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					 KENTUCKY TEACHER
INTERNSHIP PROGRAM
       (KTIP)
    Intern Management
       System (IMS)
     For New KTIP Coordinators
         September 2007
               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

TPA – Teacher Performance Assessment (Formerly TWS)
KTIP COMMITTEE MEMBERS:
ROLES & RESPONSIBILITIES
          KTIP District Coordinator
   Recruit resource teachers for KTIP participation

   Ensure principals & resource teachers receive KTIP training
    prior to beginning internship.

   Provide orientation to interns, principals, resource teachers, &
    district staff on KTIP policies, procedures & deadlines.

   Ensure the intern has a valid Statement of Eligibility or
    Temporary Provisional certificate in the content area & grade
    level for which he/she was hired.

   Ensure EPSB receives intern resignation requests &
    superintendent/Board of Education responses.

   Assist principals in assignment of resource teachers.
KTIP District Coordinator (Cont.)
   Submit Substitute Teacher Reimbursement Request forms to
    EPSB, quarterly.

   Work with the regional coordinator to define KTIP training
    needs, request teacher educator assignments, & refer
    questions/concerns regarding KTIP training, materials and
    teacher educator assignment.

   Train principal and resource teachers on how to use IMS.

   Submit all required original documents to EPSB staff for
    unsuccessful internships.
    KTIP University Coordinator

   Locate a teacher educator with the
    background and skills necessary to assist
    the intern in his/her area of expertise.

   Coordinate KTIP training for all teacher
    educators, principals, and resource
    teachers in the university’s service area
    who will serve on a KTIP committee.
                      Principal
   Successfully complete KTIP training.
       Regular KTIP,
       KTIP TPA,
       Regular IECE, and/or
       KTIP IECE TPA

   Schedule all committee meetings and
    observation visits.

   Make three official one-hour or one class
    period observation visits to the intern’s
    classroom and conduct a post-observation
    conference after each observation.
              Principal (Cont.)
   Conduct a lesson plan review prior to each of
    the three observations.

   Report progress observed and/or concerns to
    the committee at the scheduled committee
    meetings.

   Monitor in and out-of-class time the resource
    teacher spends with the intern and
    electronically sign the Resource Teacher
    Time Sheets.
                 Resource Teacher
   Meet all requirements to serve as a resource teacher.

   Successfully complete KTIP training.
       Regular KTIP,
       KTIP TPA,
       Regular IECE, and/or
       KTIP IECE TPA

   Ensure the intern has submitted a Statement of
    Eligibility/Confirmation of Employment Form to his/her
    employer.

   Ensure the KTIP District Coordinator submitted the electronic
    Confirmation of Employment Form to EPSB.
         Resource Teacher (Cont.)
   Make sure the intern had his/her KTIP Orientation
    with all three committee members prior to the first
    observation visit.
   Complete the required 20 hours of in-class
    (observation) for the internship year in the intern’s
    classroom setting.
   Complete the required 50 hours of out-of-class
    (consultation) for the internship year.

   Conduct a pre-observation conference with the
    intern prior to each formal observation.
         Resource Teacher (Cont.)
   Assist the intern in the development of the
    intern’s Professional Growth Plan.
   Make three official one-hour or one class period
    observation visits to the intern’s classroom and
    conduct a post-observation conference after each
    observation.
   Conduct a lesson plan review prior to each of the
    three observations.
   Report progress observed and/or concerns to the
    committee at the scheduled committee meetings.
               Teacher Educator
   Successfully complete KTIP training.
       Regular KTIP,
       KTIP TPA,
       Regular IECE, and/or
       KTIP IECE TPA

   Make three official one-hour or one class period
    observation visits to the intern’s classroom &
    conduct a post-observation conference after each
    observation.

   Conduct a lesson plan review prior to each of the
    three observations.
        Teacher Educator (Cont.)
   Serve as a resource regarding information about
    instructional theory and techniques, literature,
    and material.
   Clarify the connection between the intern’s
    classroom performance and the content of the
    teacher education program, both to the intern
    and to the other members of the committee.
   Report information about the intern’s
    performance when working with other program
    faculty in order to assess and modify teacher
    education programs.
   Report progress observed and/or concerns to the
                       Intern
   Receive a Statement of Eligibility/Confirmation
    of Employment & give to employer.

