KENTUCKY TEACHER INTERNSHIP PROGRAM (KTIP)

1. KENTUCKY TEACHER INTERNSHIP PROGRAM (KTIP) INTERN MANAGEMENT SYSTEM (IMS) KTIP Committee Electronic Responsibilities Record of Teacher Internship Year (RTIY) Resource Teacher Time Sheet (RTT) In-Class and Out-of-Class Hours KTIP Appeals

2. Acronyms EPSB – Education Professional Standards Board PLA – (Division of) Professional Learning and Assessment KTIP – Kentucky Teacher Internship Program IMS – Intern Management System COE – Confirmation of Employment RTT – Resource Teacher Time Sheet RTIY – Record of Teacher Internship Year IPR – Intern Performance Record PGP – Professional Growth Plan SOE – Statement of Eligibility

3. KTIP Coordinator Responsibilities for Electronic Reporting: • Submit Confirmation of Employment (COE) to the EPSB • Sign the Record of Teacher Internship Year (RTIY) and submit to the EPSB • Review and submit the Resource Teacher Time Sheet (RTT) to the EPSB

4. Principal Responsibilities for Electronic Reporting: • Enter information into the Record of Teacher Internship Year (RTIY) • Sign all Cycle Reports on the RTIY • Submit RTIY to the KTIP Coordinator or EPSB • Review, sign, and submit Resource Teacher Time Sheet (RTT) to the KTIP Coordinator or EPSB

5. Resource Teacher Responsibilities for Electronic Reporting: • Enter in-class and out-of-class activities on the RTT • Sign the RTT • Sign all Cycle Reports on the RTIY

6. Teacher Educator Responsibilities for Electronic Reporting: • Sign all Cycle Reports on the RTIY

7. Intern Responsibilities for Electronic Reporting: • Review and sign RTT • Sign all Cycle Reports on the RTIY

8. KTIP University Coordinators Responsibilities for Electronic Reporting: • Assign the Teacher Educator

9. Order of Signing for Electronic Reporting: • Resource Teacher Time Sheet (RTT)  Resource Teacher  Intern  Principal • Record of Teacher Internship Year (RTIY)  Principal  Resource Teacher; Intern; Teacher Educator  KTIP Coordinator

10. LOGGING INTO THE INTERN MANAGEMENT SYSTEM (IMS)

11. Login to EPSB Website at www.kyepsb.net If you know your username and password type your username and password in the Login Box. If you need a login click on “Need a login? Click here” If you have forgotten your password, click on “Forgot your password? Click here”

12. Click on Intern Management System (IMS) to process Internship forms and reports.

13. From this screen you will be able to: Search Internships by Specific Intern by List of All Interns by List of All Interns for specific year or semester Approve submitted resource teacher time sheets Sign off on submitted RTIYs Create COEs

14. PROCESS FOR ENTERING THE RECORD OF TEACHER INTERNSHIP YEAR (RTIY) The RTIY will be available electronically on September 27, 2005 at noon.

15. Principal is responsible for entering data into the RTIY. Click on “Create” beside the appropriate report. NOTE: Principal will not be able to create the next Cycle Report until all signatures have been obtained on the previous report.

16. Verify Intern’s Information (you will be required to do this for each Cycle Report). Click Verify and Exit to continue at a later time or Verify and Go On to continue to next step.

17. Once the Principal clicks Verify and Go On he/she will need to: enter committee meeting date; check each activity that has been discussed with the intern at this meeting. Click Save and Continue

18. To view and print the Cycle Report, click on PDF.

20. If you are not ready to electronically sign, click “Exit and Sign Later”. Each Committee member will need to electronically sign by: Typing in his/her password  Typing in his/her Full Name  Selecting “Click Here to Agree and Digitally Sign” If signatures are done consecutively (during committee meeting) then each Committee member will not be required to login, the system will automatically generate the next signoff box.

21. If signatures where done consecutively (during committee meeting), then you will receive this message stating “All Necessary Signatures have been Acquired”. Click on “Return to IMS Home”.

22. For each Committee member to see the status, he/she must login to IMS.

23. Cycle I, II, and III: Verify Intern’s Information (you will be required to do this for each Cycle Report). Click Verify and Exit to continue at a later time or Verify and Go On to continue to next step.

24. The Principal will type in the Observation dates for all Committee Members and the Committee Meeting date (this will be done for each Cycle Report). Click Save and Continue.

25. The Principal, for each Cycle Report, will: •  type in the scores for all Committee members; • type in strengths and priority areas for growth. Click on Save and Continue.

