resignation form located on the EPSB website should be filled out completely, signed, and submitted to EPSB (scanned or faxed) in a timely manner. • EPSB staff shall give final approval of resignations from KTIP or the internship could be deemed as unsuccessful. Note: Interns who do not complete their internship during the initial school year must complete KTIP within two consecutive school years. 40

Leave Medical or Military Leave • If the intern is placed on medical or military leave and will be returning to work during the same school year, the District KTIP Coordinator will place the intern on leave through the IMS. • If the intern resigns due to medical or military leave and will not be returning to work, the District KTIP Coordinator will submit the resignation form to EPSB. 41

Unsuccessfuls • The principal will provide the District KTIP Coordinator with: • • • interns’ original KTIP documents, intern’s videotape/DVD, if produced, a school calendar, intern’s Sources of Evidence, any other documentation the committee wishes to submit. • The District KTIP Coordinator will mail the above documents to EPSB. 42

Process for Appeals 16 KAR 7: 010 Section 9 • Intern is notified via certified letter of unsuccessful status & given 30 calendar days to appeal. • Appeals Committee reviews appeals and makes 1 of 3 recommendations to Board > Decision of KTIP Committee upheld > Decision of KTIP Committee not upheld > The internship to be nullified § When it becomes evident that the KTIP Committee has committed some procedural violation during the internship that makes it impossible to determine that the intern has been unsuccessful. • Board makes final decision 43

Where to Find Electronic EPSB Documents • Go to the EPSB website www. epsb. ky. gov (do not login) • Click on Internships • Click on KTIP Forms and Resource Information This is where you will find all KTIP documents, including Sources of Evidence templates. 44

Please make sure you understand your legal responsibilities by reviewing slides 3 -7. • No KTIP electronic documents are complete until you approve and submit. • RTT – due to end of the fiscal year close-out, it is very important that time sheets are submitted on time. Time sheets can be submitted as soon as hours are completed; this will expedite payment. • RTIY – beginning teacher cannot apply for professional certification until the final report is submitted. • It’s your responsibility to make sure all internships are progressing by the required deadlines. • If an intern is placed on leave or resigns, it’s your responsibility to make sure leave is documented and the resignation form is submitted to EPSB in a timely manner. • There could be legal implications for the committee members and 45 district if the KTIP requirements are not fulfilled.

Contact Information • Sherri Henley: sherri. henley@ky. gov • Sharon Salsman: sharon. salsman@ky. gov • Jennifer Elliott: jennifer. elliott@ky. gov • Ben Boggs: ben. boggs@ky. gov 502 -564 -5832 888 -598 -7667 502 -564 -9484 (fax) www. epsb. ky. gov 46