Back-to-School Readiness “Day One APS” Toolkit

“Day One APS” “Day One APS” “Day One APS” Vision & Goals Standards Team Diagram

“Day One APS” “Day One APS” “Day One APS” Roles & Process Process Responsibilities Flowchart

“Day One APS” “Day One APS” “Day One APS” Communication Implementation District-wide Plan Plan Timeline

“Day One APS” Manage “Day One APS” Division Monitor Measuring Checklists Report Success “Day One APS”

Revised 2012 Back-to-School Readiness “Day One APS” Toolkit Page 1 of 154 VISION AND GOALS

The vision and goal of Day One APS is to ensure all Atlanta Public Schools students, parents, staff and facilities are equipped and ready for optimal support, teaching and learning on the first day of school.

What does Day One APS look like? An effective Day One APS process involves a collaborative approach that encompasses all divisions within Atlanta Public Schools (APS). Specifically, it means that APS has: Students ready to learn. ƒ Students are enrolled, present and on time. o Accurate school zone information o Parent communication o Student handbooks at the schools o Registration ƒ Forms ƒ Infinite Campus ƒ Notaries ƒ Interpreters ƒ Free and Reduced Price Meals Application (FEA) ready and available at schools for distribution o Transportation ƒ School buses are state-inspected and repaired. ƒ Eligible drivers and monitors are trained and certified before school opening. ƒ Bus routing information is communicated to schools and community. ƒ Drivers receive route information, complete practice runs, and visit principal or designee. o Student transfers completed ƒ Students are enrolled in the correct courses and have accurate schedules. o Counselors o Infinite Campus Facilities ready for students to learn. ƒ Construction and renovation projects are on schedule. ƒ Repairs and maintenance are on schedule. ƒ School buildings are clean and secure. ƒ School safety plan is in place. ƒ Crossing guards have been assigned. ƒ Furniture is in place. ƒ Breakfast is offered on Day One. Staff ready for students to learn. ƒ Highly qualified teachers and support staff are hired, processed and in place. ƒ Professional development activities take place prior to Day One. o Principal’s Academy o New Teacher Orientation o On-boarding for new hires ƒ Teachers provide standards-aligned instruction beginning on Day One. ƒ Policy changes are approved and communicated.

Revised 2012 Back-to-School Readiness “Day One APS” Toolkit Page 2 of 154 Materials ready for students to learn. ƒ Textbooks and other materials are in place. ƒ Student records have been transferred to the correct location. ƒ Technology is installed and functional. ƒ IEP Online and Infinite Campus are available and functional. ƒ Teachers and support staff are trained and prepared to use materials and technology. Finance/Procurement is ready for students to learn. ƒ Process flow is available to enter requisitions for contracted vendors. ƒ Contracts needed for Day One are complete. ƒ Procurement services manual is available online. ƒ Purchase Cards for schools are activated and ready to use. ƒ Budgets are approved and loaded into ERP system. ƒ Check writing authority has been granted to all schools. Parents are informed. ƒ Bus schedules ƒ School start and stop times ƒ Lunch menus ƒ Student guidebooks ƒ Back-to-School Packet ƒ Updated district and school websites

Revised 2012 Back-to-School Readiness “Day One APS” Toolkit Page 3 of 154 School Readiness Standards

Click link to go to individual standards:

District-wide and Charter Schools

Communications

Facilities

Finance

Human Resources

Information Technology

Legal

Nutrition

Security

SRT/Curriculum and Instruction

Transportation

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Division: Readiness Scope Readiness Components Component Readiness District-Wide Components Standard and Charter Schools District District Level Components State School Code Changes All schools including charter (Facilities) schools inform Facilities of grade expansions, openings, closing, name changes, address changes prior to State August deadline for State Facilities database. School Calendar School Calendar is created and (Associate Superintendent) adopted. Charter Schools Monitor and support charter schools to ensure they are compliant and prepared for "Day One" Readiness.

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Division Readiness Scope Readiness Components Component Readiness Communications Standard Communications The Office of Communications Principal’s Communications Principals Communication Readiness efforts will focus on Tool Kit Took Kit will be delivered to providing parents, students, each Principal. Included in APS staff, the media, and each kit is a guide to dealing community stakeholders, with with the media and tools for printed, broadcast, and encouraging parents to take electronic messaging and part in the Be There information that will serve as a Campaign. resource throughout the 2009- Back to School Packet Back to School packets 2010 school year. including: APS Guide Book, Media Release Form, Parent Portal Information, Transportation Brochure and Homework Hotline information will be prepared for each student and sent to the schools. Back to School Media Plan Media Plan is developed and (Communications) executed for year-round and traditional schools.

Back to School Micro Site E-communications will design a micro site for back to school that will include all Back to School information linked from the APS home page.

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Division: Readiness Scope Readiness Component Readiness Facilities Services Components Standard Facilities The Facilities Services Cleanliness (by Area) The following is completed: Dust Department’s Readiness effort ceiling, air vents, exhaust fans, will focus on detailed cleaning walls, all horizontal surfaces, light and major systems repair to fixtures, light reflectors and ensure the efficient operations globes, Venetian blinds and shades. Replace burned out tubes during the school year and a and bulbs. Clean glass. Remove conducive and supportive chewing gum from floor and learning environment. It is furniture. Wash and sanitize all important to ensure the safety furniture top to bottom. Wash of the students, faculty, walls top to bottom. Wash and administration and other sanitize all trash containers. Clean occupants of the physical plant and sanitize water fountains. by proper and timely Wash baseboards and clean maintenance of capital corners, and edges. Machine strip equipment and cleanliness of floors. Apply floor finish. Allow each coat to dry thoroughly before the buildings. applying the next coat. Shampoo all carpets. Arrange furniture and objects back in area. Ensure that all paper supplies on location.

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Division: Readiness Scope Readiness Component Readiness Facilities Services Components Standard HVAC All PM’s completed. All filters changed. All motors, pumps, etc. checked. All coolant levels checked and filled as necessary. All units operational and cooling to the proper temperatures. All controls fully operational and can be seen and controlled from a central location. All condensate lines properly wrapped. All condensate drains cleaned. Painting (touch-up and full) There are no bare spots from tape or wear damage. No peeling paint. Lighting All light fixtures cleaned. All ballast replaced as necessary. All lamps burning (no flickering or blackened lamps). Lens replaced as necessary (no cracked or missing lens) Ceiling tiles All ceiling tiles in place. No sign of water damage. No warped or discolored tiles. Pressure Wash Front Entry Front entry free of debris and pressure washed.

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Division: Readiness Scope Readiness Component Readiness Facilities Services Components Standard Roof repair/replacement All leaks repaired or reproofing completed (in some cases reproofing must be done in phases and will be conducted so as to not impede school readiness). Grounds No standing water. Lawns cut. Lawn free of debris. Cameras All burnt out cameras replaced. Any repositioning completed. All Monitors operational. Fire Alarm, burglar alarm, All appropriate systems passed sprinkler system, etc. by Fire Marshall, as required. Inspections Internal verifications in place for all other systems verifying proper operations. All installs and maintenance activities completed. Electrical No broken outlets or switches. Exterior lighting in place and operational. Plumbing All toilet and sink fixtures operational. No leaks or dripping water. All drains verified clear. No odors. All water fountains cleaned and operating properly. Doors and Hardware Proper and secure fit; no loose or damaged hardware.

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Division: Readiness Scope Readiness Component Readiness Facilities Services Components Standard Windows No boarded windows. Glazing in place. Windows air and water tight Window Washing All exterior windows washed Relocations/Moving Inter-school relocations to support the instructional programs; Relocations due to school closings; relocations due to the addition of portables; establishing annex, alternate, and/or temporary sites.

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Division: Readiness Scope Readiness Component Readiness Finance Components Standard Finance The Finance Division’s Timekeeper School district time entry Readiness effort will focus on personnel will be identified and the following; trained on time entry x Fiscal Year General Fund & procedures and Kronos for School Budgets Payroll by August 1. x Bank Signature Cards for Principal Signature Cards Bank signature cards for all all newly hired or interim newly hired or interim Principals Principals will be ordered and x Armored car service delivered via U.S. mail; pickups completed and returned for x Checks, deposit slips and authorization and operation of receipt books; contracts; school activity checking purchase orders accounts by August 30 x Training on time entry General Fund Program and Fiscal Year General Fund & procedures and Kronos School Budgets School Budgets will be loaded x Purchase Cards into Lawson financial system and communicated to Budget Center Managers using email by July 5. Armored Car Service Armored car service pickups will be scheduled for fund accounts held at schools (nutrition, school activity accounts) by July 16. School Banking Supplies Checks, deposit slips and receipt books will be delivered to schools and cafeteria personnel by August 15.

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Division: Readiness Scope Readiness Component Readiness Finance Components Standard Grant Budgets Fiscal Year Grant Budgets will be loaded into Lawson financial system and communicated to Budget Center Managers using email pending Board Approval in July. Contracts and Purchase Orders Solicited contracts will be in place and Purchase Orders converted per AP Guidelines. Purchase Cards Purchase Cards will be reactivated and loaded by July 15. Purchase Cards will be issued to new principals and BCM’s within two weeks of notification.

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Division Readiness Scope Readiness Component Readiness Human Resource Division Components Standard Human Resources The Human Resources Principals All known Principal vacancies Readiness effort will focus on that have completed Level 3 filling all known school based selection/recommendation positions prior to the first day process will be hired and on- of school to include traditional board by the Principal’s and year round schools. Academy Date (July 1). Atlanta Plus Teachers All known and identified teacher vacancies will be filled with selected Atlanta Plus teachers by July 30th. Teach for America Teachers All known and identified teacher vacancies will be filled with selected Teach for America teachers by July 30th. Teacher and School Support All recommendations received by Staff Vacancies June 30th will be filled by July 31st.

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Division: Readiness Scope Readiness Component Readiness Information Technology Components Standard Division Information Technology The Information Technology School Administrative Internet/Network Access Readiness effort will focus on Workstations access to the district’s network Teacher Workstation Internet/Network Access (internet, email), existing POS Workstations Manager Stations: (usable equipment as reported Internet/Network Access in the FY09 State Technology Inventory plus new purchases) Media Center Circulation Workstation: school technology equipment Internet/Network Access (computers, printers, servers, Technology Lab Operational computer telephone system). workstations will have Internet/Network Access Laptop Cart Operational Laptops (where available): will have Internet/Network Access Classrooms Minimum of two student workstation: Internet/Network Access Telephone System All phones and fax lines are in working order; have dial tone. Copier Power on and are available for copying. Printer Power on and are available for printing. Note: if print cartridges are available

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Division: Readiness Scope Readiness Component Legal Components Readiness Standard

Legal To ensure that all applicable Review of applicable state, Identify, analyze and provide laws, policies and regulations federal, and local laws and comment on applicable new are incorporated into Day One policies. laws, policies, and regulations procedures. Focus efforts to by June 15 of upcoming complete legal review of all school year. contracts/agreements for goods Prompt legal review of all 100% of all Day One related and services needed for Day contracts/agreements that are agreements that are properly One. needed for Day One. submitted to OGC by May 31 with appropriate approvals, authorizations, and documentation will be reviewed and submitted to the vendor for consideration or execution by June 30.

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Division: Readiness Scope Readiness Component Readiness Nutrition Components Standard Nutrition School Nutrition will focus on FEA Applications FEA Applications are delivered the preparation of cafeteria to all school sites and FEA Site staff and equipment for school Coordinators are trained to opening, and will ensure the perform duties by August 11. FEA Process is complete for Coordinators at year round FY07 Free and Reduced schools will be trained by July Application Process. 12; returning coordinators will complete training by August 10. New coordinators will complete training by August 11. Applications will be delivered to year round schools by July 14, and to traditional year schools by July 31. Kitchens Cleaned Kitchen and all related equipment are clean and operable by August. Included are the cleaning of grease traps and hoods, and floors pressure-washed. Staff Readiness Staff (Food Assistants and Managers) has received information and training to perform duties by August 11. Meal Schedules Meal schedules are provided by Principals, menus are posted, and change fund distributed.

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Division: Readiness Scope Readiness Component Readiness Nutrition Components Standard Nutrition Technology All hardware is operable per Information Technology standards, databases updated with currently available student information, and mealpay.com active.

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Division: Readiness Scope Readiness Component Readiness Operations - Security Components Standard Department Security The Security Department's School Police Officer Police officer coverage for Readiness efforts will focus on Assignments for Middle and middle and high schools is ensuring that our buildings are High Schools adequately selected and safe and ready to receive assigned based upon # of students and staff on the first incidents, # of students, day of school, life safety building layout. 67013 forms systems are functional and our completed for each officer. partners are familiar with our Install Metal Detectors Existing metal detectors have emergency response plans. been inspected and new detectors installed as needed. Updated School Safety Plans School safety plan training is conducted for school safety coordinators and a revised/updated school safety plan is obtained for each school. School Inspections Individual school inspections for each school are conducted ensuring life safety systems are functional: fire and burglar alarm systems, cameras and keyless access. Building and grounds checked for safety hazards. Security Guard Assignments for The need for additional selected schools physical security measures for selected, schools with high incidents of thefts and violence etc. has been assessed.

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Division: Readiness Scope Readiness Component Readiness Operations - Security Components Standard Department Central Office Emergency Emergency preparedness Response Training training is scheduled for central office emergency response team members to review District protocol. Building safety plans are obtained for all satellite buildings. Crossing Guard Assignments Atlanta Police consulted to identify crossing guard vacancies and coverage is provided until the vacancy is filled. Emergency Equipment for First aid kits and fire Vehicles extinguishers are purchased for department vehicles. Training in Emergency Staff is adequately trained in Response Procedures emergency response procedures such as basic first aid, CPR and crisis management. Partners beginning of the Year A meeting is scheduled with Meeting public safety (GEMA, fire, police, DFACS, mental health), metro chiefs (Fulton, Dekalb, MARTA) and public information officers to discuss strategic emergency response communications strategy and information exchange for the school year.

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Division: Readiness Scope Readiness Component Readiness SRT/Curriculum and Components Standard Instruction SRT/Curriculum and To ensure that school staff, Textbooks 90% of replacement textbook orders Instruction students, and parents are processed will be received by August 23, able to access all services 2009; the remaining textbooks will be associated with enrollment, received by September 14, 2009. 90% of scheduling/advisement, textbook orders processed will be received teaching and learning, by July 6, 2009; remaining textbooks will academic resources and be received by July 27, 2009 (Year round plans for support services on schools). 90% of textbook orders the first day of school. processed will be received by July 6, 2009; remaining textbooks will be received by July 27, 2009

SRT Readiness All schools will show evidence of readiness for instruction as per Opening of School Checklist by August 6, 2009

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Division: Readiness Scope Readiness Component Readiness SRT/Curriculum and Components Standard Instruction Professional New Principals Institute - To induct and Development/Training orient principals who are new to the district with standards-based best practices for their success at APS - June 9-10, 2009 - Georgia Tech Global Learning Center.

New Teacher Orientation - To provide new teachers with the important instruction skills and knowledge that will support them during their professional career - July 30, 31 and August 3

Science Academy, Mathematics Academy, Principal’s Academy other professional learning complete by August 2009

High School Orientations for parents and students Transformation complete by July 2009.

Training for Instructional Coaches and Model Teacher Leaders - July 30-31, 2009. Ninth Grade Transition Program - All High Schools - July 20-31 SLCs at M. Jackson - Year 1 - Student and parent orientation for incoming students.(Jumpstart to Success Summer Transition program for incoming 9th graders- Jul20 -31, 2009.

Institutes complete by May 2009.