   Receive the name of the resource teacher &
    teacher educator who have been assigned to the
    committee.

   Participate in each of the four committee
    meetings as scheduled by the principal.
                 Intern (Cont.)
   Spend the required 20 hours of in-class
    (observations) with the resource teacher for the
    internship year in the intern’s classroom setting.
   Spend the required 50 hours of out-of-class
    (consultation) for the internship year.
   Prepare for a total of nine official one-hour or
    one class period observations by committee
    members during the year including submitting a
    written lesson plan to the observer in a timely
    fashion before each visit.
                 Intern (Cont.)
   Participate in pre-observation & post-
    observation conferences with individual
    committee members in conjunction with each
    observation visit, as deemed appropriate.

   Develop a portfolio or TPA for presentation &
    review at committee meetings.

   Develop the Professional Growth Plan with the
    assistance of the resource teacher & present it to
    the committee members for review and approval.
KTIP COMMITTEE MEMBERS
          AND
  IMS RESPONSIBILITIES
            District Coordinators
   Complete & submit electronically the intern’s
    Confirmation of Employment (original and
    subsequent modifications) to the EPSB by
    established deadlines.

   Approve/deny Resource Teacher Time Sheets
    (RTT).

   Submit electronically the resource teacher’s
    original time sheets to EPSB by established
    deadlines.
      District Coordinators (Cont.)
   Approve/deny all Cycle reports on the Record of
    Teacher Internship Year (RTIY).

   Electronically sign the Record of Teacher
    Internship Year (RTIY).

   Electronically submit Record of Teacher
    Internship Year (RTIY) to EPSB by established
    deadlines.
       Regional Coordinators


   Assign/refer Teacher Educator (TE) to
    the internship committee.

   Modify TE committee assignment if
    needed (prior to Orientation).
                   Principals
   Entry of information into the cycle reports of the
    Record of Teacher Internship Year (RTIY).

   Electronically sign all Cycle reports on the
    RTIY.

   Submit RTIY to the KTIP Coordinator.
             Principals (Cont.)

   Review, sign, & submit the Resource Teacher
    Time Sheet (RTT) information to the KTIP
    Coordinator.

   Enter & submit electronically all forms
    necessary for the KTIP process.
              Resource Teachers

   Enter in-class and out-of-class activities on the
    RTT.

   Electronically sign the RTT.

   Electronically sign all Cycle reports on the RTIY.
            Teacher Educators


   Electronically sign all Cycle reports on the
    RTIY.
                     Interns

   Review & sign RTT if approve the activities.

   If RTT activities are questioned, return time
    sheet to resource teacher.

   Electronically sign all Cycle reports on the
    RTIY.
              Interns (Cont.)

   ePay or send a certified check or money order
    made payable to the Kentucky State Treasurer
    to the Division of Certification; please print
    last four digits of social security number on
    check
  District Coordinator/Principal
Principals that also serve as DC must:
     1. sign reports electronically as
        principal by clicking on the IMS-
        PR button located at the top of the
        screen.
     2. when forms are ready to be
       submitted to EPSB, must click on the
       IMS-DC button to sign and submit.
        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
           Eligible for KTIP
   Those holding a Statement of Eligibility &
    employed at least 15 hours per week in
    their area of certification.

   Those holding a Temporary Provisional
    Certificate, have a letter from the
    university stating they are ready to begin
    KTIP & are employed at least 15 hours per
    week in their area of certification.
      LEAD Content Information

   Music, Art, Dance, Physical Education –
    population is “Any”.
   Special Education – content is “Any”;
    population is specific to students (i.e.,
    SLD, FMD, MMD, etc.)
   Elementary Education – population is
    “General”
                  IECE COE
   Preschool – content is “Any”; population is
    “Preschool”; Grade Low/High is
    “Preschool” unless teaching Kindergarten
    then Grade Low/High is “Entry”.