26. The Principal, for each Cycle Report, will check each activity that has been discussed with or without the intern at this meeting. Click Save and Continue

27. If you are not ready to electronically sign, click “Exit and Sign Later”. Each Committee member will need to electronically sign by: Typing in his/her password  Typing in his/her Full Name  Selecting “Click Here to Agree and Digitally Sign” If signatures are done consecutively (during committee meeting) then each Committee member will not be required to login, the system will automatically generate the next signoff box.

28. If signatures where done consecutively (during committee meeting), then you will receive this message stating “All Necessary Signatures have been Acquired”. Click on “Return to IMS Home”.

29. On the Cycle III Report, two of the three Committee members must give a holistic score of 3 on each Standard for this to be a successful internship.

30. Verify/update the Intern’s address on this screen. Type in the number of instructional days completed. Click Save and Continue.

31. If you are not ready to electronically sign, click “Exit and Sign Later”. Each Committee member will need to electronically sign by: Typing in his/her password  Typing in his/her Full Name  Selecting “Click Here to Agree and Digitally Sign” If signatures are done consecutively (during committee meeting) then each Committee member will not be required to login, the system will automatically generate the next signoff box.

32. Once all Cycle Reports have been completed and the internship was deemed unsuccessful, the Committee has two options. Click either: 1. Complete this report as a final report with an unsuccessful status; or 2. Permit the intern to complete an additional cycle (Cycle IV) and determine the status of the internship using the scores of this cycle. Once an option has been chosen, click Save and Continue.

33. If “Complete this report as a final report with an unsuccessful status” was chosen, the principal will: verify/update the Intern’s address on this screen; type in the number of instructional days completed. Click Save and Continue.

34. If you are not ready to electronically sign, click “Exit and Sign Later”. Each Committee member will need to electronically sign by: Typing in his/her password  Typing in his/her Full Name  Selecting “Click Here to Agree and Digitally Sign” If signatures are done consecutively (during committee meeting) then each Committee member will not be required to login, the system will automatically generate the next signoff box.

35. If “Permit the intern to complete an additional cycle and determine the status of the internship using the scores of this cycle” was chosen, the principal will need to login and create Cycle IV report.

36. Cycle IV The Principal will need to complete the same steps for creating a Cycle IV Report that he/she did for the previous Cycle Reports: • Verify Intern’s Information • Enter Committee Meeting and Observation Dates • Enter scores for all Committee Members • Type in strengths and priority areas of growth • Check each activity discussed with intern at Committee Meeting • Verify/Update Intern’s address and make changes if needed • Type in number of instructional days completed All Committee Members will need to sign off on this report following the same steps for the previous Cycles.

37. Once the Principal has completed and the Committee members have signed off on all Cycle Reports, the KTIP Coordinator will be required to review, sign and submit the RTIY to the EPSB. When EPSB approves, status will say “Approved by EPSB”.

38. PROCESS FOR ENTERING RESOURCE TEACHER TIME SHEETS (RTT)

39. Resource Teacher is responsible for entering data into the time sheet. Click on “Click Here to Create Time Sheet”

40. Verify Intern’s Information. Select Time Sheet Period from drop down list (Fall for Fall Semester; Spring for Spring Semester, or Full Year to receive one check at the end of the internship year for Full Year Intern’s only) Click Verify and Exit to continue at a later time or Verify and Go On to next step

41. Enter date of activity Select number of hours by using the drop down list Select Location (In-Class or Out-of-Class) from drop down list Select appropriate Standard(s) Type in description of activity - specifically describe what you did and how it relates to student learning & teacher professional growth Click Add Activity

42. Sample of Out-of-Class Activity previously selected. To edit activity, make edits where needed To delete activity, click “Delete” Click “Save and Continue” to next step

43. To view and print time sheet, click on PDF

46. If you are not ready to electronically sign, click “Exit and sign at another time”. Resource Teacher, Intern, and Principal will need to login and sign off by: • Typing in his/her password • Typing in his/her Full Name • Selecting “Click Here to Agree and Digitally Sign”

47. For each Committee member to see the status, he/she must login to IMS.

48. Mentoring ActivitiesIn-Class ActivitiesApprovable Out-of-Class ActivitiesUnapprovableOut-of-Class Activities All descriptions of approvable activities must reflect specifically what the RT did with the intern and how these activities relate to student learning & the intern’s professional growth.

49. In-ClassMentoring Activities Are Defined as: • In-Class Observations • RT observes Intern • Intern observes RT • Collaborative Planning within school hours to provide prompt feedback on observations & discuss implications for the PGP

50. Approvable Out-of-Class Mentoring Activities Examples • Discuss expectations of internship year & review KTIP materials. • Review with intern the 9 New Teacher Standards. • Review with intern the intern’s PGP & share strategies for addressing areas for growth. • Work with intern to develop lesson plans.