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Division: Readiness Scope Readiness Component Readiness SRT/Curriculum and Components Standard Instruction No Child Left Choice Applications are completed. Behind/Choice Applications Principal’s Academy All principals participate in the Principal’s Academy in July. Assistant Principal’s Focus on increasing their instructional Academy skills-- Aug. New Principal’s Institute To induct and orient principals who are new to the district with standards-based best practices for their success at APS – June New Teacher Orientation To provide new teachers with the important instructional skills and knowledge that will support them during their professional career—August

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Division: Readiness Scope Readiness Component Readiness Transportation Components Standard Transportation The Transportation Division State Inspected and repaired School busses will be Readiness effort will focus on School Buses inspected and repaired by the Inspection and Repair of August School Buses to service the Eligible Drivers and Monitors Drivers and Monitors will be students of Atlanta Public processed through Human School to and from school in a Resources, trained and safe and timely manner. certified through the In support of student Transportation Department by achievement, Transportation August. will provide quality service to Routing information to Schools All schools will receive route assist with quality instruction to information via APS website, assist the students’ focus on email or hard copy by August. success and align our department with APS 2007. Routing information to Drivers Drivers will receive route information, complete practice runs, and visit Principal or designee by August.

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Division Name Standard Component Associate School calendar is created and adopted School Calendar Superintendent Associate Monitor and support charter schools to ensure they are “Day Charter Schools Superintendent One” ready Associate Policies that require updates based on legislative and regulatory Policies Superintendent changes are updated, posted and distributed. Communications Principals Communications tool kit will be delivered to each Principal’s Communications principal via the weekly Communication Packet. Included in each Tool Kit kit is a guide to dealing with the media and tools for planning an event. Communications Back to School packets including: APS Guide Book, Media Back to School Packet Release Form, Parent Portal Information, Transportation Brochure and Homework Hotline information will be prepared for each student and sent to the schools. Communications Media Plan is developed and executed for year-round and Back to School Media Plan traditional schools. (Communications) Communications E-communications will design a micro site for back to school that Back to School Micro Site will include all Back to School information linked from the APS home page.

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Division Name Standard Component Curriculum and Superintendent's Leadership Retreat to be held June 7 – 11, Planning for Superintendent’s Instruction 2010 Leadership Retreat Preconference Events: • CLASS Keys Evaluator Training – Monday and Tuesday, June 7 & 8, 2010 Leadership Retreat: • Day 1 of Leadership Retreat – Wednesday, June 9, 2010 • Day 2 of Leadership Retreat / Retirement Luncheon – Thursday, June 10, 2010 Post conference Events: • Senior Cabinet Meeting – Friday, June 11, 2010 • New Principals Institute – Friday, June 11, 2010 Curriculum and 90% of adoption orders for traditional schools will be received by Adoption of textbooks for K-12 Instruction August 6, 2010. schools Remaining will be received by August 31, 2010. Curriculum and • 90% of replacement textbook orders placed for year round Replacement textbooks for K- Instruction schools will be received by July 16, 2010. Remaining will be 12 schools received by July 30, 2010. • 90% of replacement textbook orders placed for traditional schools will be received by August 6, 2010. Remaining will be received by August 20, 2010. Curriculum and 90% of adoption orders for year round schools will be received Adoption Textbooks for Year- Instruction by July 9, 2010. Round Schools Remaining will be received by July 30, 2010. Curriculum and To provide teachers with the important instructional skills and Comprehensive School Instruction knowledge specific to their comprehensive school reform models Reform Model Institute - Comprehensive School Reform Model Institute - July 19-28, 2010; Location TBD.

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Division Name Standard Component Curriculum and Student and parent orientations for all in-coming students – all Student and parent Instruction high schools orientations Jump Start (Summer) School specific Orientations/Open House – (Dates TBD) Curriculum and Student and parent orientations for middle schools and high Single Gender schools Instruction schools planning Jump Start (Summer) School specific Orientations/Open House (Dates TBD) Curriculum and Quarter I Mathematics & Science Content Overviews Year Round Schools – Instruction (K-5 teachers) (7/8/10, 7/9/10, 7/12/10 or 7/13/10 - YRS Pre- Mathematics & Science planning days) Instructional Support Curriculum and Math and Science Academy Mathematics & Science Instruction • Math Solutions Cohort 4 (7/26/10 - 7/30/10) Academy • Math I, II, & III (New Teachers) (7/27/10 - 7/30/10) • Science Leadership Academy: Provide science teachers with the important instructional skills and knowledge. (6/14/10 - 6/16/10) • Physical Science, Physics, Chemistry, Biology, and Environmental Science Essential Labs: Provide science teachers with the important instructional skills and knowledge. (6/2/10) Curriculum and Quarter I Mathematics & Science Content Overviews Mathematics & Science Instruction (K-12 teachers) (8/4/10 or 8/5/10) District Focused Professional Learning Event Curriculum and • Math III (New Teachers) (August 2010 & will continue in High School Mathematics Unit Instruction October & November 2010) Training

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Division Name Standard Component Curriculum and Completion date for the School Choice Application – Tentatively NCLB Applications Instruction – August 13, 2010 * *This date is based upon the release of the AYP information from the GaDOE. Curriculum and New Principals Institute to be held Friday, June 11, 2010 New Principal’s Institute Instruction (Location TBD) Curriculum and New Teacher Orientation (District-wide) – July 29 and 30; New Teacher Orientation Instruction August 2 (Site-Based Orientation) ; Location TBD Curriculum and Principal’s Academy to be held July 21 and 22 (Location TBD) Principal’s Academy Instruction Curriculum and Elementary Silicon Valley Mathematics Initiative (SVMI) Content Professional Development for Instruction & Pedagogical Coaching; Instructional Coaches and Alumni Support for MS and HS SCMI Content & Pedagogical MTLs Coaching Curriculum and Leadership Retreat to be held on June 9, 10, 2010 (Location - Leadership Retreat Instruction TBD) Curriculum and Project GRAD New Teacher Institute to be held July 19 – 28, Project GRAD New Teacher Instruction 2010 at the South Atlanta Educational Complex Institute Curriculum and Waiting for information Testing Calendar established Instruction and published Curriculum and Curriculum Training to include the following activities: Agile Curriculum Training/OHS Instruction Mind, Carnegie Learning, Compass Learning, Content specific PLC Training-(All) (Dates TBD) Curriculum and All schools will show evidence of readiness for instruction as per SRT 1 Readiness Instruction Opening of School Checklist by August 6, 2010 Curriculum and All schools will show evidence of readiness for instruction as per SRT 2 Readiness Instruction Opening of School Checklist by August 6, 2010 Curriculum and All schools will show evidence of readiness for instruction as per SRT 3 Readiness Instruction Opening of School Checklist by August 6, 2010

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Division Name Standard Component Curriculum and All schools will show evidence of readiness for instruction as per SRT 4 Readiness Instruction Opening of School Checklist by August 6, 2010 Curriculum and All schools will show evidence of readiness for instruction as per Office of High Schools Instruction Opening of School Checklist by July 31, 2010 Readiness Facilities The following is completed: Dust ceiling, air vents, exhaust fans, Cleanliness (by Area) walls, all horizontal surfaces, light fixtures, light reflectors and globes, Venetian blinds and shades. Replace burned out tubes and bulbs. Clean glass. Remove chewing gum from floor and furniture. Wash and sanitize all furniture top to bottom. Wash walls top to bottom. Wash and sanitize all trash containers. Clean and sanitize water fountains. Wash baseboards and clean corners, and edges. Machine strip floors. Apply floor finish. Allow each coat to dry thoroughly before applying the next coat. Shampoo all carpets. Arrange furniture and objects back in area. Ensure that all paper supplies on location. Facilities All PM’s completed. All filters changed. All motors, pumps, etc. HVAC checked. All coolant levels checked and filled as necessary. All units operational and cooling to the proper temperatures. All controls fully operational and can be seen and controlled from a central location. All condensate lines properly wrapped. All condensate drains cleaned. Facilities There are no bare spots from tape or wear damage. No peeling Painting (touch-up and full) paint. Facilities All light fixtures cleaned. All ballast replaced as necessary. All Lighting lamps burning (no flickering or blackened lamps). Lens replaced as necessary (no cracked or missing lens) Facilities All ceiling tiles in place. No sign of water damage. No warped Ceiling tiles or discolored tiles. Facilities Front entry free of debris and pressure washed. Pressure Wash Front Entry

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Division Name Standard Component Facilities All leaks repaired or reproofing completed (in some cases Roof repair/replacement reproofing must be done in phases and will be conducted so as to not impede school readiness). Facilities No standing water. Lawns cut. Lawn free of debris. Grounds Facilities All appropriate systems passed by Fire Marshall, as required. Fire Safety Inspections Internal verifications in place for all other systems verifying (includes fire extinguishers, proper operations. All installs and maintenance activities hood suppression and completed. building safety) Facilities No broken outlets or switches. Exterior lighting in place and Electrical operational. Facilities All toilet and sink fixtures operational. No leaks or dripping Plumbing water. All drains verified clear. No odors. All water fountains cleaned and operating properly. Facilities Proper and secure fit; no loose or damaged hardware. Doors and Hardware Facilities No boarded windows. Glazing in place. Windows air and water Windows tight Facilities All exterior windows washed Window Washing Facilities Inter-school relocations to support the instructional programs; Relocations/Moving Relocations due to school closings; relocations due to the addition of portables; establishing annex, alternate, and/or temporary sites. Finance School district time entry personnel will be identified and trained Timekeeper on time entry procedures and Kronos for Payroll by August 1. Finance Bank signature cards for all newly hired or interim Principals will Principal Signature Cards be ordered and delivered via U.S. mail; completed and returned for authorization and operation of school activity checking accounts by August 30 Finance Fiscal Year General Fund & School Budgets will be loaded into General Fund Program and Lawson financial system and communicated to Budget Center School Budgets Managers using email by July 5.

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Division Name Standard Component Finance Armored car service pickups will be scheduled for fund accounts Armored Car Service held at schools (nutrition, school activity accounts) by July 16. Finance Checks, deposit slips and receipt books will be delivered to School Banking Supplies schools and cafeteria personnel by August 15. Finance Fiscal Year Grant Budgets will be loaded into Lawson financial Grant Budgets system and communicated to Budget Center Managers using email pending Board Approval in July. Finance Solicited contracts will be in place and Purchase Orders Contracts and Purchase converted per AP Guidelines. Orders Finance Purchase Cards will be reactivated and loaded by July 15. Purchase Cards Purchase Cards will be issued to new principals and BCM’s within two weeks of notification. Human Resources All known Principal vacancies that have completed Level 3 Principals selection/recommendation process will be hired and on-board by the Principal’s Academy Date (July 1). Human Resources All known and identified teacher vacancies will be filled with Atlanta Plus Teachers selected Atlanta Plus teachers by July 30th. Human Resources All known and identified teacher vacancies will be filled with Teach for America Teachers selected Teach for America teachers by July 30th. Human Resources All recommendations received by June 30th will be filled by July Teacher and School Support 31st. Staff Vacancies Human Resources All recommendations received by June 20th will be filled by July Operations Vacancies 31st (custodians, bus drivers) Information Internet/Network Access School Administrative Technology Workstations Information Internet/Network Access Teacher Workstation Technology Information Manager Stations: POS Workstations Technology Internet/Network Access

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Division Name Standard Component Information Circulation Workstation: Internet/Network Access Media Center Technology Information Operational computer workstations will have Internet/Network Technology Lab Technology Access Information Operational Laptops (where available): will have Laptop Cart Technology Internet/Network Access Information Minimum of two student workstation: Internet/Network Access Classrooms Technology Information All phones and fax lines are in working order; have dial tone. Telephone System Technology Information Power on and are available for copying. Copier Technology Information Power on and are available for printing. Note: if print cartridges Printer Technology are available Nutrition FEA Applications are delivered to all school sites and FEA Site FEA Applications Coordinators are trained to perform duties. Coordinators at year round schools as well as traditional schools will be trained. Applications will be delivered to each school site. Nutrition Kitchen and all related equipment are clean and operable by Kitchens Cleaned August. Included are the cleaning of grease traps, hoods and floors pressure-washed. Nutrition Staff (Food Assistants and Managers) have received information Staff Readiness and training to perform duties. Nutrition Meals schedules are provided by Principals, menus are posted Meal Schedules and change fund distributed. Security Police officer coverage for middle and high schools is School Police Officer adequately selected and assigned based upon # of incidents, # Assignments for Middle and of students, building layout. 67013 forms completed for each High Schools officer.

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Division Name Standard Component Security Existing metal detectors have been inspected and new detectors Install Metal Detectors installed as needed. Security School safety plan training is conducted for school safety Updated School Safety Plans coordinators and a revised/updated school safety plan is obtained for each school. Security Individual school inspections for each school are conducted School Inspections ensuring life safety systems are functional: fire and burglar alarm systems, cameras and keyless access. Building and grounds checked for safety hazards. Security The need for additional physical security measures for selected, Security Guard Assignments schools with high incidents of thefts and violence etc. has been for selected schools assessed. Security Emergency preparedness training is scheduled for central office Central Office Emergency emergency response team members to review District protocol. Response Training Building safety plans are obtained for all satellite buildings. Security Atlanta Police consulted to identify crossing guard vacancies Crossing Guard Assignments and coverage is provided until the vacancy is filled. Security First aid kits and fire extinguishers are purchased for department Emergency Equipment for vehicles. Vehicles Security Staff is adequately trained in emergency response procedures Training in Emergency such as basic first aid, CPR and crisis management. Response Procedures Security A meeting is scheduled with public safety (GEMA, fire, police, Partners beginning of the DFACS, mental health), metro chiefs (Fulton, Dekalb, MARTA) Year Meeting and public information officers to discuss strategic emergency response communications strategy and information exchange for the school year. Security All burnt out cameras replaced. Any repositioning completed. All Cameras Monitors operational.

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Division Name Standard Component Security All appropriate systems passed by Fire Marshall, as required. Fire Alarm, burglar alarm, Internal verifications in place for all other systems verifying sprinkler system, etc. proper operations. All installs and maintenance activities Inspections completed. Transportation School busses will be inspected and repaired by August State Inspected and repaired School Buses Transportation Drivers and Monitors will be processed through Human Eligible Drivers and Monitors Resources, trained and certified through the Transportation Department by August. Transportation All schools will receive route information via APS website, email Routing information to or hard copy by August. Schools Transportation Drivers will receive route information, complete practice runs, Routing information to Drivers and visit Principal or designee by August. Legal Identify, analyze and provide comment on applicable new laws, Review of applicable state, policies, and regulations by June 15 of upcoming school year. federal, and local laws and policies. Legal 100% of all Day One related agreements that are properly Prompt legal review of all submitted to OGC by May 31 with appropriate approvals, contracts/agreements that are authorizations, and documentation will be reviewed and needed for Day One. submitted to the vendor for consideration or execution by June 30. Office of High Evidence of Transportation Readiness Transportation Schools Office of High Evidence of Readiness for Instruction Instructional Readiness Schools Office of High Human Resource Readiness Human Resource Readiness Schools Office of High High School Readiness Single gender schools Schools planning

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Division Name Standard Component Office of High Evidence of Financial Readiness Financial Readiness Schools Office of High Evidence of Facility Readiness Facility Readiness Schools Office of High Training completed by 75% of personnel the beginning of school OHS preparedness - Training Schools 8/6/10. SRT Principals List Evidence of readiness for instruction Evidence of readiness for instruction SRT Principals List Overall appearance of the school Overall appearance of the school SRT Principals List Registration process effective Registration process effective SRT Principals List SRT Preparedness SRT Preparedness Strategy and All of the tools and resources that are needed for effective Facilitate Day One team Development instruction on the first day of school must be in place. meetings, conference calls, issue tracking, retrospective activities Strategy and All of the tools and resources that are needed for effective Support reporting tool and Development instruction on the first day of school must be in place. liase with IT

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Brief descriptions of each member of the Back-to-School Readiness “Day One APS” team (ADOT) appear below (alphabetical listing). All team members are responsible for contributing to ADOT, reporting progress, notifying the Primary Process Manager of any changes, and ensuring that the checklists for their respective departments are completed, where applicable. Team members are also responsible for attending team meetings as requested and being active participants in the Back- to-School Readiness, “Day One APS” process.

