Illinois Association of School Administrators 2008 New Superintendents Conference

1. Illinois Association of School Administrators2008 New Superintendents Conference Thomas Bertrand, PhD Superintendent, Rochester CUSD 3A tbertrand@rochester3a.net

2. The First 100 Days • Spend time planning and organizing--try different time management tools determine what works the best for you • As your responsibilities grow, so does the paperwork! • Schedule time each week to eliminate “desk stress” • Set goals with timelines for related activities—keep a binder/folder with sections for each goal • Prioritize! (Today-This Week-This Month—This Year) • Folder System

3. The First 100 Days (cont’d) • Make your “work rules” clear to your office staff (phone calls, visitors, etc.) • Schedule periodic meetings with key staff • Monthly meetings with office staff to preview next month’s key activities • Maintain a Daily/Weekly Schedule • Learn to Say “No” • Build Flexibility into your daily schedule (plan no more than 50% of your day) • Attach a deadline to every task! • Use Excel/Access to compile a monthly/yearly task list

4. Organizing Central Office Tasks and Activities • Log key activities, dates, individuals responsible • Review previous board agendas and minutes for a minimum of two years. • Note board activities that are not annual (elections, referenda, etc.) • Subcommittees of the board • Review of predecessor’s previous calendar/date book. • Review agenda and minutes of Administrators’ meetings for previous two years. • Review agenda and minutes of Curriculum Committees, Advisory Committees, etc. (Curriculum Council, Parent Advisory Groups) • Review of important budget activities from previous year—develop timeline • Review budget binders, monthly print-outs for previous years

5. Time Management and Organizational Tips for Superintendents • Review of previous year’s correspondence • Review of ISBE deadlines for previous year (reports, grants, etc.) • Review Collective Bargaining Agreements—note significant timelines, activities required (monthly meeting limitations, evaluation requirements, seniority list dates, etc.) • Review folders/binders/web sites of all professional organizations that you belong to • IASBO reminders, key dates/tasks

6. Common “Time Stealers” • Drop in Visitors • Telephone • Desk “Stress” • Meetings • Tasks you should delegate • Crisis management • Inability to say, “No”; Attempting too much • Ineffective or lack of delegation • Procrastination/Decision Avoidance • Unclear objectives and priorities • Incompetent or ineffective subordinates

7. IWAS System—Home Page • Main Menu • Log In Area • Sign Up Area

8. IWAS—Post Log-In Page • Messages • Action Required • News

9. IWAS System Listings • Claims • Grants • Surveys • Reports *Due Dates (upper right corner)

10. IWAS—Other Important Items • Use “View Sign-ups” to deactivate former employees • Use “Preferences” to delegate sign-up approval

11. Why have a Strategic Plan? When done correctly, the process and development of a Strategic Plan can: • Strengthen collegial relationships • Involve all members of the school community in the decision making process • Provide a means for accountability to all invested members

12. What does the Strategic Planning Process Tells Us? • Where the district is • Where the district needs to be • What it will take to attain our priorities Outcome Desired: • 3 Year Action Plan comprised of goals, activities, and strategies *Goals don’t change during the 3 years **Helps eliminate individual agendas

13. Strategic Planning • Planning Activities • Data Gathering • Data Organization/Presentation • Strategic Planning Session(s) • Post Planning Work

14. Revise Parent Survey February-March Planning Activities Schedule survey dates Revise staff survey, schedule survey date March Administer Parent Surveys Data Gathering March Gather student achievement data, Senior Exit Surveys, etc. April Data Organization Organize Data, Survey results April-May Strategic Planning Session (1 day) Staff, Community,Administration (set priorities) June Post Planning Work Board Adoption of Strategic Plan Goals July-August

15. Sources of Data for Strategic Planning • Discipline and Attendance Data • Enrollment Trend Data • Achievement Test Results • Student, Parent, Admin., Staff Surveys • Senior Exit Surveys • LifeTrack or similar Surveys • IIRC, Just4Kids, School Data for All

17. Other S.P. Items of Interest • Sample Agenda and Format • Summarize data and present in understandable form! • Take pictures to promote the event

20. Sample S.P. Goals, Strategies, Activities • GOAL 1: CONTINUE TO PLAN FOR GROWTH • Strategy A: Develop a long range plan for future school campus and facility needs. • Activity 1: Implement recommendations of the citizen’s Vision Committee to address future growth and facility needs of the district. • Activity 3: Develop staffing recommendations and a timeline to coincide with future growth in facilities and enrollment.

22. The Importance of Keeping Your Sense of HumorTop 10 Fun Things to do on an elevator • Meow occassionally. • Sell Girl Scout cookies. 8. Stand silent and motionless in the corner, facing the wall, without getting off. 7. Greet everyone getting on the elevator with a warm handshake and ask them to call you Admiral. 6. Stare, grinning, at another passenger for a while, and then announce: "I've got new socks on!" • When at least 8 people have boarded, moan from the back: "Oh, not now, damn motion sickness!" 4. Frown and mutter "gotta go, gotta go" then sigh and say "oops!" 3. Walk on with a cooler that says "human head" on the side. 2. Draw a little square on the floor with chalk and announce to the other passengers that this is your "personal space." 1. Announce in a demonic voice: "I must find a more suitable host body."