   When submitting a COE for an intern who
    is certified IECE but is doing KTIP in a
    kindergarten classroom, the district
    coordinator must select IECE as the
    internship type and use IECE forms.
            Instructional Days
   Full year interns must complete at least
    140 instructional days for the school year.
   Interns completing one semester only
    must complete at least 70 instructional
    days.
   The district coordinator will need to
    submit COEs electronically or in hard copy
    for fall interns who are unable to complete
    at least 70 instructional days. Those
    interns can begin KTIP in January.
    Instructional Days (cont’d)

 Count from the first instructional day
  after the intern’s hire date to the end
  of the semester or school year in
  order to complete the RTIY.
 Instructional days may include PD
  days.
      Assigning Principal on COE

   When assigning the committee & the
    principal of the school is not listed in the
    drop down box, contact your LEAD
    Coordinator, Human Resource Director or
    Designee for the principal to be added in
    the Kentucky Educator Certification
    Inquiry (KECI).
          Email Addresses
   Committee members need to validate that
    their work email addresses listed in “My
    Profile” is correct.

   When sending emails regarding COE, RTT
    or RTIY we must have valid work email
    addresses for them to receive these types of
    communications.
Newsletters/Communication


It is very important that the information
in the monthly newsletters or any
communication from EPSB is forwarded
to the appropriate committee members
when necessary.
         Usernames & Passwords
IMPORTANT: Do not share your username and password with
           anyone. This is your legal signature.

To create a username/password:
  Go to our website at www.kyepsb.net;
  Bottom left corner under Login, click on “Need a Login; click here”.

To change your information:
  Go to our website at www.kyepsb.net;
  Type in username and password under Login;
  Click on My Profile from the left-hand side;
  Click on the button pertaining to what you would like changed.
Click on Intern Management System (IMS)
 to process Internship forms and reports.
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
Type of Internship




            KTIP - regular
            IECE – Interdisciplinary
                     Early Childhood
            TPA – Teacher Performance
                     Assessment
LEAD Course Edit Feature




          Click




                           Click
       Click      Click
                                       Click



   Click                      Click



Click on icon to review and print the COE for your records.
Click Save and Exit to sign at a later time.
Click Submit to EPSB for Approval.
Resource Teacher Time
     Sheet (RTT)
Resource Teacher is responsible for entering data into the time
    sheet.
If they want to receive two payments they will click on “Click
    Here to Create Fall time sheet”.
If they want to receive one payment at the end of the internship
    year they will click on “Click Here to Create Full Year time
    sheet”
                                     Click




Verify Intern’s Information.

Click Verify and Exit to continue at a later time or
  Verify and Go On to next step
          Select



                                           Click




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
                      Click                      Type
                                                   Click




To view/print time sheet, click on PDF;
Resource Teacher, Intern, and Principal will need to login and sign
  off by:
 Typing in his/her password
 Full Name will be pre-populated
 Selecting “Click Here to Agree and Digitally Sign”
                              Click




If a committee member returns the RTT to
the resource teacher, a reason must be
given.
  Record of Teacher
Internship Year (RTIY)
                                                                  Click




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 report
until all signatures have been obtained on the previous report.
                                Click           Click


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.
                                           Click

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




Each Committee member will need to electronically sign by:
    Typing in his/her password
     Full Name will be pre-populated
     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.
                                 Click           Click


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.
                                       Click


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.
                                     Click



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.
                                                  Click

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
                         Click                        Type
                                                        Click




Each Committee member will need to electronically sign by:
    Typing in his/her password
     Full Name will be pre-populated
     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.
                                             Click


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.
                                                       Type

                                               Click

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.
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.
                                             Type

                                     Click


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




Each Committee member will need to electronically sign by:
    Typing in his/her password
     Full Name will be pre-populated
     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.
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.
                        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 or without 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 as the previous Cycles.
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”.
              ePay

 Once the RTIY has been approved by
EPSB, the intern will receive an email
stating it has been approved. The intern
will log back into IMS and under the RTIY
there will be a button for ePay.
                    Resignations
   Military or Medical Leave –
         Internship is placed on hold and the intern
          can pick-up where he/she left off.
         EPSB will need a statement from the
          Superintendent detailing the facts surrounding
          the leave. For medical, need doctor’s statement.