ASSOCIATE SUPERINTENDENT REPRESENTATIVE The Associate Superintendent Representative serves as a liaison between the Associate Superintendent’s office and the Day One APS Team. In addition to serving as the official owner of the Day One APS process, the Associate Superintendent’s office has three primary responsibilities in regard to back-to-school readiness. These responsibilities include monitoring and supporting APS charter schools, ensuring that a district-wide school calendar is created and adopted, as well as ensuring that related policy updates are posted and adopted.

CHIEF STRATEGY OFFICER The Chief Strategy Officer serves as the key executive sponsor of the Day One APS team, ensuring that the process is executed in the most effective and efficient manner to ready schools for teaching and learning on the first day.

COMMUNICATIONS REPRESENTATIVE The Office of Communications Day One efforts will focus on providing parents, students and staff with printed, broadcast, and electronic messaging and information that will serve as a resource throughout the school year. The Communications Representative is responsible for implementation of the communications plan. The plan outlines delivery of the Principal’s Communications Tool Kit, Back-to- School Packet, internal communications protocol, media relations protocol and district website.

CURRICULUM & INSTRUCTION (C&I) REPRESENTATIVE The Curriculum and Instruction Representative works closely with the Executive Director of Schools and/or their designee to ensure the least possible impact on instruction throughout the Day One APS process. The C&I representative coordinates with other C&I program areas, to address both instructional or operational needs or concerns that arise during the Day One APS process, including records management.

CURRICULUM & INSTRUCTION REPRESENTATIVE: LE Representative The Learning Excellence Representative will coordinate with the following units to ensure a smooth opening of school: Mathematics and Science, Literacy, Social Studies, World Languages, Gifted and Talented, Health, PE, and Athletics, Fine Arts, Adult Literacy, Early Childhood, and Organizational and Professional Learning. These units are responsible for providing the necessary print, electronic and other materials to schools as well as targeted professional development activities prior to the opening of school and on-going.

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CURRICULUM & INSTRUCTION REPRESENTATIVE: OSPS Representative The Office of Student Programs and Services (OSPS) Representative is responsible for making sure that the following activities are carried out to ensure a smooth Day One APS for students with disabilities and general education students: x Student records are updated and located at the assigned school. x Student Immunization information has been forwarded to parents and that 100% immunization forms are on file for the identified grade levels. x Coordinate with Transportation the schedules for students with disabilities. x Coordinate services for special needs students. x Coordinate with Social Workers to ensure that mandatory child abuse training is conducted in all schools prior to Day One. x Coordinate with K-8 representative and OHS representative to ensure that scheduling is completed for all current and newly enrolled students. x Coordinate with assigned staff review of records regarding Student Support Teams (SST) and Section 504 Compliance processes.

CURRICULUM & INSTRUCTION REPRESENTATIVE: Student Relations The Student Placement/Student Tribunal Representative will ensure that all district-wide and No Child Left Behind student transfers are completed by the opening of school. This team member will also ensure that the Student Handbook is completed and distributed by the first week of school.

CURRICULUM & INSTRUCTION REPRESENTATIVE: Principal The principal is responsible for facilitating Day One APS school process. The Principal follows the Day One APS checklist to ensure that all areas are completed in a timely manner. The Principal will provide a daily update to the SRT on the readiness level of his/her school.

CURRICULUM & INSTRUCTION REPRESENTATIVE: Textbook The Textbook Representative will ensure that both new adoption textbooks and replacement textbooks are ordered and delivered to the schools in a timely manner prior to Day One.

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CURRICULUM & INSTRUCTION REPRESENTATIVE: Title I & Summer School Representative x The Title I Representative will coordinate with the Education Specialist to ensure the following: Each school has a Title I Budget Template. x All Title I schools have been given the guidelines for the School-Wide Title I Plan and should begin working on said plan. x Needs Improvement Schools have been identified and received guidelines for the School Improvement Plan process and are working on said plan. x Each school has received the guidelines for the Early Intervention Program (EIP) and Remedial Education Program (REP) and that the school is implementing the appropriate classroom model. x That information has been disseminated to all schools regarding the Supplemental Education Services (SES) process and that the process is being implemented for identified schools.

EXECUTIVE DIRECTOR OF SCHOOL REFORM TEAM & OFFICE OF HIGH SCHOOLS The Executive Director is responsible for working with the principal to monitor the school’s progress in following the checklist to ensure that the school will be ready for instruction on the first day of school. The Executive Director will review updates and forward any concerns to the C & I Representative. The Executive Director will do a walk-through at each site prior to the opening of school.

FACILITY SERVICES REPRESENTATIVES Facilities Services is involved in many aspects of the school opening process from capital improvements, new school openings, to the detailed cleaning of the building. Several programs within Facilities Services take part in the process. Maintenance, construction, relocation and custodial operations are the primary components.

FACILITY SERVICES: Capital Improvements and Construction Capital Improvements and Construction is responsible for handling the implementation of capital improvements including, but not limited to, special construction programs, capital projects program and major repair/small renovation projects that are needed to maintain the effectiveness of the facilities. This part of the organization oversees the design and construction of projects identified by the planning unit and major capital maintenance items in accordance with the life cycle of the building systems, designed and/or coordinated by Administration and Management.

FACILITY SERVICES: SRT Facilities Manager/ Maintenance The Maintenance department encompasses several groups that are crucial in supporting the school opening process. The appropriate School Reform Team Facilities Manager oversees all maintenance activities. These activities include building repairs, yearly mechanical inspections, custodial services, grounds, painting, re-keying, securing the building and grounds, winterizing, re-distribution of building assets if appropriate, etc. All of these services are coordinated to complete the school opening process. The School Reform Team Facilities Manager serves as the liaison between the impacted school(s) and the Facilities Services department and for facility-related tasks and issues that are a part of the school opening process. The SRT Facilities Manager will represent the building needs for the opening school and relocation sites in coordination with other school opening team members.

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FACILITY SERVICES: Property Manager The Property Manager coordinates with the SRT Facilities Manager, School Administration, External Programs and Capital Improvements Director to determine building usage and availability during summer.

FACILITY SERVICES: Relocation Manager The Relocation Manager is responsible for planning the relocation of schools that are opening or closing. The Relocation Manager oversees the planning for the upcoming move(s) and is also involved during the move. During the planning stage, the Relocation Manager assures that all parties involved are communicating and that information is issued in a timely manner. He/she develops the scope of work for movers and conducts the walk-though with the mover. He/she coordinates with the appropriate instructional departments regarding the disposition of instructional materials when the determination has not been received. During the actual move, the relocation manager oversees the mover to ensure all aspects of the move are running smoothly and notifies the Primary Process Manager of any changes. He/she coordinates the disposal of unclaimed or surplus items.

FINANCE REPRESENTATIVE The Finance Representative assure that budget and finance processes are completed, including the following: ensure that the Budget Department will have the current fiscal year general fund & school budgets loaded into the Lawson system and communicated to Budget Center Managers; facilitate school opening budget planning for each department; ensure acquisition of bank signature cards for all newly hired or interim principals; ensure signature cards of school activity checking accounts are completed and returned; ensure scheduling of armored car service pickups for fund accounts held at schools (nutrition, school activity accounts); ensure that checks, deposit slips and receipt books are delivered to schools and cafeteria personnel.

FINANCE REPRESENTATIVE: Fixed Asset The Finance/Fixed Assets Representative works closely with the Facilities Services representatives, the IT representative, and the Principal to ensure accurate accounting of fixed assets at the end of school year and appropriate transfer and inventory of fixed assets relocated, sent to surplus, and/or auctioned during the opening process.

FINANCE REPRESENTATIVE: Procurement The Procurement Representative will oversee the solicitation process for goods and services that are needed for Day One. The representative will also insure that the necessary documents are submitted to Legal for the development of Day One related contracts.

HUMAN RESOURCES (HR) REPRESENTATIVE The Employee Services Representative works closely with Executive Directors of Schools, school administrators and supporting departments to ensure all traditional and year round schools are fully staffed with highly qualified teachers, school administrators, and support personnel. The Employee Services Representative also facilitates the placement of employees who are impacted by school openings, closings and/or mergers. He/she is responsible for generating the initial documentation, planning and coordinating with other departments as it relates to staff assignments. This individual works closely with the Executive Directors of Schools and school administrators to provide HR support and assistance, which includes attending meetings, developing appropriate HR documentation, coordinating any applicable internal job fairs, and facilitating the completion of the

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HUMAN RESOURCES REPRESENTATIVE: Employee Relations (ER) The Employee Relations Representative will ensure all Managers, Supervisors, Principals and new hires are thoroughly trained on the following Board Policies and Procedures: 1. Know Your Role as a Supervisor 2. Corporal Punishment 3. Sexual Harassment and Misconduct 4. APS Dress Code and Attendance Policy 5. Grievances Process 6. PSC Code of Ethics 7. Investigation procedures 8. Dispute Resolution Options

HUMAN RESOURCES (HR) REPRESENTATIVE: Risk Management/Benefits The Risk Management Specialist is the liaison between Atlanta Public Schools and its property insurance carrier. This individual is responsible for reporting updated property and contents values to our insurance broker annually. This individual works under the direct supervision of the Director, Employee Benefits and Risk Management.

INFORMATION TECHNOLOGY (IT) REPRESENTATIVE The IT Representative on the Day One APS Team will be responsible for coordinating all school Day One tasks with the assigned departmental project specialist and the Primary Process Manager. These tasks include the following:

1. Disconnecting and reconnecting of workstations 2. Redistribution of workstations 3. Obsolete equipment removal 4. Computer installations (hardware/software) 5. Ensure that all MDFs, IDFs, switches, and phones are operable 6. Provide quality assurance testing for technology components

INFORMATION TECHNOLOGY (IT) REPRESENTATIVE: Learning Technology Representative The Learning Technology Representative will ensure that Learning Technologies Specialists (LTS) meet with the principals to discuss instructional technology professional development needs. District- wide the LTS will ensure that each new teacher is trained on how to take attendance and set up their grade book with Infinite Campus. The LTS will also provide training for teachers who are newly assigned to a classroom with new technology. The Communications ambassadors will receive refresher training on updating the schools’ websites as other options for communicating with parents. The Learning Technology Representative will also coordinate with the following units: learning technology, media services and e-learning.

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LEGAL REPRESENTATIVE The Legal representative will ensure that the legal team reviews applicable state, federal and local laws and policies. The Legal representative will also ensure a prompt legal review of all contracts/agreements that are needed for “Day One APS.” All Day One contracts must be submitted to legal no later than July 2, 2012.

NUTRITION REPRESENTATIVE The School Nutrition Department is responsible for ensuring that all school kitchens are clean and have necessary equipment, food and supplies for meal service on the first day of school. The cafeteria manager is the primary school contact for all food service deliveries and is expected to provide school meals (breakfast and lunch) on the first day of school. The Nutrition Representative serves as the liaison between the Nutrition Department and other departments involved in the Day One process. Additionally, the Nutrition Department is responsible for the distribution of federal eligibility applications (FEA) forms to all schools. Each school’s FEA Coordinator will serve as the primary contact for distribution and collection of FEA forms to students.

PRIMARY PROJECT MANAGER The Primary Project Manager is the process facilitator and has the overall responsibility for Back-to- School Readiness “Day One APS.” This position serves as the primary contact among departments, and is responsible for assuring that the cross-functional activities and tasks are coordinated and conducted in a timely and effective fashion. The Primary Project Manager reports all Day One APS updates to Senior Cabinet.

SECONDARY PROJECT MANAGER The Secondary Project Manager assists the Primary Project Manager with successfully executing the Back-to-School Readiness “Day One APS” process. He or she will receive directives from the Primary Project Manager in coordinating and managing cross-functional team tasks. The Secondary Project Manager may backfill the Primary Project Manager in designated meetings. Should the Primary Project Manager be unable to complete his/her duties during the Day One APS process year, the Secondary Project Manager would assume his/her responsibilities.

SECURITY REPRESENTATIVE The School Safety and Security Office is responsible for: 1. Inspections and maintenance of the fire and sprinkler systems. 2. Offering trainings to the school safety coordinators. 3. Inspections, maintenance, and installation of cameras, metal detectors, keyless access badge readers, burglar alarms, bells, intercoms, AiPhones, and clocks. 4. Inspecting and reporting safety violations on school grounds. 5. Hiring, training, and assigning school police officers, school crossing guards, security monitor assistants, bus monitors, and contract security guards.

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STRATEGY AND DEVELOPMENT REPRESENTATIVE The Strategy and Development Representative provides training and resources for Day One APS as requested, such as Clarity training, process management methodology, program management methodology, and assistance with updating the Day One APS toolkit and forms following the team’s debriefing meeting.

TRANSPORTATION REPRESENTATIVE The Transportation Representative will ensure students are transported to and from school, extracurricular activities and events in a safe and timely manner. The Transportation Representative will also ensure the following: 1. School buses are state-inspected and repaired. 2. School bus drivers and monitors are trained and certified. 3. Bus routing information is communicated to schools and the community. 4. School bus drivers receive route information, complete practice runs and visit principal or designee. 5. Safe school bus loading, unloading and riding practices are communicated to students and to the community.

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Back-to-School Readiness “Day One APS”

STEP SEVEN STEP ONE Divisions utilize Division Chiefs select team checklists to representatives monitor tasks Divisions

STEP TWO Communications announces ADOT Communications

STEP THREE PPM initiates kick-

(PPM) off meeting Primary Process Manager Manager STEP EIGHT PPM monitors progress & reports to STEP FIVE appropriate ADOT identifies STEP SIX audience STEP NINE special issues to ADOT conducts ADOT reviews track training on tool and lessons learned process Day One Day APS Team (ADOT)

STEP FOUR STEP TEN SPM initiates SPM assumes role as PPM principal focus group

(SPM) for next “Day One APS” & survey Process Manager Secondary

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The following documentation provides clear instructions for the approach to back-to-school readiness at APS.

Team Selection The first step in the process for back-to-school readiness is to formally announce the school readiness team for the upcoming school year. The school readiness team should include those listed in the team diagram. The following departments are represented:

1. Associate Superintendent 2. Communications 3. Curriculum and Instruction 4. Facilities 5. Finance 6. Human Resources 7. Information Technology 8. Legal 9. Nutrition 10. Security 11. Transportation 12. Strategy and Development 13. SRT/OHS Executive Director

The ADOT will be facilitated each year by the Primary Day One Process Manager (PPM). The backup for the Primary Day One Process Manager is the Secondary Day One Process Manager (SPM). The Associate Superintendent is the official owner of the Day One APS Process and will, therefore, assign the PPM and SPM each year. In preparation for the 2009-10 and 2010-11 school years, the PPM was member of the Strategy and Development Division.

Each year, after the start of school, the PPM will hand-off responsibility for the Day One APS process to the SPM. The SPM will then become the PPM for that school year. In the event that the PPM is no longer available to perform his/her duties during his/her year as PPM (e.g., leaves APS), the SPM will assume the role. If this occurs, a new SPM immediately must be appointed to ensure seamless Day One planning and the schedule for selecting the PPM and SPM should be adjusted accordingly.

