District Data Teams: The Next Step to Professional Learning Communities June 28, 10:15 – 11:30am, Room: Delaware B Is your school district already getting results with a professional learning community or data team framework? Are you ready to move to the next level of school improvement? A District Data Team model can get you there. No matter how large or small, it is essential that every school district has a structure in place to monitor the data and implementation of instructional initiatives. Learn how to develop a model that gets to the heart of the school improvement process through a customized structure that engages the key stakeholders of your educational community in strategic discussions about student data and academic achievement. Main Presenter: Linda Romano, Hilliard City Schools Co-Presenter(s): Steve Estepp, Hilliard City Schools

1. Reaching the Next Level of Accountability:
Implementing District Data Teams
Presenters:
Linda Romano, Director of Professional Development
Steve Estepp, Executive Director of K-12 Curriculum & Instruction

2. Instructional Data Teams
Data
Team School Data Teams
Network
District Data Teams

3. Why the Data Team Network?
It provides a structured process for sharing and managing the work.
It ensures articulation and alignment at every level of the school district.
It serves as the vehicle for monitoring student results, teaching
strategies, and providing leadership support.

4. Data teams are small,
grade-level, department,
What are Data course-alike, or organizational
Teams? teams that examine student
work generated from a
common assessment. Data
team meetings are
collaborative, structured,
scheduled meetings that focus
on the effectiveness of teaching
and learning.

5. What do Data
Teams do?

6. Collect & Chart Data
#1
Analyze Data to
Prioritize Needs
#2
Establish SMART Goals
#3
Select Specific Strategies
#4
Determine Results Indicators
#5
Monitor and Evaluate
#6 Results

7. Collect & Chart Data
#1
Analyze Data to - Examine student data to identify trends,
Prioritize Needs strengths, and/or areas of concern
#2 - Chart the performance of students
from one year to the next over time
Establish SMART Goals
- Chart the percentage of
students who demonstrate
#3 understanding of the concepts
Select Specific Strategies -Identify gaps among
subgroups
#4
Determine Results Indicators
#5
Monitor and Evaluate
#6 Results

8. Collect & Chart Data Analyze Data to
Prioritize Needs
#1 #2
- Identify areas to celebrate and the adult actions
that contributed to the performance
- Identify areas that have greatest
potential for growth
Establish SMART Goals -Use the data to focus on
curriculum, instruction, or
#3 assessment realities that
may be contributing to
Select Specific Strategies data results
-Determine
#4 which school
practices have
Determine Results Indicators an influence
on data
#5 results
Monitor and Evaluate
#6 Results

9. Collect & Chart Data Establish SMART Goals
#1 #3
Analyze Data to - Specific student group and/or specific content
Prioritize Needs skills and application
#2 - Measurement tool
- Current reality and desired
outcomes
- Review and revision of
these goals as needed
Select Specific Strategies
#4
Determine Results Indicators
#5
Monitor and Evaluate
#6 Results

10. Collect & Chart Data Select Specific Strategies
#1 #4
Analyze Data to - Brainstorm strategies that could be
Prioritize Needs implemented to achieve goal
#2 - Strategies may include classroom
assessments, prioritizing curriculum
Establish SMART Goals
resources, staff development, and
program changes
#3 - Identify previous or current
strategies that have been most
successful
-Identify practices
and activities that
should be
Determine Results Indicators discontinued
#5
Monitor and Evaluate
#6 Results

11. Collect & Chart Data Determine Results Indicators
#1 #5
Analyze Data to - Implement the strategies identified in step #4
Prioritize Needs
#2 - Specify the effective learning that
will take place
Establish SMART Goals - Determine whether the
strategies being implemented
#3 are having the desired effect
Select Specific Strategies - Decide if students are
meeting the goals
#4 established in step #3
Monitor and Evaluate
#6 Results

