Special Education Mentor Checklists AUGUST GUIDE FOR THE INITIAL MEETING WITH PROTEGES OVERVIEW: The Mentor’s job for the first meeting with his/her protégé is to help the new teacher 1. plan for the first weeks of school (Self contained) or plan with content teacher 2. gain an overview of SOL’s and IEP’s that will guide short and long-range planning and pacing 3. establish classroom routines, procedures, and expectations that will serve as a foundation for the year 4. find and organize materials and resources 5. understand the role of other professionals-the Department chair, teaching assistants, team-teachers, TRT, Counselor, etc. 6. understand the roles and responsibilities of team teaching 7. answer questions

Plan your room arrangement without moving a chair!

http://teacher.scholastic.com/tools/class_setup/ THE BUILDING … Office Personnel-Who’s who, where are they and what exactly do they do? … Tour-Work Room, Lounge, Book Room, Mailboxes, Office, Students Records, Library, Computer Lab, etc. … Equipment-Where to find it and how to use it o “Equipment etiquette” o Building Procedures (Administration will go over these in detail during the first faculty meeting); examples: Duties, Hours, Sign-out, Emergency drills, Schedules, Meetings, Policies (dress code, extracurricular attendance, etc.), Incident reports for injuries/accidents … Room Arrangement--Self contained classrooms … Location of testing materials-The Brigance, etc. CURRICULUM AND INSTRUCTION → Sp. Ed. teachers who team teach will work with teams in this area. … Setting up plan book according to Principal’s expectations if applicable … Plans for the first day … Plans for the first week(s) o Teach your protégés to do backward planning-Plan with the End in Sight! o Help select what will be assessed. Loudoun County Public Schools 2010-2011

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… Setting up grade book, if applicable--grading procedures and policies o Remind new teachers of the number of grades that your administrator requires each week/grading period. Interims will be a month away and they need to know how to be prepared. o How grades are given in team teaching … SOL’s, benchmarks, goals, and forms o Make sure they keep relevant Curriculum Guides and documents at their fingertips. o How to access the documents on the INTRANET … Textbooks-What’s needed, how to get them, and how to organize them … Parent Resource Center … School Programs o School-within-a-School o Transition o CBI o Precision teaching o Pre-School … Supplies-What do you need? Where can you find it? o Explain the procedure for obtaining needed material. … Organization-files, binders o Help them label folders to contain information that they will receive in the first couple of weeks…parent correspondence, principal memos, etc. o Secure organization of student files with easy access o Establish system to collect student data … Contact Information o Know the role and names of: Supervisors, school administrators, counselors, case manager, special ed., department chair, social workers, consulting resource teacher, outside agencies o Arrange a group planning time with related service people; example, ECSE teachers plan with OT, PT, SLP teachers who work with their students. … Identify students for VGLA, VSEP, VAAP … Case manager-refer to Sp.Ed. binder o Deadlines o Documentation o Organization o Confidentiality o Reevaluation/Child Study … Discuss Mandt training expectations

CLASSROOM MANAGEMENT … Procedures-How will things get done? Example: How will homework be recorded? … Routines-What do you want your students to do daily without needing to ask for directions? Example: What will a student do when he doesn’t have a pencil? … Setting rules and consequences for infractions … Awareness of Religious and Cultural Diversity Loudoun County Public Schools 2010-2011

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… Documentation … Know a student’s behavior plan … Communicate with parents o Contact parents of students on case load

IEP’s … … … … … … … … … … … … … … …

Read IEP’s Access documents on ENCORE Make sure IEP matches student’s schedule; check percentages Check goals Check SOL accommodations to make sure they align with accommodations page Check PSAT/SAT accommodations (H.S.) Check related services Write revisions Contact parents Give copy of IEP and Behavior Plans to students’ regular ed. teachers Give copy of Accommodations Passport and Behavior Plans to students’ regular ed. teachers and specialists and have them sign a verification form Set up a binder to include IEP’s, correspondence, grades, etc. Check ENCORE for re-eval dates, IEP dates Celebrate Success! Questions and Concerns

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PREPARE FOR NEXT MONTH Set the date of your September meeting today! Set the dates for EACH monthly meeting as soon as possible. Suggest ideas for Back-to-School events. Look for up-coming due dates EVERY month September 6 Holiday (Labor Day) September 7 First Day of School for Students

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CAPTURING THOUGHTS!