After each Senior Cabinet member selects a person to represent their division on the ADOT, the name of that representative should be sent to the PPM. The PPM should compile and then send the names of all team members to Communications.

Each year, after the team is selected, Communications will announce the team via an email to Senior Cabinet and to all principals. The team should also be announced via a memo in the Leadership Packet.

The PPM should send the names of the team members to Information Technology to have a Day One APS email distribution list created. This distribution list will facilitate communication across team members and should be updated each year with the names of the new team members.

Day One APS Kickoff Meeting As soon as the ADOT is appointed, the team will begin meeting and formally begin the Day One APS process.

The kickoff meeting will set the stage for back-to-school readiness for the upcoming school year, as the focus of the meeting will be to review team member roles and responsibilities, project vision and goals, and “lessons learned” from the previous Day One APS.

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Day One APS Team Meetings After the kickoff meeting the ADOT should meet monthly, at minimum, with increasing frequency as the first day of school approaches. Throughout the meetings, ADOT members should be sure to address the needs of all schools – traditional, charter, year-round and single-gender.

During the ADOT meetings between the kickoff meeting and the beginning of the school year, the team should ensure that the following process management activities are completed: x Create plans to address Lessons Learned. Results from focus groups and surveys regarding Day One APS (see “Feedback on Day One APS” below) should also be discussed and addressed. Additionally appropriate follow-ups to “lessons learned” should continue to be addressed as needed.

x Complete a risk assessment and execute a risk management plan.

x Identify “hot button” issues for primary focus for Day One APS tracking and monitoring. Each issue should be named and an appropriate metric should be identified for assessment and analysis.

x Update division/department standards, and checklists, where appropriate. Each department should present their revised standards and overall vision for Day One APS. The vision statements should be very brief and concise and indicate what a flawless, seamless Day One looks like from that division’s perspective. Some of the revisions to standards and visions may be driven by some of the “hot button” issues and “lessons learned.” Departments and SRT Executive Directors should also review their Day One APS checklist tasks and update them appropriately to align with their revised standards.

x Train all Day One APS team members and principals on the use of the Day One APS Tool as well as the Day One process appropriate to the timing of the completion of checklist tasks.

x Track and mitigate ‘hot button’ issues.

During the late June/early July timeframe, the team should meet on a frequent basis as determined by the PPM and ADOT team. At this time, the team should focus on the following: x Focused support for year-round schools’ Day One.

x Division and SRT Representative should provide regular status updates on their division’s (or schools’) activity, highlighting any issues/obstacles, or past due tasks.

x Tracking status of Day One APS contracts.

x Use of Issues Log to track issues.

x Begin daily conference calls two weeks prior to Day One for traditional schools.

Reporting There are multiple methods for reporting out on the status of Day One APS activity as referenced below:

Checklists Throughout the year, each division should utilize their consolidated checklist to ensure that all appropriate tasks are accomplished in a timely manner. Task status should be kept current within the Day One tool, as reports can be pulled at any time for review of Day One progress.

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Verification Team Each division may elect to have their own verification teams to visit schools and check on the status of back-to-school readiness.

ADOTStat The ADOT will hold two communications status meetings throughout this process. These will be data-driven meetings, designed to inform Senior Cabinet and the APS community on the status of Day One APS. The first ADOTStat meeting will be held in February and the second ADOTStat meeting will be held in April. Invitees to ADOTStat meetings will include:

1. Senior Cabinet 2. Expanded Cabinet 3. All Principals

Feedback on Day One APS There will be several mechanisms in place to get feedback on the Day One APS process, from both a “top down” and “bottoms up” perspective.

Solution Room Each year, the ADOT will facilitate a “Solution Room” starting four weeks before school opening. This Solution Room will act as a single point of coordination for Day One APS activities. It is a knowledge center as well as a help desk – schools may call into the Solution Room with any Day-One-APS- related problem and the issue will be tracked and remedied via the Solution Room. ADOT team members will facilitate the Solution Room and track all issues. Some of the lessons learned and hot button issues may be identified from an analysis of the Solution Room trouble tickets.

Solution Room issues will be tracked via an Excel spreadsheet initially, and later, an online trouble ticketing system. At some point in the future, the ADOT may elect to move Solution Room tracking solely to an online system of tracking. The ADOT may also elect to track Solution Room issues via a Day One APS email address to which principals can send issues. The intent of the establishment of the Solution Room is to assure that everyone at APS has a ready resource for addressing any Day One issue or concern.

Focus Groups Each year in either September or October, Strategy and Development will facilitate a focus group to gather feedback from principals on their thoughts and attitudes about Day One APS. A moderator will ask questions of attendees to gather feedback from attendees about Day One APS. A representative from Strategy and Development will work with the PPM and the SPM to schedule and facilitate this focus group.

Survey In addition to the focus groups, all principals and stakeholders will receive an online survey to complete regarding Day One APS. This survey will be sent in August of every year and survey results will be discussed at ADOT meetings.

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I. Internal Communication Plan a. Goal To provide internal Atlanta Public Schools customers with a communications strategy that fosters collaboration and efficient delivery of services in preparation for the opening of schools.

b. Objectives 1. Communicate the school readiness implementation plan to Senior Cabinet. 2. Manage the distribution of information to school readiness service delivery teams. 3. Provide a forum for service delivery team members to share “lessons learned.” 4. Update emergency communications plan and communicate with key divisions represented below. (See “Define Target Audiences”)

c. Define Target Audiences x Senior Cabinet Members x Expanded Cabinet Members x School Principals x Service delivery teams from the following offices: o Associate Superintendent o Communications o Curriculum and Instruction o Facilities o Finance o Human Resources o Information Technology o Legal o Nutrition, Security, and Transportation o Strategy and Development

d. Identify Key Messages All messages will focus on strategic initiatives as well as operational processes and procedures required to ensure a successful opening of schools.

e. Strategy Communicate the following to the Primary Day One Process Manager, Secondary Day One Process Manager, the Day One APS Team and service delivery teams from APS departments: x Implementation Plan x Schedule: Delivery of Services (including interdependencies) x Status Reports x Changes in scope and/or schedule of services delivered

f. Tactics x District website x SharePoint & Day One APS Tool x Email messages x Team meetings and conference calls

g. Evaluation Random, informal surveys will be administered to gauge the success of the plan. More importantly, the success of the project, via collaboration and communications among internal APS customers, will indicate the effectiveness of the plan.

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II. External Communication Plan a. Goal To ensure that parents/guardians are aware of Day One APS, as well as the district’s expectations for the new school year, and to provide them with the resources needed to prepare their child for back to school.

b. Objectives 1. Execute a streamlined “Day One APS” for new and returning students, with the expectation that instruction will take place on the first day. 2. Communicate district-wide changes. 3. Provide information to parents using various communication tools.

c. Define Target Audiences x Parents/guardians (new and returning) x Students (new and returning) x Media x External partners (business and civic organizations, community groups) x Key Stakeholders (funders)

d. Identify Key Messages Key messages will include the following: 1. APS will ensure that all of its schools are ready to facilitate instruction on “Day One.” 2. Signature program for the upcoming school year. 3. Superintendent’s message for the year. 4. Information on new programs.

e. Strategy Launch a comprehensive external communications campaign to inform parents/guardians and their children, media, and key stakeholders about Day One APS.

f. Tactics x Press Release and Media Advisory x APS Today x TV and Radio PSAs x Guidebook (School Calendar, Media Release, Bus Safety Rules, Fast Facts, Talking Points) x District and School Web site x Annual Report x Talk Up APS blog x On-Hold Messages x Student Handbook x Social Media

g. Proposed Schedule of Activities for Day One APS x Week 1 of Campaign (Target: Last week of April) o Schedule photo shoot for Back to School Collateral. (A specific school is chosen each year.) o Complete updates to traditional, year-round and staff calendars. o Collect guidebook content from Cabinet members and Communications team to edit content.

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x Week 2 of Campaign o Develop concept and draft content for back to school packets. o Develop editorial calendar with quarterly message platforms for upcoming school year. o Distribute sections of the guidebook to Communications staff to update.

x Week 3 of Campaign o Collect sections of guidebook from divisions/departments. o Design layout for guidebook.

x Week 4 of Campaign o Draft fact sheet, talking points and frequently asked questions for Day One APS for year-round schools. o Distribute sections of the guidebook to cabinet members to update. o Back to School photo shoot.

x Week 5 of Campaign o Record on-hold messages with back to school theme. o Develop campaign promotional materials.

x Week 6 of Campaign (Target: First week of June) o Implement Communications proofing process for draft guidebook. o Work with RPA, IT and Facilities to make sure that the school locator system is functional on the APS Web site.

x Week 7 of Campaign o Circulate edited guidebook (and back to school materials) for final approval. o Print campaign promotional materials.

x Week 8 of Campaign o Send guidebooks and (and back to school materials) to print. o Draft APS Annual Report. o Contact facilities to schedule delivery of back to school packets for year- round schools and traditional schools. o Record and edit Radio PSAs with back to school theme (teachers, students, start dates, and parents portal).

x Week 9 of Campaign o Prepare talking points for Superintendent about first day of school and district-wide improvements for the upcoming school year. o Schedule back to school media interviews for superintendent and/or year-round school principals. o School Communication Ambassadors update school Web sites. o Proof content for year round schools’ websites.

x Week 10 of Campaign o Run back to school radio PSAs for three weeks. o Distribute Day One APS – Year Round press release to media. o Deliver back to school packets and campaign materials to year-round schools.

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x Week 11 of Campaign (Target: First week of July) o Implement proofing process for Annual Report. o Check all district publications and Web site to make certain all changes in personnel, addresses and telephone numbers are updated. o APS Today profiling district initiatives.

ƒ Week 12 of Campaign (Mid-July: Day One APS For Year-round Schools) o Mail invitations to State of the Schools. o Send media advisory with Superintendent’s schedule (or designee) for Day One APS (year-round). o Staff the superintendent at designated school(s) with media for first day of school. o Send a press release and photos to media about Day One APS (Year- Round schools). o Circulate edited version of Annual Report for final approval and printing.

x Week 13 of Campaign o Deliver back to school packets and campaign materials to traditional schools. o Record on-hold messages with back to school theme.

x Week 14 of Campaign o Schedule back to school media interviews for superintendent and board members. o Prepare talking points for Superintendent about first day of school and district-wide improvements for the new school year. o Draft fact sheet, talking points and frequently asked questions for Day One APS. o Update APS home page to reflect Day One.

x Week 15 of Campaign o Send media advisory with Superintendent’s schedule (or designee) for Day One APS (Traditional schools). o Post all back to school publications on Web site and make certain all changes in personnel, addresses and telephone numbers are updated. o APS Today. o Launch Day One APS.

x Week 16 of Campaign (Early-Aug: Day One APS For Traditional Schools) o Staff the superintendent at designated school(s) with media for first day of school. o Send a press release and photos to media about Day One APS. o Send back to school email blast from superintendent to friends of APS. o Send back to school email blast from superintendent to APS employees.

x Week 17 of Campaign o Send out media advisory for State of the Schools. o Post video of Annual State of the Schools Address on APS website. o Air footage of Annual State of the Schools Address on cable channel 22 and APS Today.

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h. Evaluation x Evaluate effectiveness of Day One APS Process by hosting lessons learned sessions with Divisions and Principals. x Conduct online surveys with key stakeholders to gather feedback on effectiveness of Day One process.

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Target Finish Activity Start Date Date Activity Owner Status/Comments Strategy and Development 1.0 Launch Back-to-School Readiness "Day One APS" 27-May-09 27-May-09 (SDO) Give presentation and make recommendations on Back-to- 1.1 School Readiness "Day One APS," to Senior Cabinet 27-May-09 29-May-09 SDO 1.2 Approval by Senior Cabinet 27-May-09 29-May-09 SDO 1.3 Determination of ownership model 29-May-09 29-May-09 SDO 1.4 Appointment of Day One APS team (ADOT) for 2009 29-May-09 29-May-09 Senior Cabinet Announce and publish names of Day One APS team members, including Primary Process Manager (PPM) and Secondary 1.5 Process Manager (SPM) 29-May-09 5-Jun-09 Communications 1.6 Launch regular meetings and reporting of ADOT 29-May-09 5-Jun-09 PPM 1.7 Distribute introductory DVD at Summer Leadership 9-Jun-09 10-Jun-09 SDO 1.8 Provide tutorials on tool as needed 29-May-09 10-Aug-09 SDO 1.9 Launch Solution Room 6-Jul-09 10-Aug-09 PPM 1.10 Day One APS – August 10 10-Aug-09 10-Aug-09 All 2.0 Launch Phase II of reporting tool 27-May-09 30-Oct-09 SDO/IT 2.1 Identify business needs 27-May-09 30-Jun-09 SDO/IT 2.2 Gather user requirements 27-May-09 30-Jun-09 SDO/IT 2.3 Complete use cases 30-Jun-09 17-Jul-09 SDO/IT 2.4 Evaluate and consider technical specifications 30-Jun-09 17-Jul-09 SDO/IT 2.5 Begin and complete testing 17-Jul-09 31-Aug-09 SDO/IT 2.6 Arrange and reserve venue for training 17-Jul-09 31-Aug-09 SDO/IT 2.7 Complete training documents 17-Jul-09 31-Aug-09 SDO/IT 2.8 Launch and complete training for principals and school staff 1-Sep-09 30-Oct-09 SDO/IT 2.9 Launch and complete training for CLL and other staff 1-Sep-09 30-Oct-09 SDO/IT Launch 2010-2011 Back-to-School Readiness "Day One 3.0 APS" 10-Aug-09 9-Aug-10 TBD 3.1 Division Chiefs select 2010 - 2011 ADOT 10-Jul-09 17-Jul-09 Senior Cabinet 3.2 Communications announces ADOT 17-Jul-09 24-Jul-09 Communications 3.3 Hold first meeting of ADOT to review lessons learned 10-Aug-09 31-Aug-09 PPM

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Target Finish Activity Start Date Date Activity Owner Status/Comments Secondary Process Manager initiates principal focus group and 3.4 survey to review last year's Day One APS 1-Sep-09 30-Sep-09 SPM 3.5 Identify "hot button" issues to track for next Day One APS 30-Sep-09 30-Oct-09 PPM 3.6 ADOT conducts training on tool and process 30-Sep-09 30-Oct-09 PPM/IT 3.7 PPM monitors process and begins reporting 11-Aug-09 30-Oct-09 PPM 3.8 Launch Solution Room to track issues 1-Jul-10 9-Aug-10 PPM 3.9 Coordinate verification teams 1-Jul-10 9-Aug-10 PPM 3.10 Day One APS – Aug. 9, 2010 9-Aug-10 9-Aug-10 All

Revised 2012 Back-to-School Readiness “Day One APS” Toolkit Page 55 of 154 DISTRICT-WIDE TIMELINE

Revised 2012 Back-to-School Readiness “Day One APS” Toolkit Page 56 of 154 FACILITIES ROLES/RESPONSIBILITIES CHECKLIST DAY ONE APS

ATLANTA PUBLIC SCHOOLS - School Readiness Implementation Timeline Task * (Each division should take into account the needs of year Timeframe Division round and charter schools)

Choose department Day One APS Project Manager to act as department primary liaison, August All Divisions point of contact and project manager for upcoming first day of school. Submit name of departmental Day One APS Project Manager to Day One APS District wide Project Manager September - March Security Begin planning for Day One APS Conduct site assessments Determine number of security guards needed District Day One APS team to meet and evaluate previous opening day activities and October All Divisions discuss hot button issues Post Atlanta Plus application October/December Human Resources Plan for internal and external recruitment trips and activities Ensure teachers hold a valid certificate for the grades they teach and that these are on file in personnel (Ongoing) Host Atlanta Plus Information Session Hold District recruiter training sessions Post and staff vacant positions (administrators, principal, teachers, support staff, etc.)