12. Collect & Chart Data Monitor and Evaluate
#1 #6 Results
Analyze Data to - Determine how you will monitor implementation
Prioritize Needs of the strategies
#2 - Create your monitoring plan
-Consider one of the following in
Establish SMART Goals
your plan: (1) impact on student
behavior; (2) impact on adult
#3 behavior; (3) ability to make
midcourse corrections; (4)
Select Specific Strategies monitoring cycles
#4 - Evaluate the
results
Determine Results Indicators
#5

13. Instructional Data Teams
Data
Team • Look at all students in
grade level or common
Network course
• Set the directional course
for grade level or common
course
• Led by teachers; members
are teachers

14. School Data Teams
Data
Team • Look at entire school – all
Network students in that school
• Set the directional course
for the school
• Led by principals; members
are from school SIP team

15. District Data Teams
Data
Team • Look at entire system – all
students and all schools
Network • Set the directional course
for the entire district
• Led by district directors;
members are principals and
other CO administrators

16. Sample Activities
District Data Teams • Monitor and adjust the
implementation of the
district’s continuous
improvement plan
• Monitor, analyze, and
share each building’s
progress towards reaching
district goals
• Share and disseminate
best practices throughout the
district

17. Sample Activities
School Data Teams • Develop a school
improvement plan that
focuses on student
achievement and is aligned
to the district plan
• Collects and analyzes
student data to monitor the
school’s plan
• Sets expectations for and
monitors work of
instructional data teams

18. Sample Activities
Instructional Data Teams • Share instructional
practices, successes, and
challenges
• Identify and discuss adult
actions that contribute to
improved student
achievement
• Construct learning activities
connected to standards,
goals, and student data

19. Three-Year Plan
• All principals and school teams were
YEAR #1 trained in the data team process
Beginning to Believe
• Instructional and School Data teams
were established in every school
• Conversations centered around
assessment data
• Data team members began to use
assessment data to collaboratively plan
instruction
• Data team members identified and
practiced the use of high-yield
instructional strategies
•Data teams explored the six-step model

20. Three-Year Plan • Data teams followed the six-step
model
YEAR #2
Refining Our • Data teams set up a system of
accountability to model and monitor the
Implementation and six-step process
Expanding Our Vision
• Data team members collaborated and
developed strategies and interventions
for struggling learners
• Data teams gathered evidence of what
is working and what is not working and
responded as needed
• Principals monitored the effectiveness
of data team work and provided
feedback on results
•Data teams began to consider 21st
century instructional design

21. Three-Year Plan • Data teams raised expectations,
narrowed the focus, and refined
instructional strategies to meet the needs
YEAR #3 of all learners
Embracing the Journey
• Data teams implemented the RTI
framework
• Data team members supported
students in monitoring their own progress
• Data teams began to develop scoring
rubrics to support collaborative grading
• Data team members engaged in
differentiated coaching and modeling to
enhance their professional growth
•Data teams sustained the effort and
embedded the six-step model in the
culture

22. Three-Year Plan
YEAR #3
Embracing the Journey • Data team members sought
opportunities to share what they had
learned, learn from other teams, and
celebrate successes
• Data teams focused on 21st century
instructional design
• District administrators participated in
monthly district data team meetings to
monitor progress and share evidence of
continuous improvement plan
implementation

23. The District Data Team Model

24. Sample District Data Team Model:
The monthly administrative team meeting and monthly principals’ curriculum meetings will
be consolidated into one monthly meeting.
This meeting will be held on the second Thursday of each month beginning at 8 a.m. and
concluding at 11 a.m.
The structure of each meeting will be as follows:
1st Hour: Operational meeting
2nd Hour: District data teams
3rd Hour: Elem./Sec. curriculum meeting
All administrators will participate in the 1st and 2nd hour; only building administrators will
be required to participate in the 3rd hour.
There will be an expectation that administrators actively participate and come to meetings
with requested data/information/artifacts.
Assistant principals will be required to attend the monthly meetings. One assistant principal
at the high school level will remain at the building on a rotating basis.