SEPTEMBER

All teachers who are new to LCPS received a small notepad in their T.L.C. welcome bag. Ask your protégés to jot down questions and ideas to share with you and other colleagues. We know how fleeting thoughts can be during the fast pace of a school day!

The first 4 topics are top priority for EACH month: … Check on pacing, planning, and grading. o Protégés are to bring plan book and grade book to the meeting so that you can review the Principal’s and County’s requirements. Make sure that pacing is on-target for this month. o Review 9-week plans that have been developed by the grade level. o Review curriculum guide to prepare for the month ahead. … Collaborate--Share ideas, instructional strategies, and units for the following month. … Discuss/Problem Solve Specific issues (items that are specific to each protégé) … Discuss Classroom Management o Procedures and routines--Make sure that they are established and are working successfully. If not, brainstorm ideas and options. Areas of focus: homework, record keeping, students without proper supplies, infractions of classroom rules … Interims and IEP Progress Reports … Grade Quick-Secondary, File Maker-Elementary o How to use and how to modify a grade when necessary; Ex: Incomplete … Observations (usually informal for the first month, but protégés need to be informed of the principal’s expectations) o Go over what your principal will look for in an observation, whether an informal walk-through or a formal evaluation. … Organization o Check to see that documents and other information are saved and filed correctly. o Data collection o Student Portfolios … Supplies-need anything? … IEP’s o Make sure that IEP’s have been read and are understood. o Check for up-coming due dates: annual, IEP, reevaluation o Writing goals and objectives o Review testing information o Review accommodations and ensure implementation o Understand the component of writing an IEP o Be aware of special High School consideration—Diploma status, Vocational Assessment o How to conduct an IEP meeting • Suggest new teacher attend an IEP meeting before conducting their own meeting. Loudoun County Public Schools 2010-2011

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… … …

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… … … The new login for MLP is your GroupWise login plus @lcps.org; the password is Loudoun unless you have changed it.

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Offer to accompany protégé to his/her first IEP meeting (with permission from attendees) Sub folder-show an example o Plans should be easily accessible in case of an emergency, not just planned absences Non-instructional duties Communication with parents—Document! o Parent Resource Center o Newsletter-show sample o Web Page (CMS)--provide assistance and ideas (keep it simple!) • Bio in 3rd person • Newsletter • 9-week plans o Phone Calls--document the date, time, and topic and file in folder marked “Parent communication” o Emails-they should refer to times the teacher is available to conference and not specifics that should be discussed one-on-one. A rule of thumb that they should follow…“Would I want the email shared with everyone?” Back-to-School Night o Provide ideas within the framework of the principal’s guidelines: Agenda, schedule, volunteer sign-up sheet, curriculum information, homework policy, tests, planners, textbooks, etc. o Explain that it is important to “Stick to the facts”; never make broad or subjective statements such as “This class is not very motivated.” o Not an event for conferencing with parents on individual students Professional Relationships-Teams, Paraprofessionals, Administrators, TRT’s, etc. (see “C” in Mentor Competencies) Enrollment Report—September 30 Technology o Checking GroupWise regularly? Do they know how to check it from home? https://webaccess.loudoun.gov/ o Make folders in GroupWise to organize important messages o My Learning Plan- http://www.mylearningplan.com/ o Intranet-how to find Curriculum and Pacing Guides, Content Newsletters, field trip forms, etc. o Have a safe place to keep passwords. o Safari Montage has great videos! http://10.120.2.32/SAFARI/montage/login.php?fromlogoutlink=true Receipts-hold onto them for tax purposes LOOKING AHEAD

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Because the first grading period ends October 29, make sure enough grades are recorded in the month of October. Provide ideas for P-T conferences. Review information regarding interims. October is Disabilities Awareness Month. October 11 Holiday (Columbus Day)

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OCTOBER

Research shows that at least 25% of us are “introverted thinkers”; we like to have time to think before we discuss. If your protégé falls into this category, send him/her your agenda the week before meeting.

