How to Prepare for
an Ohio TAV
HSTW/MMGW Sites
2008-2009
Why is my school having a TAV?
 Initial Site Technical Assistance Visits
(TAVs) are conducted in the first year of
HSTW/MMGW implementing sites to provide
baseline data.
 Continuing Site Technical Assistance
Visits are conducted every three to five
years after the Initial TAV to measure
progress in implementing the
HSTW/MMGW school improvement
design.
The HSTW/MMGW Vision
 All students in high schools and
middle schools within SREB states
will perform at the basic level and an
increasing percentage will be
proficient or advanced in reading,
mathematics and science as
measured by the HSTW Assessment
or Middle Grades Assessment.
The HSTW/MMGW Ohio Vision
 All students in Ohio HSTW/MMGW
high schools and middle schools
will perform at the proficient level
and an increasing percentage at the
advanced level as measured by the
Ohio Graduate Tests (OGT) or the
Ohio Achievement Tests (OAT).
Purpose of the TAV
Help school leaders and teachers to:
 Identify changes needed to achieve the
HSTW/MMGW goals, key conditions and
key practices.
 Fully implement the HSTW/MMGW
design.
 Reinforce efforts already in place to
further improve student achievement.
Responsibilities & Expectations?
 Become familiar with the
Technical Assistance Guide for
Ohio
– Designed for HSTW/MMGW
Sites, Team Members and
Team Leaders.
– The guide describes the
technical assistance visit in
detail.
At-A-Glance: Site, Coach, TAV Leader and
Team Member Responsibilities
TAV Guide
pg. 8
Contact your Team Leader…
The first thing you should
do is to call or e-mail your
team leader to discuss…
 Timelines
 Assistance needed in completing
the documentation for the visit
 Team Leader “creature comforts”
hotel, food, directions etc.
 Concerns or issues with the visit
At least 6 weeks before the visit…
 Finalize the AGENDA (Appendix 1) with
times and locations for meetings and
interviews, and logistics for the visit
– Comfortable, private room
– Light refreshments and lunch
– Substitute for the Site Coordinator
– Purchase supplies/reserve equipment
At least 6 weeks before the visit…
Select
TEAM MEMBERS (Appendix 2)
The KEY to a successful visit!
The team should include:
~ TAV Guide pg. 6
~ Ask your TAV leader or
regional coach to assist with
selecting your team members.
At least 6 weeks before the visit…
 Complete the
Site Background
Information
(Appendix 3)
At least 6
weeks before the visit…
 Complete the
TAV Documentation of Progress (DOP) Worksheets
(Appendices 5-10)
The DOP worksheets are one of the most critical
components of the entire TAV process.
 Begin at least 6 weeks prior to your visit. Contact your
regional coach for instructions.
 The regional coach will approve the final DOP
worksheets and e-mail them to the TAV leader and site at
least four weeks before the visit.
At least 4 weeks before the visit…
 Complete the 6
TAV DOP
Worksheets (Appendices 5-10)
 Assign one worksheet to each focus team.
 Facilitate the completion of the worksheet with
the chairs and teacher leaders
 Review and allow time for the focus teams to
respond to questions and clarify.
At least 4 weeks before the visit…
 E-mail the
TRV Team
Leader all documents
due at 4 weeks for
approval.
 Prepare TRV
Team
Leader and Member
mailing and/or email all
documents indicated in the
guide.
At least 4 weeks before the visit…
 Assemble a…
TAV Documentation of Progress
Notebook
 Approved TAV Documentation of Progress
worksheets and recommended tables (regional
coach approves final documents and mails to
TAV leader and site no later than 4 weeks before
the visit)
 CCIP/SIP and HSTW/MMGW Site Action Plans
At least 4 weeks before the visit…

Schedule Interviews
Phone interviews:
– Superintendent
– Principal
– Site Coordinator
On-site interviews:
– Academic Teachers
– Career-Technical/Ninth Grade
Teachers
– Students
– Guidance Counselors
At least 4 weeks before the visit…
Site Presentation of TAV
Documentation of Progress for the
 Develop a
first afternoon of the visit
 Meet district, state, HSTW/MMGW and
federal data
 6 Goals: What the School
Has Done, What the
School Plans to Do
At least 4 weeks before the visit…
Inform teachers, staff
and students of the visit.
 Memo to faculty and staff with agenda, team
roster and background information. Also share
with students.
 Review during a staff meeting (two weeks before
the visit).
 Day before remind staff and students.
 Day of visit remind office staff.
At least 4 weeks before the visit…
Prepare P.O.’s and site
logistics for the visit
Purchase Orders
 Hotel accommodations for the team members
 Arrange for light refreshments and lunch (keep
receipts for reimbursements)
 Substitute for the Site Coordinator/TAV Site
Leader
At least 4 weeks before the visit…
Also…remind administrators and
leadership team to attend the
Initial Site TAV Exit Report.
At least 2 weeks before the visit…
Checklist (also check in the guide):
 Signage
 Folders for Team Leader/Members
 Documentation of Progress notebook
completed
 Supplies for the team’s workroom
 Equipment: screen, LCD,
computer/printer station (password,
paper, ability to use a flash drive), Copy
machine available
At least 2 weeks before the visit…
Checklist cont.
 Name tags, security/visitor passes
 Parking places for team secured
 Food/refreshments ordered
 Remind faculty, staff and students of
the visit, especially persons to be
interviewed
During the Visit…
Required:
 Site Coordinator available to respond to
the team needs – plan on a substitute.
 Administrators and Leadership Team
scheduled to attend the exit report.
Recommended:
 Faculty/Staff invited to attend the exit
report
 Video-tape the exit report
During the Visit…
What to expect during a TAV:
 TAV members will observe each
classroom for about 15 minutes.
 Group Interviews
with the
counselors, teachers, students and
parents are conducted.
After the Visit…
 Principal, Site Coordinator and Leadership
Team:
– Meet to discuss the exit report and to
begin implementing recommendations.
– Respond to the first draft report with
any revisions needed (report should be
sent to the site within two months of the
visit).
After the Visit: Don’t
forget to
Celebrate!!!!
!!!!!! Your successes
as you move forward.
HSTW/MMGW
Regional Assistance
• Contact your regional
coach to assist you in
preparing for your visit.
• Invite your coach (or Team
Leader with compensation)
to review the final written
report with the faculty and
staff