Begin communication plan to address staffing needs/concerns for schools that are closing, merging, phasing out, transformation, etc.

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ATLANTA PUBLIC SCHOOLS - School Readiness Implementation Timeline Task * (Each division should take into account the needs of year Timeframe Division round and charter schools)

October/January Finance Meet with appropriate personnel to construct local and instructional budgets. Create staffing projections/allocations for up coming school year January Human Resources Hold SRT staffing conferences with executive directors, principals and support areas/departments (Fine Arts, Program for Exceptional Children, Physical Education, etc.) to discuss staffing allocations per school

Begin to identify principal/administrator vacancies Begin annual recruitment season through April Post and staff vacant positions (administrators, principal, teachers, support staff, etc.)

Begin planning for Atlanta Public Schools Annual Interview Day Issue contracts; send non-renewals letters; notify employees of certification expiration February Human Resources status Screen Atlanta Plus applicants Work with TFA liaison regarding number of TFA teachers to be placed and content area for upcoming school year Plan Voluntary Transfer Fair Post and staff vacant positions (administrators, principal, teachers, support staff, etc.)

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ATLANTA PUBLIC SCHOOLS - School Readiness Implementation Timeline Task * (Each division should take into account the needs of year Timeframe Division round and charter schools) Begin planning for Day One APS and distribute Guidebook page mock ups to Senior March Communications Cabinet members Facilities Develop budget and coordinate internal meetings Complete non-instructional supply orders Develop vacancy list after reconciling contracts Human Resources Host Voluntary Transfer Fair Reconcile voluntary transfer requests (eligibility and approval) Host Atlanta Plus Interview Day Host Atlanta Public Schools Annual Interview Day Host individual SRT Fairs, if applicable Post and staff vacant positions (administrators, principal, teachers, support staff, etc.)

Contact Broker to begin insurance renewal process (Auto, Property, Student, and Athletic)

April C&I Planning for Superintendent's Leadership Retreat

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ATLANTA PUBLIC SCHOOLS - School Readiness Implementation Timeline Task * (Each division should take into account the needs of year Timeframe Division round and charter schools)

Review new State Board rules and Actions of the State Legislature to determine if the new Rules or statutes impact Day One. All vendor service and goods agreements necessary for Day One must be submitted to legal for review no later than May 31st. Alert should be added to Procurement and Curriculum and Instruction Checklist to ensure the contracts Legal are in the queue no later than May 31st. Post and staff vacant positions (administrators, principal, teachers, support staff, etc.) Human Resources Finalize placement of displaced staff based upon school closures and mergers through month of May Review insurance renewal proposals Issue offers to new hires End of Annual Recruitment season Facilities Determine custodial cleaning schedule Determine maintenance repair schedules Coordinate schedules with other departments Communications Schedule back to school photo shoot Transportation Begin collecting special needs transportation requests Confirm number of students to be transported Confirm student addresses

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ATLANTA PUBLIC SCHOOLS - School Readiness Implementation Timeline Task * (Each division should take into account the needs of year Timeframe Division round and charter schools) Establish number of school buses needed Establish/ensure safe school bus stops Security Inform staff of need to be prepared for Pandemic Influenza Conduct security systems assessments Finance Textbook adoption January/April Principals Begin teacher transfer process Identify reassignees Attend hiring fairs; hire personnel

Begin budget, School Improvement and planning for next school year, Review with AAS Conduct interviews of prospective personnel Order supplies for next year Conduct kindergarten and first grade registration Begin textbook inventory process Hire personnel May C&I Adoption of textbooks for K-8 schools Replacement textbooks for K-12 schools IT Receive list of new teachers from Human Resources Copy and forward laptop agreements to Human Resources

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ATLANTA PUBLIC SCHOOLS - School Readiness Implementation Timeline Task * (Each division should take into account the needs of year Timeframe Division round and charter schools) Update email distribution lists Finance Prepare to present local and instructional budget to faculty. Notify Student Placement of any policy or legal updates that need to be made to Chief of Staff registration forms and procedures Notify Board members of Day One APS news Screen, schedule, and conduct principal interview sessions (Human Resource) to include meeting with community panel members (On-going until position is filled) Human Resources Post and staff vacant positions (administrators, principal, teachers, support staff, etc.)

Have most teacher positions filled Submit insurance recommendation to Board for approval Compile and complete back-to-school packets and create principal communications tool Communications kit Principals Complete student placement Plan staff assignments Collect laptops and peripherals from teachers leaving the district

Finalize textbook inventory, instructional workbooks lists - order textbooks Review end of year assessment data with staff (CRCT, Writing) and goals for next year based on data

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ATLANTA PUBLIC SCHOOLS - School Readiness Implementation Timeline Task * (Each division should take into account the needs of year Timeframe Division round and charter schools)

Schedule meeting with school partners to review/adjust next year goals

Transportation Collect point of contact information from each school for transportation operations Security Collect Risk Management checklists May-July Facilities Complete all exterior building painting Complete all interior building painting (touch-up/full) Complete all plumbing repair/replacement Complete all lighting repair/replacement Complete all ceiling tile repair/replacement Complete all window repair/replacement Complete all window washing Complete all electrical repair/replacement Complete all floor repair/ replacement Complete cleaning of entire building All classroom floors have been cleaned, waxed and buffed Complete roof repair and replacement Complete camera repair/replacement Complete HVAC repair/replacement

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ATLANTA PUBLIC SCHOOLS - School Readiness Implementation Timeline Task * (Each division should take into account the needs of year Timeframe Division round and charter schools) Complete hood suppression inspection Complete fire extinguisher repair/replacement Fire/Burglar/Sprinkler/Intercom/Access Control Insp Conduct facilities inspection, including fire and safety Complete maintenance checklist for each classroom Conduct building walk through with Operation & Site Managers to ensure readiness of all classrooms and other areas for teachers return

June Principals Continue to fill vacancies Plan summer custodial schedule Prepare food service procedures Send appropriate information to middle schools Make decision regarding savings and checking accounts Fill all vacancies by June 30 Update website with pertinent dates Review alarm code authorization (remove/add) Conduct new employee processing for all new hires Human Resources Monitor and track teachers progress with certificate that expire June 30th

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ATLANTA PUBLIC SCHOOLS - School Readiness Implementation Timeline Task * (Each division should take into account the needs of year Timeframe Division round and charter schools) Participate in TFA teacher interview fair Publish posting for Substitute teachers Reconcile placement of TFA teachers - on-going until all teachers are placed. Post and staff vacant positions (administrators, principal, teachers, support staff, etc.)

Send insurance information to schools (student, accident, athletic, field trips, etc.)

Have most Principal and Administrator positions filled Communications Mail principal communication kits

Print, edit and distribute back-to-school packets to year round schools

Shoot and edit radio/TV PSAs and record on-hold messages with Back to School theme.

Post Q & A and other appropriate information about Day One on district website

Write and send news release about first day of school (year-round) Prepare talking points about first day of school for board, Superintendent, and other administrators June/July C&I New Teacher Orientation Principal's Academy

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ATLANTA PUBLIC SCHOOLS - School Readiness Implementation Timeline Task * (Each division should take into account the needs of year Timeframe Division round and charter schools) Profession Development for Instructional Coaches and MTLs Testing calendar established and published Curriculum training Leadership Retreat Project GRAD New Teacher Institute IT Admin workstations Copiers networked Configure and distribute laptops at New Teacher Orientation Monitor installation of Promethean Boards

Verify functionality and customer satisfaction of Promethean Boards Install projectors Install VCR/DVD equipment Laptop CART(s) have access to APS network Media Centers have access to APS Network POS Workstations Printers networked Transportation Collect transportation changes (additions and deletions) Request all Special Needs transportation requests and changes

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ATLANTA PUBLIC SCHOOLS - School Readiness Implementation Timeline Task * (Each division should take into account the needs of year Timeframe Division round and charter schools) Establish pick-up and drop-off times

Collect updated emergency evacuation plans that identify the primary and alternate staging points for school pick up during emergencies Submit new route information to schools as needed

Establish methods to ensure that students get on correct bus in the afternoon

Designate personnel to have available in the morning to facilitate bus unloading Security Collect Emergency Management Plans Collect safety plans Collect key holder lists Assign School Police Officers Assign crossing guards Assign security guards Staff training Metal Detectors

June/August Chief of Staff Notify community groups (NPU, neighborhood groups) about Day One APS news

Legal Issue Legal Advisories, if necessary, based on review of new rules, regulations or laws.

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ATLANTA PUBLIC SCHOOLS - School Readiness Implementation Timeline Task * (Each division should take into account the needs of year Timeframe Division round and charter schools) Send update to SRT and principal advising of the assistant general counsel assigned to support the SRT and the school. Post and staff vacant positions (administrators, principal, teachers, support staff, etc.) July Human Resources Hire and process Substitutes (ongoing) Provide information packets (Workers Comp, FMLA, etc.) to Principals

Distribute insurance information packets to Principals Develop and implement effective documentation trainings for principals.

Inform principals of the OIR/ER Representative assigned to provide technical assistance to their assigned sites. Work with RPA, IT and Facilities to make sure that School locator system is functional on Communications the Web site Develop and implement communications plan for new and/or merged schools (communication for APS new families)

Print, edit and distribute back-to-school packets to traditional schools Guidelines for working with the media have been established and distributed and a school spokesperson has been identified. Internal Communications - Welcome back letter from the superintendent to 200, 220 employees Talk Up APS - Summer Edition for returning staff

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ATLANTA PUBLIC SCHOOLS - School Readiness Implementation Timeline Task * (Each division should take into account the needs of year Timeframe Division round and charter schools) Check all district publications and Web site to make certain all changes in personnel, address and telephone numbers are made. Principals Check building for needed repairs/renovation/construction projects

Assign and monitor individual custodial responsibilities and schedules Establish yearly calendar Prepare and conduct student registration Prepare school informational newsletter Finalize student placement/class list Prepare pre-planning schedule Schedule appropriate pre-opening activities for parents/students Prepare food service procedures Review instructional budget

Plan procedures for registering new students on the first day of school

Update substitute teacher procedures, written guidelines, orientation Prepare and mail welcome letter to staff Finalize school based personnel schedules Schedule Special Ed., Target, Title I, remedial, EIP etc.

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ATLANTA PUBLIC SCHOOLS - School Readiness Implementation Timeline Task * (Each division should take into account the needs of year Timeframe Division round and charter schools)

Review proposed annual school goals/plans for school improvement Assess new students for placement Schedule administrative team/other meetings Schedule faculty meetings Attend Leadership Kickoff Interview prospective personnel Develop Safety Plan Establish/update employee files Review Day One APS plans Inventory and distribute supplies Review and update volunteer handbook Update parent volunteers/resource file Prepare student/parent handbooks Review job description for assistant administrators Update staff handbook Request report cards, cumulative folders, etc. Review lesson planning procedures Attend/participate in appropriate professional growth activities

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ATLANTA PUBLIC SCHOOLS - School Readiness Implementation Timeline Task * (Each division should take into account the needs of year Timeframe Division round and charter schools) Plan early release day schedule and other staff development plans Establish inclement weather plan Update/Create Discipline Plan Update/Create Instructional Plan - professional development, book studies, instructional focus etc. Finalize Master Schedule Post bus schedules Conduct two fire drills during first two weeks of school Conduct other safety drills Review safety plan with staff Approve grading systems Conduct new teacher orientation Organize School Council

Review student handbook, system folder, and behavior plan with students Distribute textbooks Issue keys Conduct staff evaluation process orientation Provide job descriptions to all employees

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ATLANTA PUBLIC SCHOOLS - School Readiness Implementation Timeline Task * (Each division should take into account the needs of year Timeframe Division round and charter schools) Establish faculty committees Establish weekly staff bulletin/calendar Conduct orientation for new programs Notify teachers of students' medical needs Conduct pre-planning activities

Review After School Program procedures with local ASP Director and present to staff Update file of teacher and parapro certificates Post & distribute evacuation routes Distribute & collect substitute procedure folders Distribute field trip procedures Create & distribute staff roster Review parent communication plan with staff Distribute APS Annual Calendar to staff Conduct Open House/New Parent Orientation Post class lists

Distribute & review assessment data of students to new teachers ( CRCT, DIBELS)

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ATLANTA PUBLIC SCHOOLS - School Readiness Implementation Timeline Task * (Each division should take into account the needs of year Timeframe Division round and charter schools)

Compile first day packets for students - APS student handbook, school handbook, principal welcome letter, teacher welcome letter, lunch application, student insurance information, technology acceptable use policy, bus route, student information/clinic cards, medication letter, emergency instructions ( w/Spanish translation) Schedule school volunteer orientation Review & distribute school-wide discipline plan Assign bulletin boards & review expectations for work posted Collect staff emergency contact sheet Final walk through with Administrative Team Finance Review previous year audit.- reflective of Pcard Documentation

Solicited contracts in place and Purchase Orders converted per AP Guidelines Document state and federal programs run by the school. Document private, public and other grants. Budgets are provided for each school Purchase Cards are activated with limits Armored car service Travel Cards issued to school administrators

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ATLANTA PUBLIC SCHOOLS - School Readiness Implementation Timeline Task * (Each division should take into account the needs of year Timeframe Division round and charter schools) Timekeeper (Time Entry and Kronos) August Principals Begin learning walks C&I SRT 1 Readiness SRT 2 Readiness SRT 3 Readiness SRT 4 Readiness High School Office Readiness IT Student workstations have access to APS network Teacher workstations have access to APS network Technology Lab(s) have access to APS network Telephone connectivity SRI and EOCT Testing Components (i.e. TestNav) Workstations redistributed to other schools Perform walk throughs Assess cabling and wiring Assess electrical Assess wireless Finance Banking Supplies are provided to each school

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ATLANTA PUBLIC SCHOOLS - School Readiness Implementation Timeline Task * (Each division should take into account the needs of year Timeframe Division round and charter schools) Signature Cards for all schools

Present relevant status reports to Superintendent and Senior Cabinet Banking Supplies are provided to each school Signature Cards for all schools New Requisition Self Service Training (GL Chart Account Structure) required for school administrators

Present relevant status reports to Superintendent and Senior Cabinet Conduct school visits Human Resources Post and staff vacant positions (administrators, principal, teachers, support staff, etc.)

Conduct MVR checks for Authorized Drivers Begin 21st day letter distribution under NCLB guidelines Schedule periodic meetings with principals. Provide technical assistance to administration - ONGOING Conduct "Know Your Role Training" for principals and other non-instructional managers prior to opening day. OIR/ER Representative report to assigned school and offer assistance in day one processes at respected school sites.

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ATLANTA PUBLIC SCHOOLS - School Readiness Implementation Timeline Task * (Each division should take into account the needs of year Timeframe Division round and charter schools) Prepare talking points about first day of school for board, Superintendent, and other Communications administrators Write and send news release about first day of school (traditional)

Staff the superintendent at designated school(s) with media for First Day of School Facilities All construction and repair projects have been completed Power wash front entrances Complete all grounds maintenance Stock all restrooms with paper products Conduct final building walk through with Operation & Site Managers to ensure readiness of all classrooms and other areas for school opening

Transportation Collect lists of field trip processors Drivers make practice runs Drivers and supervisors monitor school bus stops

Make route and stop information available to parents during pre-planning

Be prepared to receive "undeliverable" students that are being returned. Collect contact information from schools that will be manning a phone in the afternoon until the last student is delivered.