The first 4 topics are top priority for EACH month: … Check on pacing, planning and grading. o Protégés are to bring plan book and grade book to the meeting so that you can review the Principal’s and County’s requirements. Make sure that pacing is on-target for this month. o Review 9-week plans that have been developed by the grade level. o Review curriculum guide to prepare for the month ahead. … Collaborate--Share ideas, instructional strategies, and units for the following month. … Discuss/Problem Solve Specific issues (items that are specific to each protégé) … Discuss Classroom Management o Procedures and routines--Make sure that they are established and are working successfully. If not, brainstorm ideas and options. Areas of focus: homework, record keeping, students without proper supplies, infractions of classroom rules … Student data-look at it together so your protégés know how to analyze and use in planning instruction … IEP Progress Report … Report Cards o Determining Grades o Using Grade Quick or File-Maker … Special Education Referrals o Process-Remind teachers that referral documents are read aloud at Eligibility meetings o Interventions before referring o Explain special ed. counseling process … Differentiation-how to plan and carry out differentiated instruction across the levels: Basic, General, A.P., AND also within each class … Enrollment Report … Observations o Formal-How to prepare, what the principal will expect and look for o Informal observations with mentor-take turns observing one another … Communication o Web Page-Provide assistance if necessary o Newsletters-Share examples o Parents-Ask about parent contacts … Parent Conferences-Be prepared! Discuss possible scenarios

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… Classroom management o Discuss behavior issue o Understand terminology: I.S.R., Suspension, Expulsion o How to complete Misconduct forms o Manifestations … Opt-out form-Explain the procedure for experienced teachers who wish to opt out of the Mentor Program. … Celebrate Success! … _________________________________________________

LOOKING AHEAD • • • • •

Help your protégés plan for American Education Week, Nov. 15-19. Help them prepare for extended vacations that are sometimes taken by students in November and December….What are their responsibilities for make-up work, preparing assignments ahead of time? November 1-2 Student Holiday (Planning/Records/Conference Days) November 22-23 Employee FURLOUGH Days – NO PAY! Thanksgiving Break is November 24, 25, 26!

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The stress of report cards, parent conferences and formal observations begins to take its toll on new teachers. Provide insight on how to teach and still “have a life”. Share your techniques to reduce stress.

NOVEMBER The first 4 topics are top priority for EACH month:

… Check on pacing, planning, and grading. o Protégés are to bring plan books to the meeting. Make sure that pacing is on-target. o Use curriculum guide to prepare for the month ahead … Collaborate--Share ideas, instructional strategies, and units for the following month. … Discuss/Problem Solve Specific issues (items to be addressed that are specific to each protégé) … Discuss Classroom Management … Parent Conferences-Be prepared! Reflect on experiences in conferences that were held last month … Use of Flex/Resource period for remediation … American Education Week, November 15-19. … My Learning Plan-They may not have used it since the beginning of the year and should occasionally check to see if there are workshops and classes that would be helpful in their Professional Development. … Recertification points o 180 points needed in a cycle-how to get them, how to keep track of them o Those on a Provisional license need to stay closely in touch with your school’s Licensure Specialist o Make sure protégés know the name of your school’s Licensure Specialist … Future Quest-H.S. Seniors

LOOKING AHEAD!

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December is often the month when new teachers hit a “low”. Watch for signs of burn-out. Perhaps you can have your next meeting at a restaurant or plan a joint meeting with another mentor and his/her protégés! Enrollment Report is due December 1. December 23-January 2--Winter Break (Classes resume Mon. Jan. 3, 2011)

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Give your protégé a Winter Card of encouragement…Winter Break will provide time to relax and replenish the spirit!

