Project: Year 7 2018–2019

North Carolina Student Success and Sustainability Project

The Southeast Comprehensive Center is providing technical assistance (TA) to North Carolina Department of Public Instruction (NCDPI) staff to refine the regional support model, including designing meetings of academic division leaders and creating communication protocols and professional development tools. SECC experts also will share research on education-based case management systems and data-based decision-making to inform district supports provided by NCDPI. 

Technical Assistance Approach

The SECC will provide meeting facilitation TA to NCDPI staff and guidance to NCDPI leadership to include assistance with co-developing presentation materials for collective impact meetings and developing communication protocols and other documents to disseminate information about the regional structure throughout the department and to local districts. In addition, SECC staff will share research on education-based case management systems and data-based decision-making to inform district supports provided by NCDPI.

Impact
  • Improved materials and assets through the establishment of a regional structure to provide targeted support to low-performing schools in the state
  • Improved organizational structures and processes for sharing information across departments through communication tools and common language about the regional support structure
  • Increased knowledge and skills among NCDPI staff to support low-performing schools with the elements of collective impact and among regional case managers with case management techniques

Previous years: Student Success and Sustainability

Project State(s)

Project Updates

Most Recent Update: 2019 | August

Staff from the Southeast Comprehensive Center (SECC) and the North Carolina Department of Public Instruction (NCDPI) held a conference call on August 8 to finalize the activities planned for the August Guiding Coalition meeting. On, August 15, SECC facilitated conversations with the Guiding Coalition to revisit their vision and communication policies for the regional support structure (RSS). SECC also provided revised drafts of the RSS logos, which were designed by a SECC graphic artist, for review and feedback. During the Guiding Coalition meeting, SECC also led a discussion about the final revisions of a RSS survey that could be distributed to superintendents. On August 29, SECC and NCDPI staff met to discuss the next steps for the September 19 Guiding Coalition meeting.

On September 16, SECC staff will meet with the newly appointed Deputy Superintendent of District Support to share final updates about the RSS project and share information about previous completed North Carolina projects. On September 19, SECC will facilitate conversations with the Guiding Coalition around the catalog of services and communication with superintendents. SECC will close out project work with NCDPI and deliver any materials that can assist NCDPI as they continue with the implementation of the RSS.

The eight regional case managers have taken ownership for most aspects of the RSS work and will present the majority of the information discussed at the Guiding Coalition meetings.

 

Previous Updates:

Staff from the Southeast Comprehensive Center (SECC) and the North Carolina Department of Public Instruction (NCDPI) held a conference call on August 8 to finalize the activities planned for the August Guiding Coalition meeting. On, August 15, SECC facilitated conversations with the Guiding Coalition to revisit their vision and communication policies for the regional support structure (RSS). SECC also provided revised drafts of the RSS logos, which were designed by a SECC graphic artist, for review and feedback. During the Guiding Coalition meeting, SECC also led a discussion about the final revisions of a RSS survey that could be distributed to superintendents. On August 29, SECC and NCDPI staff met to discuss the next steps for the September 19 Guiding Coalition meeting.

On September 16, SECC staff will meet with the newly appointed Deputy Superintendent of District Support to share final updates about the RSS project and share information about previous completed North Carolina projects. On September 19, SECC will facilitate conversations with the Guiding Coalition around the catalog of services and communication with superintendents. SECC will close out project work with NCDPI and deliver any materials that can assist NCDPI as they continue with the implementation of the RSS.

The eight regional case managers have taken ownership for most aspects of the RSS work and will present the majority of the information discussed at the Guiding Coalition meetings.

On July 25, staff from the Southeast Comprehensive Center (SECC) and the North Carolina Department of Public Instruction (NCDPI) met to discuss the direction and topics for the August and September Guiding Coalition meetings. The new Deputy Superintendent of District Support cancelled the July Guiding Coalition meeting. However, the Deputy Superintendent worked with SECC and NCDPI staff to develop assignments for Guiding Coalition members. Members were asked to complete their regional support team unit descriptions and their contributions to the catalog of services. SECC also provided several drafts of a possible logo for the regional support structure.

SECC staff will work with NCDPI during the August 15 Guiding Coalition meeting. The meeting will focus on how to define the regional support structure and how to best share its purposes to educators in North Carolina. There will be a continued discussion about communication protocols. SECC’s graphic artist will work to make updates to logos based on feedback from NCDPI.