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ATLANTA PUBLIC SCHOOLS - School Readiness Implementation Timeline Task * (Each division should take into account the needs of year Timeframe Division round and charter schools) Ensure bus lanes are clear of all vehicles Security Inspection Coordinate issuance of alarm codes Day One APS

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Click link to go to individual checklists:

COMMUNICATIONS

FACILITIES

FINANCE

HUMAN RESOURCES

INFORMATION TECHNOLOGY

LEGAL

NUTRITION

PRINCIPALS (ELEMENTARY)

PRINCIPALS (MIDDLE)

PRINCIPALS (HIGH)

SECURITY

SRT/CURRICULUM AND INSTRUCTION

TRANSPORTATION

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ATLANTA PUBLIC

SCHOOLS

COMMUNICATIONS

ROLES/ RESPONSIBILITIES Checklist Chief of Staff Project Manager Manager Project Communications Communications Human Resources Resources Human OTT Representative P= Primary Responsibility S=Secondary Responsibility Manager Relocation Executive Director Director Executive Principal &

Begin planning for Day One APS and distribute

01. Guidebook page mock ups to Senior Cabinet members

September - March March - September P

02. Schedule Back to School photo shoot

April P

Compile and complete back-to-school packets 03.

May and create principal communications tool kit P

04. Mail principal communication kits P Print, edit and distribute back-to-school packets to 05. year round schools P June June Shoot and edit radio/TV PSAs and record on-hold 06. messages with Back to School theme.

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ATLANTA PUBLIC

SCHOOLS

COMMUNICATIONS

ROLES/ RESPONSIBILITIES Checklist Chief of Staff Project Manager Manager Project Communications Communications Human Resources Resources Human OTT Representative P= Primary Responsibility S=Secondary Responsibility Manager Relocation Executive Director Director Executive Principal & Post Q & A and other appropriate information 07. about Day One on district website P Write and send news release about first day of 08. school (year-round) P Prepare talking points about first day of school for 09. board, Superintendent, and other administrators S P Work with RPA, IT and Facilities to make sure

12. that School locator system is functional on the Web site P Develop and implement communications plan for

13. new and/or merged schools (communication for APS new families) S P Print, edit and distribute back-to-school packets to 14. traditional schools P

July 15, 2009 2009 15, July Guidelines for working with the media have been

15. established and distributed and a school spokesperson has been identified. P Internal Communications - Welcome back letter

Day One APS (Year-Round Schools) Schools) (Year-Round APS One Day 16. from the superintendent to 200, 220 employees P

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ATLANTA PUBLIC

SCHOOLS

COMMUNICATIONS

ROLES/ RESPONSIBILITIES Checklist Chief of Staff Project Manager Manager Project Communications Communications Human Resources Resources Human OTT Representative P= Primary Responsibility S=Secondary Responsibility Manager Relocation Executive Director Director Executive Principal &

17. Talk Up APS - Summer Edition for returning staff P

Check all district publications and Web site to

18. make certain all changes in personnel, address and telephone numbers are made. P Distribute Atlanta Educator to schools. Mail 19. Family Matters newsletters to parents. P Prepare talking points about first day of school for 20. S board, Superintendent, and other administrators P

Write and send news release about first day of 21. school (traditional) P Staff the superintendent at designated school(s) 22. Day One APS APS One Day with media for First Day of School

August 10, 2009 2009 10, August P

23. Begin planning for Day One APS 2010 P

Communications Rep Sign-off______Date______

Executive Director sign-off______Date______

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ATLANTA PUBLIC

SCHOOLS

Operation

&

Finance Finance Security Manager Manager Nutrition Nutrition Mover(s) Logistics Logistics Maintenance Chief of Staff Chief of Staff Transportation Transportation Project Manager Manager Project

FACILITIES Resources Human Furniture Vendor(s) Vendor(s) Furniture OTT Representative Relocation Manager Manager Relocation Director of Maintenance of Maintenance Director Maintenance ROLES/RESPONSIBILITIES CHECK LIST Coordinator Move School Executive Director & Principal

P= Primary Responsibility S=Secondary Responsibility Representative Telephone OTT

01. Begin planning for Day One APS P P February February

September - September

02. Develop and monitor budget P S S P

03. Coordinate internal meetings P S March March

Complete non-instructional supply 04. P P orders

05. Determine custodial cleaning schedule S P April

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ATLANTA PUBLIC

SCHOOLS

Operation

&

Finance Finance Security Manager Manager Nutrition Nutrition Mover(s) Logistics Logistics Maintenance Chief of Staff Chief of Staff Transportation Transportation Project Manager Manager Project

FACILITIES Resources Human Furniture Vendor(s) Vendor(s) Furniture OTT Representative Relocation Manager Manager Relocation Director of Maintenance of Maintenance Director Maintenance ROLES/RESPONSIBILITIES CHECK LIST Coordinator Move School Executive Director & Principal

P= Primary Responsibility S=Secondary Responsibility Representative Telephone OTT

Determine maintenance repair 06. S P schedules

Coordinate schedules with other 07. P departments

08. Complete all exterior building painting P

Complete all interior building painting 09. P (touch-up/full) Complete all plumbing 10. P P repair/replacement 11. Complete all lighting repair/replacement P P May - July July - May Complete all ceiling tile 12. P P repair/replacement 13. Complete all window repair/replacement P P 14. Complete all window washing P P

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ATLANTA PUBLIC

SCHOOLS

Operation

&

Finance Finance Security Manager Manager Nutrition Nutrition Mover(s) Logistics Logistics Maintenance Chief of Staff Chief of Staff Transportation Transportation Project Manager Manager Project

FACILITIES Resources Human Furniture Vendor(s) Vendor(s) Furniture OTT Representative Relocation Manager Manager Relocation Director of Maintenance of Maintenance Director Maintenance ROLES/RESPONSIBILITIES CHECK LIST Coordinator Move School Executive Director & Principal

P= Primary Responsibility S=Secondary Responsibility Representative Telephone OTT Complete all electrical 15. P P repair/replacement 16. Complete all floor repair/ replacement P P 17. Complete cleaning of entire building P P All classroom floors have been cleaned, 18. S P P waxed and buffed 19. Complete roof repair and replacement P P 20. Complete camera repair/replacement P P 21. Complete HVAC repair/replacement P P 22. Complete hood suppression inspection P P Complete fire extinguisher 23. P P repair/replacement Fire/Burglar/Sprinkler/Intercom/Access 24. P P Control Insp Conduct facilities inspection, including 25. P P fire and safety Complete maintenance checklist for 26. P P each classroom

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ATLANTA PUBLIC

SCHOOLS

Operation

&

Finance Finance Security Manager Manager Nutrition Nutrition Mover(s) Logistics Logistics Maintenance Chief of Staff Chief of Staff Transportation Transportation Project Manager Manager Project

FACILITIES Resources Human Furniture Vendor(s) Vendor(s) Furniture OTT Representative Relocation Manager Manager Relocation Director of Maintenance of Maintenance Director Maintenance ROLES/RESPONSIBILITIES CHECK LIST Coordinator Move School Executive Director & Principal

P= Primary Responsibility S=Secondary Responsibility Representative Telephone OTT Conduct building walk through with Operation & Site Managers to ensure 27. S P P readiness of all classrooms and other areas for teachers return

All construction and repair projects have 28. P P P been completed

29. Power wash front entrances P P

30. Complete all grounds maintenance P P

August August 31. Stock all restrooms with paper products P P Conduct final building walk through with Operation & Site Managers to ensure 32. P P readiness of all classrooms and other areas for school opening

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Operation

&

Finance Finance Security Manager Manager Nutrition Nutrition Mover(s) Logistics Logistics Maintenance Chief of Staff Chief of Staff Transportation Transportation Project Manager Manager Project

FACILITIES Resources Human Furniture Vendor(s) Vendor(s) Furniture OTT Representative Relocation Manager Manager Relocation Director of Maintenance of Maintenance Director Maintenance ROLES/RESPONSIBILITIES CHECK LIST Coordinator Move School Executive Director & Principal

P= Primary Responsibility S=Secondary Responsibility Representative Telephone OTT Day One APS 33. Day One APS P P P P P August 10, 2009 Facilities Rep Sign-off______Date______

Executive Director sign-off______Date______

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FINANCE Payroll Budget Budget Accounting Accounting

ROLES/ RESPONSIBILITIES Checklist Procurement School Based

P= Primary Responsibility S=Secondary Responsibility Accounting Grant CFO CFO

Meet with appropriate personnel to construct local and instructional 01. budgets. March March

September - September P

02. Textbook Adoption

April P

03. Prepare to present local and instructional budget to faculty. P S

04. Review previous year audit.- reflective of Pcard Documentation P May

05. Document state and federal programs run by the school. P Solicited contracts in place and Purchase orders converted per AP 06. Guidelines P

07. Document private, public and other grants. P June - July July - June

08. Armored car service P

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FINANCE Payroll Budget Budget Accounting Accounting

ROLES/ RESPONSIBILITIES Checklist Procurement School Based

P= Primary Responsibility S=Secondary Responsibility Accounting Grant CFO CFO Purchase Cards issued to school administrators and activated with 09. limits P

10. General Fund Budgets are provided for each school and Department P

11. Banking Supplies are provided to each school P

12. Principal signature cards P

13. Timekeeper (Kronos and Time Entry) P

14. Banking Supplies are provided to each school P

15. Signature Cards for all schools P August August New Requisition Self Service Training (GL Chart Account Structure) 16. P required for school administrators

Present relevant status reports to Superintendent and Senior 17. Cabinet P

18. Travel Cards issued to school administrators P

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FINANCE Payroll Budget Budget Accounting Accounting

ROLES/ RESPONSIBILITIES Checklist Procurement School Based

P= Primary Responsibility S=Secondary Responsibility Accounting Grant CFO CFO

Day One APS August 10, 19. Begin planning for Day One APS 2010 2009

Finance Rep Sign-off______Date______

Executive Director sign-off______Date______

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Management

HUMAN RESOURCES HR Manager HR Generalist Chief HR Officer Position Control Control Position Director - OIR/ER Executive Director Benefits Specialist ROLES/RESPONSIBILITIES CHECK LIST Risk Director - Benefits/RM Recruitment Specialist Information Processing Processing Information OIR/Employee Relations HR Information Specialist P=Primary Responsibility S=Secondary Responsibility NCLB Compliance Officer Create staffing projections/allocations for up coming 01. P school year Hold SRT staffing conferences with executive directors, principals and support areas/departments 02. (Fine Arts, Program for Exceptional Children, P P Physical Education, etc.) to discuss staffing allocations per school 03. Begin to identify principal/administrator vacancies P January January 04. Begin annual recruitment season through April S S P P Post and staff vacant positions (administrators, 05. P principal, teachers, support staff, etc.) Begin planning for Atlanta Public Schools Annual 06. P S Interview Day Issue contracts; send non-renewals letters; notify 07. P S P S employees of certification expiration status 08. Screen Atlanta Plus applicants P Work with TFA liaison regarding number of TFA 09. teachers to be placed and content area for upcoming P February February school year 10. Plan Voluntary Transfer Fair S P

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Management

HUMAN RESOURCES HR Manager HR Generalist Chief HR Officer Position Control Control Position Director - OIR/ER Executive Director Benefits Specialist ROLES/RESPONSIBILITIES CHECK LIST Risk Director - Benefits/RM Recruitment Specialist Information Processing Processing Information OIR/Employee Relations HR Information Specialist P=Primary Responsibility S=Secondary Responsibility NCLB Compliance Officer Post and staff vacant positions (administrators, 11. P principal, teachers, support staff, etc.) 12. Develop vacancy list after reconciling contracts P P S 13. Host Voluntary Transfer Fair S S P S S Reconcile voluntary transfer requests (eligibility and 14. P approval) 15. Host Atlanta Plus Interview Day P P 16. Host Atlanta Public Schools Annual Interview Day S P S S S

March March 17. Host individual SRT Fairs, if applicable P Post and staff vacant positions (administrators, 18. P principal, teachers, support staff, etc.) Contact Broker to begin insurance renewal process 19. P (Auto, Property, Student, and Athletic) Post and staff vacant positions (administrators, 20. P principal, teachers, support staff, etc.) Finalize placement of displaced staff based upon 21. S P school closures and mergers through month of May April 22. Review insurance renewal proposals P 23. Issue offers to new hires P

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Management

HUMAN RESOURCES HR Manager HR Generalist Chief HR Officer Position Control Control Position Director - OIR/ER Executive Director Benefits Specialist ROLES/RESPONSIBILITIES CHECK LIST Risk Director - Benefits/RM Recruitment Specialist Information Processing Processing Information OIR/Employee Relations HR Information Specialist P=Primary Responsibility S=Secondary Responsibility NCLB Compliance Officer 24. End of Annual Recruitment season P P Screen, schedule, and conduct principal interview sessions (three levels) to include meeting with 25. P community panel members (On-going until position is filled) Post and staff vacant positions (administrators, 26. P May principal, teachers, support staff, etc.) 27. Have most teacher positions filled P S Submit insurance recommendation to Board for 28. P approval 29. Conduct new employee processing for all new hires P Monitor and track teachers progress with certificate 30. P that expire June 30th

31. Participate in TFA teacher interview fair P June June 32. Publish posting for Substitute teachers P Reconcile placement of TFA teachers - on-going until 33. all P teachers are placed.

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Management

HUMAN RESOURCES HR Manager HR Generalist Chief HR Officer Position Control Control Position Director - OIR/ER Executive Director Benefits Specialist ROLES/RESPONSIBILITIES CHECK LIST Risk Director - Benefits/RM Recruitment Specialist Information Processing Processing Information OIR/Employee Relations HR Information Specialist P=Primary Responsibility S=Secondary Responsibility NCLB Compliance Officer Post and staff vacant positions (administrators, 34. P principal, teachers, support staff, etc.) Send insurance information to schools (student, 35. P accident, athletic, field trips, etc.) 36. Have most Principal and Administrator positions filled P S Have most investigative matters closed with a final 37. S P disposition Validate final list of staff with expired certificates; 38. attend tribunal hearings for all teachers/paras with P P expired non-renewable certificates Post and staff vacant positions (administrators, 39. P principal, teachers, support staff, etc.) 40. Hire and process Substitutes (ongoing) P P July July Provide information packets (Workers Comp, FMLA, 41. P etc.) to Principals 42. Distribute insurance information packets to Principals P Develop and implement effective documentation 43. S P trainings for principals.

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Management

HUMAN RESOURCES HR Manager HR Generalist Chief HR Officer Position Control Control Position Director - OIR/ER Executive Director Benefits Specialist ROLES/RESPONSIBILITIES CHECK LIST Risk Director - Benefits/RM Recruitment Specialist Information Processing Processing Information OIR/Employee Relations HR Information Specialist P=Primary Responsibility S=Secondary Responsibility NCLB Compliance Officer Inform principals of the OIR/ER Representative 44. assigned to provide technical assistance to their S P assigned sites.

Day One 45. First day of school - August P P P P P P P P P P P P P APS

46. Conduct school visits S P

Post and staff vacant positions (administrators, 47. P principal, teachers, support staff, etc.)