25. Sample District Data Team Structure:
Cabinet / District Directors
District Data Teams
Pre-K-5 Teams (divided into 3 groups)
Middle School Team
High School Team
Other administrators will select a team in which to
participate based on monthly agenda topic(s).
Data Team Leaders & Principals
Building Data Teams

26. Sample District Data Team Structure:
Cabinet / District Directors Key Tasks
Develop the detailed monthly
agenda for the district data teams’
District Data Teams work sessions to include
information/data principals need to
Pre-K-5 Teams (divided into 3 groups) bring and activities to be completed.
Middle School Team
High School Team
Lead district data team work
sessions (each director will be
Other administrators will select a team in which to assigned a data team to lead).
participate based on monthly agenda topic(s).
Collect and share data/information
from district data team work sessions
Data Team Leaders & Principals at Cabinet/CO Director meetings.
Plan next steps (i.e. additional
support, professional development) at
the district level to ensure consistent
Building Data Teams implementation of district initiatives in
all buildings/departments.

27. Sample District Data Team Structure:
Key Tasks
Cabinet / District Directors Collect and analyze
data/information/artifacts/supporting
evidence related to the
implementation of district initiatives.
District Data Teams
Example Topics:
Pre-K-5 Teams (divided into 3 groups) Math Instruction
Middle School Team PBL
High School Team
Grading Practices
Other administrators will select a team in which to Middle School
participate based on monthly agenda topic(s). Alignment
Social Studies Needs
Assessment
Data Team Leaders & Principals
Student Housing
Student Fees
Literacy intervention
Identify needs, concerns, issues
Building Data Teams
related to implementation at the
building level.
Collaborate and plan next steps to
ensure the most effective
implementation of key initiatives.
Determine additional
data/information to collect for
continued discussions.

28. Sample District Data Team Structure:
Cabinet / District Directors
Key Tasks
District Data Teams
Ensure implementation of Action
Steps in the Continuous
Pre-K-5 Teams (divided into 3 groups) Improvement Plan at the classroom
Middle School Team level.
High School Team
Example Action Steps:
Other administrators will select a team in which to CFAs / Assessment
participate based on monthly agenda topic(s). Results
21st Century Skills
Data Team Leaders & Principals RTI Framework
Instructional Design
Differentiation
Identify building needs, concerns,
Building Data Teams
issues related to the implementation
of CIP Action Steps.
Collect building/classroom level
data related to Action Step
implementation.
Discuss and plan instructional
practices and intervention strategies
using the collected data.

29. What Tools do you Need to Implement the Data Team Network?
TRAINING
PROTOCOLS
FRAMEWORK

30. What Tools do you Need to Implement the Data Team Network?
TRAINING
• Develop an understanding of the data team model
• Learn the six-step data team process and what it looks like in action
• Build a conceptual understanding of how data teams operate and function in a
classroom, school, and district
• Identify the roles and responsibilities of data team leaders and members
• Research high-yield instructional strategies most effective in enhancing student
achievement
• Learn about and create effective formative and summative assessments

31. What Tools do you Need to Implement the Data Team Network?
PROTOCOLS
• Define high quality instruction in the school and district
• Develop a process for classroom walkthroughs and instructional rounds
• Establish expectations for data teams
• Establish meeting formats & team structures
• Develop a communication procedure to share work with other data teams,
building leadership, and district leadership

32. What Tools do you Need to Implement the Data Team Network?
FRAMEWORK
• Develop templates and forms for data team leaders and members
• Data Team Action Plans
• Agenda worksheets
• Meeting Notes & Minutes
• Data Team Member Self Assessment

33. Reaching the Next Level of Accountability:
Implementing District Data Teams
Presenters:
Linda Romano, Director of Professional Development
Steve Estepp, Executive Director of K-12 Curriculum & Instruction
Contact:
linda_romano@hboe.org
steve_estepp@hboe.org