As evidence of impact, NCDPI staff gave SECC staff ratings of 4 on a 4-point scale across all measures of quality, relevance, and usefulness on a survey conducted in June 2019. Respondents said the growth and learning achieved by NCDPI staff would not have occurred without SECC support, enabling the development of products relevant to the project. 

On June 6 and 13staff from the Southeast Comprehensive Center (SECC), the Deputy Superintendent of District Support, and the director of District and Regional Support of the North Carolina Department of Public Instruction (NCDPI) met to finalize the agenda and topics for the monthly Guiding Coalition meeting. These topics included finalizing the feedback survey, district data analysis processes, and the comprehensive needs assessment updates. On June 20, SECC staff attended the Guiding Coalition meeting and served as thought partners for NCDPI and regional support structure staff. On June 27, SECC and NCDPI met to discuss the agenda and topics for the July Guiding Coalition meeting. 

During the July Guiding Coalition meeting, SECC staff will facilitate a conversation about the communication protocols and the internal communication scripts/documents that will be needed to properly share the implementation of the regional support structure to superintendents and NCDPI division staff. SECC also will work to help NCDPI think about the branding of the regional support structure, and a SECC graphic artist will assist with developing a logo. It also is anticipated that the regional support structure feedback survey will be sent to superintendents. 

As evidence of impact, the Regional Case Managers and the Director of District and Regional Support are facilitating the majority of the Guiding Coalition meetings. The case managers also are working to finalize materials designed during the monthly meetings. The NCDPI staff have taken ownership of the regional support structures and communicating the updates with their regional support teams.  

Staff from the Southeast Comprehensive Center (SECC) and the North Carolina Department of Public Instruction (NCDPI) worked to finalize a feedback survey to assess awareness of the regional support structure among district superintendents and chief academic officers. It is expected that the survey will be distributed during the month of June. In addition, SECC and NCDPI will meet weekly to develop the agenda and presentation slides for the June 20 Guiding Coalition meeting. During this meeting, there will be discussions about data analysis, the menu of supports, and a communication plan. SECC also will work with the regional support team members to begin to gather information about branding. The Guiding Coalition will provide feedback on the awareness survey.

As evidence of impact, the Guiding Coalition and the regional support team members have taken the initiative and lead on several aspects of planning and preparing for the regional support structure.

On April 4 and 11, staff from the Southeast Comprehensive Center (SECC) and the North Carolina Department of Public Instruction (NCDPI) met to finalize the agenda and topics for the monthly Guiding Coalition meeting. On April 18, SECC staff lead the facilitation of the Guiding Coalition meeting around the Frequently Asked Questions (FAQ) document. This document will serve as an internal communication document for NCDPI. SECC also facilitated a discussion about NCDPI hiring and retaining employees, with particular focus on staffing the regional support structure (RSS). A first draft of a feedback survey for gauging initial awareness of the RSS was designed.

During May, SECC and NCDPI project team members will finalize the survey gauging initial awareness of the RSS. This survey will be administered to district leaders during the latter end of May or early June. In addition, the Guiding Coalition members and SECC will collaborate to finalize the menu of support and begin to discuss district data analysis plans.

NCDPI has made a huge effort to make sure that district leaders are learning more about the regional support structure. A few of the Guiding Coalition members are taking the lead on developing external communication protocols and will bring drafts to a future meeting for feedback from the larger group.

On March 11–12, the North Carolina Department of Public Instruction (NCDPI) held a regional kick-off training for all members of the regional support teams. Throughout the month, Southeast Comprehensive Center (SECC) and NCDPI leaders met weekly to finalize a meeting agenda and co-develop presentation slides for a virtual meeting, which was held on March 21. During the meeting, a regional case manager shared information about the kick-off training. Other topics included the revisions on the theory of action for the regional support structure, finalizing the professional learning and technical assistance definitions, and completing the catalog of services. In April, SECC and NCDPI will meet to co-develop the agenda and Powerpoint slides for the April 18 Guiding Coalition monthly meeting. NCDPI wants a discussion about filling regional support team vacancies and what are the issues for hiring and retaining staff members for this work. SECC also will provide guidance and expertise for revising a frequently asked questions (FAQ) document. As evidence of impact, NCDPI academic leaders have developed common language for several components of the regional support structure. NCDPI has developed position descriptions and a draft of the catalog of services, which indicated their increased understanding of the need for system documents and protocols that will bolster with full implementation.

