Using the Updated iplan Portal to Support Collaborative Planning)

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Using the

Updated iPlan

Portal to

Support

Collaborative

Planning

)

Office of State/Federal Education Policy and

DRAFT

May 13, 2016

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Table of Contents

• Timeline………..……….Slide 3 • iPlan: A Comprehensive Educational Planning Tool...Slide 4 • Features of the iPlan Portal………Slides 5-6 • 2016-17 S/CEPs in iPlan……..……….………...….….….Slide 7 • Accessing the iPlan Portal….……….……….Slide 8 • iPlan Portal Welcome Page………...Slide 9 • School Home Page..………...Slide 10 • Help Feature………..……….………..………Slide 11 • User Provisioning and Attestation (Principal Only)………...……….Slide 12-14 • Online Document Editor……….……….………Slides 15-21 • Reviewing Changes……….……….………Slides 22-24 • Exiting the Online Document Editor……….……….Slide 25

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2016-17 School/Comprehensive Educational Plan (S/CEP) Development Timeline

Actions

Timeframe

The 2016-17 S/CEP planning cycle launches with the Spring 2016 Comprehensive

Educational Planning Conference.

April 16, 2016

Schools access their 2016-17 S/CEPs in the iPlan Portal.

April 18, 2016

Schools develop their S/CEPs using iPlan and align with their proposed

school-based budgets.

April 18-June 30, 2016

Schools update draft 2016-17 S/CEPs for review and feedback in iPlan.

By June 30, 2016

Principals complete their online attestation in iPlan stating that their

school-based budget aligns with their annual goals.

By June 30, 2016

iPlan closes for coordinated review of draft 2016-17 S/CEPs by central offices,

superintendents and their teams, and the New York State Education

Department.

July

1-August 31, 2016

Schools access coordinated feedback on their draft S/CEPs in iPlan.

September 1, 2016

Superintendents certify for each of their schools that the S/CEP is aligned with

the school-based budget for the 2016-17 school year.

By September 30, 2016

Schools revise and finalize S/CEPs based on current data and feedback.

By October 30, 2016

Superintendents approve for each of their schools that the S/CEP is ready for

posting to DOE school websites.

By November 21, 2016

Approved 2016-17 S/CEPs are posted on school websites.

By November 30, 2016

Schools monitor progress towards meeting their annual goals and update action

plans as needed.

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iPlan: A Comprehensive Educational Planning

Tool for New York City Schools

•

iPlan is a full service platform for educational planning, where school

communities come together to collaborate and provide feedback on

strategies to build equity and excellence that strengthens schools and

communities.

•

On the Welcome Page there is a drop down where the public can access

school educational plans, iPlan news and resources.

•

The iPlan portal is divided into two sections:

o

School Site: Members use the document editor to review the

school’s plan, make updates to the plan and/or write feedback.

o

Reviewer Site: Reviewers use the document editor to review the

plan and write feedback.

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•

The Online Document Editor allows for real-time updates to the plan.

•

Comment boxes are located alongside every section. Multiple users can read

each other’s feedback.

•

The name and role of the person leaving comments is noted at the top of the

comment box (e.g., Superintendent, Principal, SLT member, Teacher, etc.)

•

The tips feature provides additional guidance on plan development in select

sections.

•

The online plan can be downloaded, saved and printed in Microsoft Word or

PDF format.

•

Reviewer comments can be downloaded from the PRINT menu and saved as a

PDF file for printing.

•

Spell check and other features make it easy to update the plan.

•

On the School Home Page, users can click on “Help” to access resource links.

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New Features in iPlan

The iPlan platform continues to evolve to better facilitate comprehensive

educational planning:

•

All plans, including ELL plans, are now updated online (There is no function

for uploading or submitting documents).

•

The Welcome Page has been redesigned, making it easier to access

resources (e.g. SLT Guidance).

•

The expanded

Help

feature allows users to access Resources and Guidance

with additional training documents, technical support and quick links.

•

The iPlan portal transfers school responses from one school year to the next

school year for easy updating in the online document editor (no more blank

pages).

•

Clear Formatting Tool: Removes bold, italicized

,

or underlined fonts.

•

Review Changes Tool: Compares different versions of the plan.

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2016-17 S/CEPs in iPlan

•

2016-17 plans are customized based on new

city/state accountability requirements.

•

Most sections remained the same.

•

New Sections:

o

All Schools: Support for Students in

Temporary Housing (STH)

o

Renewal Schools: Renewal/Receivership

Benchmarks (For RSCEPs only)

School Information Page School Leadership Team Overview/Executive. Summary Needs Assessment, Goals and Action

Plans

Academic Intervention Services (AIS)

Support for Students in Temporary Housing (STH)

Title I Program Information

Parent Involvement Policy and

School-Parent Compact

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Accessing the iPlan Portal

Open the Google Chrome web browser and navigate to:

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iPlan Portal Welcome Page

Enter your full email address and password, then click Log-In

.

Forgot password? Click here.

Use this dropdown to view a specific school’s publicly posted plan. Guidance and resources, such as suggested SLT spring activities are available.

iPlan works best in Google Chrome. Click for

news and updates.