DECEMBER

… Check on pacing, planning, and grading. o Protégés are to bring plan books to the meeting. Make sure that pacing is on-target. o Use curriculum guide to prepare for the month ahead … Collaborate--Share ideas, instructional strategies, and units for the following month. … Discuss/Problem Solve Specific issues (items to be addressed that are specific to each protégé) … Discuss Classroom Management … … … …

SOL Remediation Homework Dealing with stress Holidays o Awareness of various religious holidays and customs which may affect students o Understanding of your school’s policies for holiday displays … My Learning Plan o Interested in enrolling in a class or workshop for second semester? Make sure protégés know how to log on to My Learning Plan: http://www.mylearningplan.com/ … Probation o Even though your Principal cannot officially tell you that your protégé is going on the “December list”, you can probably read your protégé well enough to know that there is a problem. This is the time to schedule visits to each other’s classrooms if you haven’t already. Remember, you each get a day of Professional leave for this activity.

LOOKING AHEAD • • • • … • •

December 23-January 2--Winter Break Classes Resume January 3 Make sure your protégés do not return from Winter Break to piles of paper. Take some time to help them file what is important and toss what is not. Keep looking at IEP due dates. January 17 Holiday (Martin Luther King Jr. Day) The second quarter ends January 21, 2011. January 24 Moveable Student Holiday (Planning/Records/Conference Day)

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Welcome Back! Reconnect with your protégé to help him/her begin the New Year with a renewed spirit! Take a few minutes to just chat about Winter Break.

JANUARY

The first 4 topics are top priority for EACH month: … Check on pacing, planning, and grading. o Protégés are to bring plan books to the meeting. Make sure that pacing is on-target. o Use curriculum guide to prepare for the month ahead … Collaborate--Share ideas, instructional strategies, and units for the following month. … Discuss/Problem Solve Specific issues (items to be addressed that are specific to each protégé) … Discuss Classroom Management … Semester Deadlines … Prepare for semester exams (Secondary) o Testing accommodations … SOL Remediation … Report Cards-review grading and report procedures … New Rosters and Schedules (for those who have a change for second semester) o Send copy of IEP to students’ second semester teachers and have them sign verification form … Understand exam exemption … View Martin Luther King videos on Safari Montage http://10.120.2.32/SAFARI/montage/login.php?fromlogoutlink=true … Identify seniors who may not pass class and be in danger of not graduating. Contact parents, students and guidance. … Planning/Records/Conference days—suggestions for effective use of this time … Replenishing supplies … Celebrate success!

LOOKING AHEAD • • •

Black History Month. Valentine’s Day February 21 Holiday--Presidents’ Day

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This is the perfect month to send an E-Card to your protégé!

FEBRUARY

The first 4 topics are top priority for EACH month: … Check on pacing, planning, and grading. o Protégés are to bring plan books to the meeting. Make sure that pacing is on-target. o Use curriculum guide to prepare for the month ahead … Collaborate--Share ideas, instructional strategies, and units for the following month. … Discuss/Problem Solve Specific issues (items to be addressed that are specific to each protégé) … Discuss Classroom Management … My Learning Plan-make sure they know how to log on and keep track of recertification points in “My Profile”: http://www.mylearningplan.com/ … Black History Month … SOL’s o Preparing students o Finding information on Department of Education web site http://www.pen.k12.va.us/ … Course Recommendations/Scheduling for next year—M.S. & H.S. … Revisit Sub Folder-Adjust if necessary … Celebrate success!

LOOKING AHEAD •

Read Across America--March 2. For activities, costumes, books and games go to http://www.apples4theteacher.com/holidays/dr-seuss-birthday/index.html

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5th grade will be taking English/Writing SOL’s next month.

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Make sure your protégés know about the I.M.C. Plan to visit the Instructional Media Center together! It is on the 5th floor of the Administration Building and has lots of materials to make teaching easier and more fun!