The Southeast Comprehensive Center (SECC) and the North Carolina Department of Public Instruction (NCDPI) leaders meet weekly to finalize a meeting agenda and codevelop presentation slides for the guiding coalition/regional support structure meeting. On February 21, the guiding coalition meeting was held with NCDPI division leaders, and SECC helped to facilitate conversations around defining professional learning and technical assistance (TA) and developing the menu of services. A conference call also was held to start planning the March 21 meeting, which will be a one-hour virtual meeting.

In the month of March, SECC and NCDPI staff will work to develop an agenda and meeting activities for the monthly Guiding Coalition meeting. SECC staff will refine the definitions of professional learning and TA for internal communications. SECC also will begin to draft an evaluation survey assessing the initial rollout implementation process of the regional support structure. This survey is expected to be administered to district leaders in May.

As evidence of impact, the Guiding Coalition has had several members who have emerged as leaders of the process. Several aspects of the monthly meetings are conducted entirely by the coalition members, and SECC is gradually releasing the leadership roles. Presentations about the regional support structure are being conducted for various departments by the Guiding Coalition members.

Throughout the month of January, the Southeast Comprehensive Center (SECC) and the North Carolina Department of Public Instruction (NCDPI) leaders met weekly to finalize a meeting agenda and co-develop presentation slides for the guiding coalition/regional support structure meeting. On January 17, the guiding coalition meeting was held with NCDPI division leaders; SECC helped to facilitate conversations around vision and organizational change. Two additional planning meetings were held to finalize the agenda for the next guiding coalition meeting, which is planned for February 21.

SECC will continue to hold weekly meetings with NCDPI leadership to plan the February guiding coalition meeting. In addition, SECC will work with the deputy superintendent of District Support to co-develop an implementation/evaluation survey regarding the rollout of the regional support structure.

The academic leaders of NCDPI have taken ownership and leadership in facilitating the activities conducted during the guiding coalition meetings. In addition, the core leaders that attend the planning meetings are now beginning to lead the weekly planning calls.

Project team members from the Southeast Comprehensive Center (SECC) met with leadership from the North Carolina Department of Public Instruction (NCDPI) to plan the December guiding coalition meeting. On December 17, the guiding coalition, which consists of the division leaders of NCDPI, met to discuss and design the menu of services to be provided to support all campuses and communication protocols to introduce new regional processes to educators throughout the state. There also were discussions about the roles and first drafts of goals for the regional case managers and regional support team members that will be hired in early 2019.

In January, SECC and NCDPI will meet to finalize a meeting agenda and co-develop presentation slides for the guiding coalition/regional support structure meeting. The meeting is scheduled for January 17. The meeting will focus on revising communication protocols to disseminate information about the regional support structure to state, district, and school leadership. Continued discussions will be held about the roles and goals of regional staff as well as revising the menu of support.

As evidence of impact, NCDPI has taken a leadership role in facilitating conversations during the guiding coalition meetings. During the October, November, and December meetings, NCDPI division leaders and/or their staff members have given presentations about their current work and how it can be translated into the regional support structure.

The deputy superintendent of District Support and the director of Educator Support Services from the North Carolina Department of Public Instruction (NCDPI) met with project team members from the Southeast Comprehensive Center (SECC) to plan the guiding coalition meeting for November. On November 15, the guiding coalition, which consists of the division leaders of NCDPI, met to further discuss and design the processes and documents for the regional support structure. The group held discussions about a menu of services to be provided to support all campuses and communication protocols to introduce new processes to educators throughout the state.

The NCDPI has requested that SECC staff continue to co-facilitate the guiding coalition meeting in December. SECC project team members and NCDPI leadership will meet to plan the agenda and co-develop the PowerPoint slides for the planned December 17 guiding coalition meeting.

NCDPI leadership has taken on the role of developing presentation slides and leading several sections of the guiding coalition monthly meetings. The leadership team also has begun to develop training modules for the regional case managers and regional support team members that will implement the regional support structure designed by the guiding coalition.

Project team members from the Southeast Comprehensive Center (SECC) and the North Carolina Department of Public Instruction (NCDPI) co-developed a meeting agenda and slide presentation for the monthly regional support team meeting. The meeting was held on October 18 at the NCDPI building with the academic division leaders as well as leaders from the educator support services division.

A monthly meeting has been scheduled for November to further discuss the role of NCDPI division leaders and their staff in the regional support structure. Discussions will be held about a menu of services and communication protocols.

As evidence of impact, NCDPI leaders have been able to articulate the design of the regional support structure to the North Carolina State Board of Education. Each month, the deputy superintendent of District Support presents updates to the state board from the monthly working meetings.