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School Home Page

ADMINISTRATION

(Principals Only)

For provisioning users to read and leave comments, and/or update the plan.

Click EDIT YOUR PLAN to enter the online document editor and make revisions to your plan.

Included on the Home Page are links to the following school documents: • 2016-17 S/CEP • Title III Plan • Language Allocation Policy • Language Translation & Interpretation Click CHANGE YEAR to view a prior year’s plan.

Click VIEW FEEDBACK to view a report summarizing all feedback.

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Help Feature

Click Help for technical support, resources and links.

Click here to access the Resources and Guidance page.

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User Provisioning (Principal Only)

All of the users provisioned to your school are listed here

Fill out the user’s information here, fields marked with an asterisk are required for their account to be created.

After the user’s information has been filled out, click here to send an invitation

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Principal’s Online Attestation Process

Process for Justifying Alignment of the School-Based Budget with the S/CEP

After the “Update for Review” button has been pressed in the online editor, principals will be able to comply with this A-655 regulation through a simplified online process.

1. Click “Attest Online” to go to the Online Attestation window.

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Principals Attest Online continued

2. Read an editable statement in the box, attesting that your school-based budget is aligned with the S/CEP or revise the statement to

customize your justification (as appropriate).

3. Enter your electronic signature attesting your justification for your school-based budget.

4. Click “Attest” and your superintendent will receive

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Accessing the Online Document Editor

Click EDIT YOUR PLAN to enter the online document editor and revise your plan.

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Using the Online Document Editor

Click on the comment bubble to write or view a comment.

The

Online Document Editor

is used to update your plan, read and write feedback and comments.

Schools will be able to view and incorporate feedback provided by reviewers over the summer.







To access planning tips click here. Text Editing Features Search Print/Download 1. “Save” 2. “Create New Version” 3. “Update for Review” (Principals only) Move the cursor to the blue field you wish to

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Edits Required Feature







The editor

ensures that all required fields are completed. If you try to “update for review” when required

entries are missing, you will see the following message.

A list of edits will appear on the right side of the screen.

Click on the link to bring you to the section with the missing information. All fields shaded in blue require

an entry. Enter “N/A” if not applicable.

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Navigating in

the Editor

•

The

Table of Contents

tab in the upper right corner of the page allows quick

movement through the plan.

•

A quick link to the

Table of Contents

is also located at the end of each section.

•

Click

CREATE NEW VERSION

to create a new version before making updates so that you can

always refer to a previous version of the plan.

•

Click

SAVE

to save updates so that only school users can see.

•

Click

UPDATE FOR REVIEW

so that the superintendent and other reviewers outside of the school

can see updates to the plan. Note: Only Principals can click “Update for Review”.

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Printing the Plan

Once the plan

downloads, you can open it in Microsoft Word and print it.

Click the printer icon to download the plan to a desktop or laptop in Microsoft Word or

as a PDF. The plan cannot be downloaded to a tablet.

Open the plan, click

FILE

then click

“Print”.

Click

EXIT

to leave iPlan.

Click the printer icon at the top of the page to download the plan. The Online Document Editor will build the Microsoft Word version for you to print.

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Multiple-User Document Editing

•

Multiple users can

edit different

sections of the plan

at the same time.

•

Multiple users

cannot edit the

same field at the

same time.

•

All school users can

see changes

instantly as they are

made.

When another user is

making updates, the field will turn gray and indicate the name of the user editing the section.

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Using the Comment Feature

Leaving

Comments:

School users may open a comment box and leave a comment for other members of the school-based team by clicking the LEAVE A NEW COMMENT button. Note: The comment box does not have text messaging features. User name and role is identified. Reply to a comment. Type a comment. Click LEAVE A NEW COMMENT. Click on comment bubble. Click CANCEL to delete your comment. Click SAVE to save a comment.

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New Features: Clear Formatting and

Review Changes

The Review Changes feature is a new tool in the online editor that allows users to go through the plan,

section by section

and compare two different versions.

Note a new button located at the end of each section. Click “Review Changes” to access the tool and compare an earlier version to the current Reminder: the

“Revert Table”

button will delete all information

from the table and restore its original blank rows and columns.

The “Clear

Formatting” button will remove bold, italicized, or underlined

formatting from the text, as well as extra spaces. Bullet points will not be removed.

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The Review Changes Tool

Section Title Click Previous or Next to go back or move to another section of the plan. ClickX to close the tool.

Use the dropdown to select the Earlier Date identified by User – Date, Time and Compare with the Newer Date.

Earlier Date

Newer Date

Comments left by reviewers are visible. These

comments are only from the 2016-2017 review.

ClickClose to close the tool.

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Comparing Versions

When two different versions of the document are selected from the dropdowns, changes between the two versions will be displayed.

Green highlight shows new text that has been added to the first document selected (left dropdown).

Red Highlight shows deleted text with a strikethrough.

Note: Formatting changes and font changes are not

accounted for in this comparison; only content changes are displayed.

Note: When printing out the Microsoft Word or PDF document, text highlighted in the Review Changes Tool will not be highlighted in the downloaded version.

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