48. Conduct MVR checks for Authorized Drivers??? P Begin 21st day letter distribution under NCLB

August 49. P P guidelines 50. Schedule periodic meetings with principals. S P Provide technical assistance to administration - 51. S P ONGOING

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Management

HUMAN RESOURCES HR Manager HR Generalist Chief HR Officer Position Control Control Position Director - OIR/ER Executive Director Benefits Specialist ROLES/RESPONSIBILITIES CHECK LIST Risk Director - Benefits/RM Recruitment Specialist Information Processing Processing Information OIR/Employee Relations HR Information Specialist P=Primary Responsibility S=Secondary Responsibility NCLB Compliance Officer Conduct "Know Your Role Training" for principals and 52. other non-instructional managers prior to opening P day. OIR/ER Representative report to assigned school 53. and offer assistance in day one processes at P respected school sites. Post and staff vacant positions (administrators, 54. P principal, teachers, support staff, etc.) Receive actual enrollment to determine appropriate 55. staff allotment; create leveling data sheets for all P P schools Communicate leveling data to all principals by 56. P email/meetings

September 57. Complete Leveling process P 58. Post Atlanta Plus application P Plan for internal and external recruitment trips and 59. S P S activities Validate final list of staff with expired certificates; 60. attend tribunal hearings for all teachers/paras with P P er - Dece mber expired clear renewable certificates Octob

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Management

HUMAN RESOURCES HR Manager HR Generalist Chief HR Officer Position Control Control Position Director - OIR/ER Executive Director Benefits Specialist ROLES/RESPONSIBILITIES CHECK LIST Risk Director - Benefits/RM Recruitment Specialist Information Processing Processing Information OIR/Employee Relations HR Information Specialist P=Primary Responsibility S=Secondary Responsibility NCLB Compliance Officer 61. Send tenure eligibility list to principals P Ensure teachers are highly qualified according to 62. S P NCLB (Ongoing) Ensure teachers hold a valid certificate for the grades 63. they teach and that these are on file in personnel P P (Ongoing) 64. Host Atlanta Plus Information Session P S 65. Hold District recruiter training sessions P Post and staff vacant positions (administrators, 66. P principal, teachers, support staff, etc.) Begin communication plan to address staffing 67. needs/concerns for schools that are closing, merging, P P phasing out, transformation, etc.

HR Rep Sign-off______Date______

Chief HR Officer sign-off______Date______

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CIO Email Server

INFORMATION TECHNOLOGY Lawson Network Security Telecom Telecom Services dministrator Information Applications Applications (Accounting) (Accounting) Move Vendor Vendor Move Other Vendor Vendor Other A

ROLES/RESPONSIBILITIES CHECK LIST Support Client Cabling Vendor Vendor Cabling Break/Fix Vendor Vendor Break/Fix IT Representative P= Primary Responsibility S=Secondary Responsibility Manager Account

01. Begin planning for Day One APS P S S S S S S S S S S S S S S S S

02. Track Day One APS issues P September - April - September

Receive list of new teachers from Human 03. P Resources

May 04. Copy and forward laptop agreements to HR P 05. Update email distribution lists P 06. Admin workstations P 07. Copiers networked P Configure and distribute laptops at New 08. P Teacher Orientation 09. Monitor installation of Promethean Boards P Verify functionality and customer satisfaction 10. P of Promethean Boards June - July July - June 11. Install projectors P 12. Install VCR/DVD equipment P 13. Laptop CART(s) have access to APS P

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CIO Email Server

INFORMATION TECHNOLOGY Lawson Network Security Telecom Telecom Services dministrator Information Applications Applications (Accounting) (Accounting) Move Vendor Vendor Move Other Vendor Vendor Other A

ROLES/RESPONSIBILITIES CHECK LIST Support Client Cabling Vendor Vendor Cabling Break/Fix Vendor Vendor Break/Fix IT Representative P= Primary Responsibility S=Secondary Responsibility Manager Account network 14. Media Centers have access to APS Network P 15. POS Workstations P 16. Printers networked P Student workstations have access to APS 17. P network 18. Teacher workstations P Technology Lab(s) have access to APS 19. P network 20. Telephone connectivity P SRI and EOCT Testing Components (i.e. 21. P TestNav) August August 22. Workstations redistributed to other schools P 23. Perform walk-throughs P 24. Assess cabling and wiring P 25. Assess electrical P 26. Assess wireless P

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CIO Email Server

INFORMATION TECHNOLOGY Lawson Network Security Telecom Telecom Services dministrator Information Applications Applications (Accounting) (Accounting) Move Vendor Vendor Move Other Vendor Vendor Other A

ROLES/RESPONSIBILITIES CHECK LIST Support Client Cabling Vendor Vendor Cabling Break/Fix Vendor Vendor Break/Fix IT Representative P= Primary Responsibility S=Secondary Responsibility Manager Account

Day One APS 27. Day One APS August 10, 2009

IT Rep Sign-off______Date______

CIO sign-off______Date______

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LEGAL

ROLES/ RESPONSIBILITIES Checklist Assistant

P= Primary Responsibility S=Secondary Responsibility Counsel General General Counsel

01. Begin planning for Day One APS March March

September - September P

Review new State Board rules and Actions of the State Legislature to determine if the new Rules or statutes impact Day One. All vendor service and goods 02. agreements necessary for Day One must be submitted to legal for review no later than May 31st. Alert should be added to Procurement and Curriculum and

April - May - April Instruction Checklist to ensure the contracts are in the queue no later than May 31st. P P Issue Legal Advisories, if necessary, based on review of new rules, regulations or 03. laws. P P

Send update to SRT and principal advising of the assistant general counsel 04. assigned to support the SRT and the school. June - August August - June P P

Day One APS 05. Begin planning for Day One APS 2010 August 10, 2009 P

Legal Rep Sign-off______Date______

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NUTRITION on Manager Manager iti Company Supervisor Supervisor r t Management Management ROLES/ RESPONSIBILITIES Checklist Procurement Budget Center Center Budget u Communications Communications Cafeteria Manager P= Primary Responsibility S=Secondary Responsibility Logistics Nutrition Program Program Specialist Liaison IT Nutrition Nutrition N

01. Begin planning for Day One APS - March March -

September September P

02. Review budget

April P

03. Determine meal schedules May P

04. Kitchens are ready P July July

June - June 05. FEA applications P 06. Cafeteria staff - training completed P 07. Equipment - ready tor use P 08. Post menus in cafeteria/web P

August August 09. Nutrition technology P 10. FEA Coordinator training completed P Day One APS August 10, 11. Begin planning for Day One APS 2010 2009 P

Nutrition Rep Sign-off______Date______

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ES PRINCIPALS R&A Nutrition Nutrition Facilities Textbooks Textbooks Textbooks Instruction

ROLES/ RESPONSIBILITIES Checklist Transportation Curriculum and

P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

01. Begin teacher transfer process

P S

02. Identify reassignees P

03. Attend hiring fairs; hire personnel P Begin budget, School Improvement and planning for next 04. school year, Review with AAS January - April - January P

05. Conduct interviews of prospective personnel P

06. Order supplies for next year P

07. Conduct kindergarten and first grade registration P

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ES PRINCIPALS R&A Nutrition Nutrition Facilities Textbooks Textbooks Textbooks Instruction

ROLES/ RESPONSIBILITIES Checklist Transportation Curriculum and

P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

08. Begin textbook inventory process P

09. Hire personnel P S

10. Complete student placement P

11. Plan staff assignments P

Collect laptops and peripherals from teachers leaving the 12. May district

Finalize textbook inventory, instructional workbooks lists - 13. order textbooks P

Review end of year assessment data with staff (CRCT, 14. S Writing) and goals for next year based on data P

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ES PRINCIPALS R&A Nutrition Nutrition Facilities Textbooks Textbooks Textbooks Instruction

ROLES/ RESPONSIBILITIES Checklist Transportation Curriculum and

P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

Schedule meeting with school partners to review/adjust next 15. year goals P

16. Continue to fill vacancies P S

17. Plan summer custodial schedule S P

18. Prepare food service procedures June June P S

19. Send appropriate information to middle schools P

20. Make decision regarding savings and checking accounts P

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ES PRINCIPALS R&A Nutrition Nutrition Facilities Textbooks Textbooks Textbooks Instruction

ROLES/ RESPONSIBILITIES Checklist Transportation Curriculum and

P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

21. Fill all vacancies by June 30 S P

22. Update website with pertinent dates P

23. Review alarm code authorization (remove/add) S P

Meet with PTA leadership and plan meeting dates, programs, 24. budget and handbook P

Check building for needed repairs/renovation/construction 25. projects P S July July Assign and monitor individual custodial responsibilities and 26. S schedules P

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ROLES/ RESPONSIBILITIES Checklist Transportation Curriculum and

P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

27. Establish yearly calendar P

28. Prepare and conduct student registration P

29. Prepare school informational newsletter P

30. Finalize student placement/class list P

31. Prepare pre-planning schedule P

Schedule appropriate pre-opening activities for 32. parents/students P

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ES PRINCIPALS R&A Nutrition Nutrition Facilities Textbooks Textbooks Textbooks Instruction

ROLES/ RESPONSIBILITIES Checklist Transportation Curriculum and

P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

33. Prepare food service procedures P

34. Review instructional budget P

Plan procedures for registering new students on the first day 35. of school P

Update substitute teacher procedures, written guidelines, 36. orientation P

37. Prepare and mail welcome letter to staff P

38. Finalize school based personnel schedules P

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ROLES/ RESPONSIBILITIES Checklist Transportation Curriculum and

P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

39. Schedule Special Ed., Target, Title I, remedial, EIP etc. P

Review proposed annual school goals/plans for school 40. improvement P

41. Assess new students for placement P

42. Schedule administrative team/other meetings P

43. Schedule faculty meetings P

44. Attend Leadership Kickoff P

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ES PRINCIPALS R&A Nutrition Nutrition Facilities Textbooks Textbooks Textbooks Instruction

ROLES/ RESPONSIBILITIES Checklist Transportation Curriculum and

P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

45. Interview prospective personnel P

46. Develop Safety Plan P

47. Establish/update employee files P

48. Review Day One APS plans P

49. Inventory and distribute supplies P

50. Review and update volunteer handbook P

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ROLES/ RESPONSIBILITIES Checklist Transportation Curriculum and

P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

51. Update parent volunteers/resource file P

52. Prepare student/parent handbooks P

53. Review job description for assistant administrators S P

54. Update staff handbook P

55. Request report cards, cumulative folders, etc. P

56. Review lesson planning procedures P

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P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

Attend/participate in appropriate professional growth 57. activities P

Plan early release day schedule and other staff development 58. plans P

59. Establish inclement weather plan P

60. Update/Create Discipline Plan P

Update/Create Instructional Plan - professional development, 61. S book studies, instructional focus etc. P

62. Finalize Master Schedule P

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P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

63. Post bus schedules S P

64. Conduct two fire drills during first two weeks of school P

65. Conduct other safety drills P August August 66. Review safety plan with staff P

67. Approve grading systems S P

68. Conduct new teacher orientation P

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P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

69. Organize School Council P

Review student handbook, system folder, and behavior plan 70. with students P

71. Distribute textbooks P S

72. Issue keys P

73. Conduct staff evaluation process orientation P

74. Provide job descriptions to all employees P

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ROLES/ RESPONSIBILITIES Checklist Transportation Curriculum and

P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

75. Establish faculty committees P

76. Establish weekly staff bulletin/calendar P

77. Conduct orientation for new programs P

78. Notify teachers of students' medical needs P

79. Conduct pre-planning activities P

Review After School Program procedures with local ASP 80. Director and present to staff P

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P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

81. Update file of teacher and parapro certificates P

82. Post & distribute evacuation routes P

83. Distribute & collect substitute procedure folders P

84. Distribute field trip procedures P

85. Create & distribute staff roster P

86. Review parent communication plan with staff P

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P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

87. Distribute APS Annual Calendar to staff P

88. Conduct Open House/New Parent Orientation P

89. Post class lists P

Distribute & review assessment data of students to new 90. teachers ( CRCT, DIBELS) P

Compile first day packets for students - APS student handbook, school handbook, principal welcome letter, teacher welcome letter, lunch application, student insurance 91. information, technology acceptable use policy, bus route, student information/clinic cards, medication letter, emergency instructions ( w/Spanish translation) P

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P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

92. Schedule school volunteer orientation P

93. Review & distribute school-wide discipline plan P

94. Assign bulletin boards & review expectations for work posted P

95. Collect staff emergency contact sheet P

96. Final walk through with Administrative Team P

97. Begin learning walks P

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P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

Day One APS August 10, 98. School begins 2009 P

Principal Sign-off______Date______

Executive Director sign-off______Date______

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MS PRINCIPALS Finance Nutrition Nutrition Facilities Textbooks Textbooks Textbooks Instruction

ROLES/ RESPONSIBILITIES Checklist Transportation Curriculum and

P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

01. Begin teacher transfer process

P S

02. Identify reassignees P

03. Attend hiring fairs; hire personnel P Begin budget, School Improvement and planning for next 04. school year, Review with AAS January - April - January P S

05. Conduct interviews of prospective personnel P

06. Order supplies for next year P

07. Review registration procedures P

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MS PRINCIPALS Finance Nutrition Nutrition Facilities Textbooks Textbooks Textbooks Instruction

ROLES/ RESPONSIBILITIES Checklist Transportation Curriculum and

P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

08. Begin textbook inventory process P

09. Hire personnel P S

10. Complete student placement P

11. Plan staff assignments P

Review cumulative records of 8th graders (immunization 12. May also) P

13. Update list of students with financial obligations P

14. Complete HS and ES articulation P

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MS PRINCIPALS Finance Nutrition Nutrition Facilities Textbooks Textbooks Textbooks Instruction

ROLES/ RESPONSIBILITIES Checklist Transportation Curriculum and

P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

Collect laptops and peripherals from teachers leaving the 15. district P

16. Continue to fill vacancies P S

17. Receive level information from elementary schools

Provide retention/place information to high schools and 18. central office June June

19. Plan summer custodial schedule S P

20. Prepare food service procedures P S

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MS PRINCIPALS Finance Nutrition Nutrition Facilities Textbooks Textbooks Textbooks Instruction

ROLES/ RESPONSIBILITIES Checklist Transportation Curriculum and

P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

21. Make decision regarding savings and checking accounts P

22. Fill all vacancies by June 30 P

23. Update website with pertinent dates P

24. Review alarm code authorization (remove/add) P

Meet with PTA leadership and plan meeting dates, programs, 25. budget and handbook P

Check building for needed repairs/renovation/construction 26.