MARCH

The first 4 topics are top priority for EACH month: … Check on pacing, planning, and grading. o Protégés are to bring plan books to the meeting. Make sure that pacing is on-target. o Use curriculum guide to prepare for the month ahead … Collaborate--Share ideas, instructional strategies, and units for the following month. … Discuss/Problem Solve Specific issues (items to be addressed that are specific to each protégé) … Discuss Classroom Management … Revisit IEP’s to make sure accommodations are being met … Transfer--refer protégés to the LCPS web site for an explanation of the process … Observations-Make sure protégés are prepared for a formal observation by your principal … Continue to be aware of Standardized Testing Schedule and students’ accommodations … Review Technology o Checking GroupWise regularly? Do they know how to check it from home? https://webaccess.loudoun.gov o Email etiquette and confidentiality o My Learning Plan: http://www.mylearningplan.com/ o Intranet-how to access forms, curriculum guides, scope and sequence o CMS-web page information … NOVA Open House … Read Across America is March 2 o For activities, costumes, books and games go to http://www.apples4theteacher.com/holidays/dr-seuss-birthday/index.html

LOOKING AHEAD

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The 3rd grading period ends April 1, 2011! April 4 Student Holiday (Planning/Records/Conference Day) April 18 -22 Holiday--Spring Break

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Spring Break - A new teacher will need your advice on how to handle Spring Fever!

APRIL

The first 4 topics are top priority for EACH month: … Check on pacing, planning, and grading. o Protégés are to bring plan books to the meeting. Make sure that pacing is on-target. o Use curriculum guide to prepare for the month ahead … Collaborate--Share ideas, instructional strategies, and units for the following month. … Discuss/Problem Solve Specific issues (items to be addressed that are specific to each protégé) … Discuss Classroom Management … SOL testing schedule … Extended School Year paperwork is due April 30! o Determine which students meet the criteria o Notify parents of ESY conferences … Maintain expectations in behavior and quality of work … Earth Day is April 22 http://www.apples4theteacher.com/holidays/earth-day/index.html http://www.lessonplanspage.com/EarthDay.htm … Supply order for next year if applicable … Celebrate success!

LOOKING AHEAD • •

SOL tests are next month. May 30 Holiday--Memorial Day

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Discuss the “Teachable Moment”… when a teacher alters his/her plans to seize upon unique opportunities with students.

MAY

The first 4 topics are top priority for EACH month: … Check on pacing, planning, and grading. o Protégés are to bring plan books to the meeting. Make sure that pacing is on-target. o Use curriculum guide to prepare for the month ahead … Collaborate--Share ideas, instructional strategies, and units for the following month. … Discuss/Problem Solve Specific issues (items to be addressed that are specific to each protégé) … Discuss Classroom Management … Deadlines for 4th Quarter … Prepare for semester exams (Secondary) … Close-down procedures … Teaching suggestions for Post-SOL days! … Memorial Day is May 30. Use a video from one of the following sites. o http://10.120.2.32/SAFARI/montage/login.php?fromlogoutlink=true o www.history.com … Celebrate success! … Questions and Concerns

LOOKING AHEAD • • •

June 16 Last Day of School for Students/End of Fourth Grading Period! June 17 & June 20 Planning/Records/Conference Day June 20 Last Day for Teachers

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JUNE

We all need time to relax, refresh and rejuvenate! Talk about plans for the summer.

… REFLECTION! REFLECTION!! REFLECTION!!! o What was the best part of the school year? o What was the most difficult part of the year? o What will be done differently next year? (Take notes so your protégé will remember his/her ideas!) o What can be done over the summer months? o What Professional Development should be planned for the future? … Grades … Collaboration- Share ideas, units and projects for the following year. … Specific issues (items to be addressed that are specific to your protégé) … End-of-Year Checklists … Issues specific to content (Example: Writing folders for English teachers) … Transitioning of students … Packing up the room … Graduation attendance … Celebrate the successes of the year! … _________________________________________________

LOOKING AHEAD

• Help your protégés set goals for next year.

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