July July projects P S

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MS PRINCIPALS Finance Nutrition Nutrition Facilities Textbooks Textbooks Textbooks Instruction

ROLES/ RESPONSIBILITIES Checklist Transportation Curriculum and

P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

Assign and monitor individual custodial responsibilities and 27. schedules P

Review Middle School requirements, SACS Standards and 28. recommendations P

29. Establish yearly calendar P

30. Prepare and conduct student registration P

31. Prepare school informational newsletter P

32. Finalize student placement/class list P

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MS PRINCIPALS Finance Nutrition Nutrition Facilities Textbooks Textbooks Textbooks Instruction

ROLES/ RESPONSIBILITIES Checklist Transportation Curriculum and

P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

33. Prepare pre-planning schedule P

Schedule appropriate pre-opening activities for 34. parents/students P

35. Prepare food service procedures P

36. Review instructional budget P

Plan procedures for registering new students on the first day 37. of school P

Update substitute teacher procedures, written guidelines, 38. orientation P

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MS PRINCIPALS Finance Nutrition Nutrition Facilities Textbooks Textbooks Textbooks Instruction

ROLES/ RESPONSIBILITIES Checklist Transportation Curriculum and

P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

39. Prepare and mail welcome letter to staff P

40. Finalize specialists and lunch schedule P

41. Schedule Special Ed., Target, Title I, remedial, EIP etc. P

Review proposed annual school goals/plans for school 42. improvement P

43. Assess new students for placement P

44. Schedule administrative team/other meetings P

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MS PRINCIPALS Finance Nutrition Nutrition Facilities Textbooks Textbooks Textbooks Instruction

ROLES/ RESPONSIBILITIES Checklist Transportation Curriculum and

P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

45. Schedule faculty meetings P

46. Attend Leadership Kickoff P

47. Interview prospective personnel P

48. Develop Safety Plan P

49. Establish/update employee files P

50. Review Day One APS plans P

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MS PRINCIPALS Finance Nutrition Nutrition Facilities Textbooks Textbooks Textbooks Instruction

ROLES/ RESPONSIBILITIES Checklist Transportation Curriculum and

P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

51. Inventory and distribute supplies P

52. Review and update volunteer handbook P

53. Update parent volunteers/resource file P

54. Prepare student/parent handbooks P

55. Review job description for assistant administrators S P

56. Update staff handbook P

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MS PRINCIPALS Finance Nutrition Nutrition Facilities Textbooks Textbooks Textbooks Instruction

ROLES/ RESPONSIBILITIES Checklist Transportation Curriculum and

P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

57. Request report cards, cumulative folders, etc. P

58. Review lesson planning procedures P

Attend/participate in appropriate professional growth 59. activities P

Plan early release day schedule and other staff development 60. plans P

61. Send 8th grade list of unpaid textbooks to high school P

62. Establish inclement weather plan P

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MS PRINCIPALS Finance Nutrition Nutrition Facilities Textbooks Textbooks Textbooks Instruction

ROLES/ RESPONSIBILITIES Checklist Transportation Curriculum and

P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

63. Post bus schedules P

64. Conduct two fire drills during first two weeks of school P

65. Conduct other safety drills P August August 66. Review safety plan with staff P

Approve behavior management systems and grading 67. systems P

68. Conduct new teacher orientation P

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MS PRINCIPALS Finance Nutrition Nutrition Facilities Textbooks Textbooks Textbooks Instruction

ROLES/ RESPONSIBILITIES Checklist Transportation Curriculum and

P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

69. Organize School Council P

Review student handbook, system folder, and behavior plan 70. with students P

71. Distribute textbooks P S

72. Issue keys P

73. Conduct staff evaluation process orientation P

74. Provide job descriptions to all employees P

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MS PRINCIPALS Finance Nutrition Nutrition Facilities Textbooks Textbooks Textbooks Instruction

ROLES/ RESPONSIBILITIES Checklist Transportation Curriculum and

P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

75. Establish faculty committees P

76. Establish weekly staff bulletin/calendar P

77. Conduct orientation for new programs P

78. Notify teachers of students' medical needs P

79. Conduct pre-planning activities P

Review After School Program procedures with local ASP 80. Director and present to staff P

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MS PRINCIPALS Finance Nutrition Nutrition Facilities Textbooks Textbooks Textbooks Instruction

ROLES/ RESPONSIBILITIES Checklist Transportation Curriculum and

P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

81. Update file of teacher and parapro certificates P

82. Begin learning walks P

Day One APS August 10, 83. School begins 2009 P

Principal Sign-off______Date______

Executive Director sign-off______Date______

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HS PRINCIPALS Security Nutrition Nutrition Athletics Facilities Textbooks Textbooks Textbooks ROLES/ RESPONSIBILITIES Checklist Instruction Transportation Transportation Curriculum and

P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

01. Begin teacher transfer process

P S

02. Identify reassignees P

03. Attend hiring fairs; hire personnel P S Begin budget, School Improvement and planning for next 04. school year, Review with AAS P January - April - January

05. Conduct interviews of prospective personnel P S

06. Order supplies for next year P

07. Review middle school registration procedures P

08. Begin textbook inventory process P

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HS PRINCIPALS Security Nutrition Nutrition Athletics Facilities Textbooks Textbooks Textbooks ROLES/ RESPONSIBILITIES Checklist Instruction Transportation Transportation Curriculum and

P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

09. Hire personnel P S

10. Complete student placement P

11. Plan staff assignments May P

Collect laptops and peripherals from teachers leaving the 12. district P

13. Continue to fill vacancies P S

14. Plan summer custodial schedule June June P S

15. Prepare food service procedures P S

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HS PRINCIPALS Security Nutrition Nutrition Athletics Facilities Textbooks Textbooks Textbooks ROLES/ RESPONSIBILITIES Checklist Instruction Transportation Transportation Curriculum and

P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

16. Send appropriate information to middle schools P

17. Make decision regarding savings and checking accounts P

18. Fill all vacancies by June 30 S P

19. Update website with pertinent dates P

20. Review alarm code authorization (remove/add) S S P

Meet with PTA leadership and plan meeting dates, 21. programs, budget and handbook P

Check building for needed repairs/renovation/construction 22.

July July projects P S

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HS PRINCIPALS Security Nutrition Nutrition Athletics Facilities Textbooks Textbooks Textbooks ROLES/ RESPONSIBILITIES Checklist Instruction Transportation Transportation Curriculum and

P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

Assign and monitor individual custodial responsibilities and 23. S schedules P

24. Establish yearly calendar P

25. Prepare and conduct student registration P

26. Prepare school informational newsletter P

27. Finalize student placement/class list P

28. Prepare pre-planning schedule P

Schedule appropriate pre-opening activities for 29. parents/students P

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HS PRINCIPALS Security Nutrition Nutrition Athletics Facilities Textbooks Textbooks Textbooks ROLES/ RESPONSIBILITIES Checklist Instruction Transportation Transportation Curriculum and

P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

30. Prepare food service procedures P S

31. Review instructional budget P

Plan procedures for registering new students on the first 32. day of school P

Update substitute teacher procedures, written guidelines, 33. orientation P

34. Prepare and mail welcome letter to staff P

35. Finalize specialists and lunch schedule P

36. Schedule Special Ed., Target, Title I, remedial, EIP etc. P

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HS PRINCIPALS Security Nutrition Nutrition Athletics Facilities Textbooks Textbooks Textbooks ROLES/ RESPONSIBILITIES Checklist Instruction Transportation Transportation Curriculum and

P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

Review proposed annual school goals/plans for school 37. improvement P

38. Assess new students for placement P

39. Schedule administrative team/other meetings P

40. Schedule faculty meetings P

41. Attend Leadership Kickoff P

42. Interview prospective personnel S P

43. Develop Safety Plan S P

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HS PRINCIPALS Security Nutrition Nutrition Athletics Facilities Textbooks Textbooks Textbooks ROLES/ RESPONSIBILITIES Checklist Instruction Transportation Transportation Curriculum and

P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

44. Establish/update employee files P

45. Review Day One APS plans P

46. Inventory and distribute supplies P

47. Review and update volunteer handbook P

48. Update parent volunteers/resource file P

49. Prepare student/parent handbooks P

50. Review job description for assistant administrators S P

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HS PRINCIPALS Security Nutrition Nutrition Athletics Facilities Textbooks Textbooks Textbooks ROLES/ RESPONSIBILITIES Checklist Instruction Transportation Transportation Curriculum and

P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

51. Update staff handbook P

52. Request report cards, cumulative folders, etc. P

53. Review lesson planning procedures P

54. Plan assemblies/pep rallies

Attend/participate in appropriate professional growth 55. activities P

Plan early release day schedule and other staff 56. development plans P

57. Establish inclement weather plan P

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HS PRINCIPALS Security Nutrition Nutrition Athletics Facilities Textbooks Textbooks Textbooks ROLES/ RESPONSIBILITIES Checklist Instruction Transportation Transportation Curriculum and

P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

58. Post bus schedules P

59. Conduct two fire drills during first two weeks of school P

60. Conduct other safety drills P

61. Review safety plan with staff

August August P

Approve behavior management systems and grading 62. systems P

63. Conduct new teacher orientation P

64. Organize School Council P

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HS PRINCIPALS Security Nutrition Nutrition Athletics Facilities Textbooks Textbooks Textbooks ROLES/ RESPONSIBILITIES Checklist Instruction Transportation Transportation Curriculum and

P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

Review student handbook, system folder, and behavior 65. plan with students P

66. Distribute textbooks P S

67. Issue keys P

68. Conduct staff evaluation process orientation P

69. Provide job descriptions to all employees P

70. Establish faculty committees P

71. Establish weekly staff bulletin/calendar P

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HS PRINCIPALS Security Nutrition Nutrition Athletics Facilities Textbooks Textbooks Textbooks ROLES/ RESPONSIBILITIES Checklist Instruction Transportation Transportation Curriculum and

P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

72. Conduct orientation for new programs P

73. Notify teachers of students' medical needs P

74. Conduct pre-planning activities P

Review After School Program procedures with local ASP 75. Director and present to staff P

76. Update file of teacher and parapro certificates P

77. Tuition program information announced P

78. Prepare varsity football security plan P S S

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HS PRINCIPALS Security Nutrition Nutrition Athletics Facilities Textbooks Textbooks Textbooks ROLES/ RESPONSIBILITIES Checklist Instruction Transportation Transportation Curriculum and

P= Primary Responsibility S=Secondary Responsibility Resources Human Principal

79. Parking assignments (staff and students) P

80. Schedule changes/finalize master schedule P

81. Collect fundraiser requests for first semester P

82. Begin learning walks P

Day One APS August 10, 83. School begins 2009 P

Principal Sign-off______Date______

Executive Director sign-off______Date______

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SECURITY Unit ROLES/ RESPONSIBILITIES Checklist

P= Primary Responsibility S=Secondary Responsibility School Detectives Security

01. Begin planning for Day One APS P

02. Conduct site assessments

March March P

September - September 03. Determine number of security guards needed P

04. Inform staff of need to be prepared for Pandemic Influenza P April 05. Conduct security systems assessments P S

06. Collect Risk Management checklists May P

07. Collect Emergency Management Plans P

08. Collect safety plans P

09. Collect key holder lists P June - July July - June

10. Assign School Police Officers P

11. Assign crossing guards P

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SECURITY Unit ROLES/ RESPONSIBILITIES Checklist

P= Primary Responsibility S=Secondary Responsibility School Detectives Security

12. Assign security guards P

13. Staff training P

14. Metal Detectors P

15. Inspection P

August August 16. Coordinate issuance of alarm codes P

Day One APS 17. Begin planning for Day One APS 2010 P August 10, 2009

Security Rep Sign-off______Date______

Executive Director sign-off______Date______

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SRT/Curriculum and Instruction r r ROLES/ RESPONSIBILITIES Checklist P= Primary Responsibility S=Secondary Responsibility ccountability Principal Teache & Curriculum Instruction Research, & Planning Executive Executive Directo A Human Human Resources

01. Planning for Superintendent's Leadership Retreat - April April -

September September S P

02. Adoption of textbooks for K-8 schools P May 03. Replacement textbooks for K-12 schools P

04. Assistant Principal's Academy P

05. Comprehensive School Reform Model Institute P

06. Student and parent orientations P

07. Single Gender schools planning

June - July July - June P

08. Middle School Transformation P

09. High school Transformation P

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SRT/Curriculum and Instruction r r ROLES/ RESPONSIBILITIES Checklist P= Primary Responsibility S=Secondary Responsibility ccountability Principal Teache & Curriculum Instruction Research, & Planning Executive Executive Directo A Human Human Resources

10. Mathematics & Science Academy P

11. Middle School transformation curriculum resources P

12. NCLB Applications P

13. New Principal's Institute P

14. New Teacher Orientation P S

15. Principal's Academy P

16. Profession Development for Instructional Coaches and MTLs P

17. Testing calendar established and published P

18. Curriculum training P

19. Leadership Retreat P

20. Project GRAD New Teacher Institute P

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SRT/Curriculum and Instruction r r ROLES/ RESPONSIBILITIES Checklist P= Primary Responsibility S=Secondary Responsibility ccountability Principal Teache & Curriculum Instruction Research, & Planning Executive Executive Directo A Human Human Resources

21. SRT 1 Readiness P S

22. SRT 2 Readiness P S

23. SRT 3 Readiness P S August August 24. SRT 4 Readiness P S

25. High School Office Readiness P S

Day One APS August 10, 26. Begin planning for Day One APS 2010 2009

C&I Rep Sign-off______Date______

Executive Director sign-off______Date______

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Drivers TRANSPORTATION Facilities ROLES/ RESPONSIBILITIES Checklist Transportation P= Primary Responsibility S=Secondary Responsibility Principal

01. Begin planning for Day One APS

September - March March - September P

02. Begin collecting special needs transportation requests P

03. Confirm number of students to be transported

April 04. Confirm student addresses

05. Establish number of school buses needed

06. Establish/ensure safe school bus stops Collect point of contact information from each school for transportation 07. May operations P

08. Collect transportation changes (additions and deletions) July July

June - June P

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Drivers TRANSPORTATION Facilities ROLES/ RESPONSIBILITIES Checklist Transportation P= Primary Responsibility S=Secondary Responsibility Principal

09. Request all Special Needs transportation requests and changes P

10. Establish pick-up and drop-off times

Collect updated emergency evacuation plans that identify the primary and 11. alternate staging points for school pick up during emergencies P

12. Submit new route information to schools as needed Establish methods to ensure that students get on correct bus in the 13. afternoon P Designate personnel to have available in the morning to facilitate bus 14. unloading P 15. Collect lists of field trip processors P 16. Drivers make practice runs 17. Drivers and supervisors monitor school bus stops August August 18. Make route and stop information available to parents during pre-planning P

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Drivers TRANSPORTATION Facilities ROLES/ RESPONSIBILITIES Checklist Transportation P= Primary Responsibility S=Secondary Responsibility Principal

Be prepared to receive "undeliverable" students that are being returned. 19. Collect contact information from schools that will be manning a phone in the afternoon until the last student is delivered. P 20. Ensure bus lanes are clear of all vehicles P

Day One APS 21. Day One APS August 10, 2009

P

Transportation Rep Sign-off______Date______

Executive Director sign-off______Date______

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To measure success of the Day One APS effort, a rubric that includes the key components of each cross-functional department will be developed. The criteria for each component can be easily evaluated by any member of the team. The contact person for each cross-functional department will be responsible for completing the criteria for each level based on the department’s standards. A skeleton of the rubric is displayed below.

CommunicationsCurriculum and InstructionFacilitiesFinanceHuman Resources Information Nutrition Security Transportation Excellent

Satisfactory

Poor

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Below is a sample rubric Back-to-School Readiness “Day One APS” through the lens of Learning Technologies

Learning Technologies Department To prepare for Back-to-School Readiness “Day One APS,” the Learning Technologies Specialist will meet with the principals to discuss the instructional technology professional development needs necessary for a successful first day of school. District-wide, the Learning Technologies Specialist will ensure that each new teacher is trained on how to take attendance and set up their grade book with Infinite Campus. The Learning Technologies Specialist will also provide training for teachers who are newly assigned to a classroom with new technology, such as Promethean boards and thin client computers. The communications ambassadors will receive a refresher training on updating the schools’ websites as another option for communicating with parents.

Infinite Campus (IC) Training New Instructional Technology Resources School Websites Excellent All new teachers have received IC training and are All teachers assigned to a classroom with new The communications ambassador has received prepared to take attendance using IC on the first day of technologies have been trained and are prepared to refresher training on how to update the school website school. All returning teachers have received IC use the new technology on the first day of school. and has made updates to communicate new beginning refresher training and are ready to take attendance on of the year information to parents. the first day of school. Satisfactory All returning teachers have received IC refresher 75% of the teachers assigned to a classroom with new The communications ambassador has received training and are ready to take attendance on the first technologies have been trained and are prepared to refresher training on how to update the school website day of school. Some/all new teachers need IC training. use the new technology on the first day of school. but has not made updates to communicate new beginning of the year information to parents. Poor The IC refresher training for returning teachers is Less than 75% of the teachers assigned to a classroom The communications ambassador has not received scheduled but hasn’t been delivered. Some/all new with new technologies have been trained and are refresher training on how to update the school website teachers need IC training. prepared to use the new technology on the first day of and has not made updates to communicate new school. beginning of the year information to parents.

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