   Other Reasons –
         There is a Resignation Form located at
        http://www.kyepsb.net/internships/ktipforms.asp
          that will need to be completed, signed and
          submitted to Sharon Salsman.
                   KTIP Timelines
KTIP Committees must follow the guidelines for
completing KTIP:

  Orientation Meeting
   held prior to any formal classroom observation

  First set of Observations
   held 1-60 instructional days following Orientation Meeting

  Second set of Observations
   held 61-110 instructional days following Orientation Meeting

  Third set of Observations
   held 111-140 instructional days following Orientation Meeting
                     KTIP Deadlines
   Full-year Interns (Aug-May)
          October 15th – COEs
          December 20th – RTTs (if choose 2 payments)
          May 1st – RTIYs, RTTs, and all documents for unsuccessful
                     internships
•   Fall Semester Interns (Aug-Dec)
          October 15th – COEs
          December 15th – RTIYs (if completing)
          December 20th – RTTs and all documents for unsuccessful
                         internships
•   Spring Semester Interns (Jan-May)
          February 15th – COEs
          May 1st – RTIYs (if completing)
          May 1st – RTTs and all documents for unsuccessful internships
          May 15th – Interim Report (if 1st semester)
Internship Timeline   IMS Document                                              Deadline

Full-Year
(August – May)        Confirmations of Employment (COEs)                        October 15th

                                                                                December 20th
                      Resource Teacher Timesheets (RTTs)                        (if RT chooses two payments)

                      Records of Teacher Internship Year (RTIYs)
                      Resource Teacher Timesheets (RTTs)
                      All documents for unsuccessful internships                May 1st

Fall Semester
(August – December)   Confirmation of Employments (COEs)                        October 15th


                                                                                December 15th
                      Records of Teacher Internship Year (RTIYs)                (if intern is completing internship)

                      Resource Teacher Timesheets (RTTs)
                      All documents for unsuccessful internships                December 20th

Spring Semester
(January – May)       Confirmation of Employments (COEs)                        February 15th

                      Records of Teacher Internship Year (RTIYs) – if interns
                      are completing internships
                      Resource Teacher Timesheets (RTTs)
                      All documents for unsuccessful internships                May 1st


                      Interim Reports (if intern’s 1st semester)                May 15th
            Unsuccessful Internships
   For unsuccessful internships, please submit:
     all original documents, including portfolio or TPA
     video tape (if produced)

    a copy of the school calendar.



   All documents must be submitted to:
    Education Professional Standards Board
         Attn: Sherri Henley
         100 Airport Road, 3rd Floor
         Frankfort, KY 40601


   All documents must be submitted on or before:
       May 1 for spring semester
       December 20 for fall semester
Teacher Performance Assessment
             (TPA)
Teacher Performance Assessment
             (TPA)

 A focused set of ten teaching tasks
 designed to provide new teachers the
 opportunity to demonstrate their
 effectiveness in analyzing and improving
 student learning.
    KTIP TPA versus Regular KTIP

   The TPA will replace the KTIP portfolio
    and PGP.
   TPA evaluates a teacher on an additional
    standard, Leadership.
   TPA committee members will each use a
    single IPR all year long.
   KTIP TPA has scoring rubrics.
Timeline for TPA Implementation

   Fall 2007 Voluntary use of the TPA

   January 2008 – all new interns use TPA

   2008-2009    all new interns use TPA
           “Voluntary” TPA use
   Principals and/or districts may opt to use the
    TPA instead of the regular KTIP.

   Those who opt to use the TPA, including pilot
    project participants, must participate in TPA
    training.
              KTIP IECE TPA

   IECE Workgroup

   Draft of KTIP IECE TPA IPR & Handbook

   EPSB – August 27th – Discussion Item
                 KTIP Training

Three training options:

1. On-line REGULAR KTIP training

2. On-line KTIP TPA training

3.   Face-to-Face KTIP TPA training
                        KTIP Training

   The face-to-face KTIP TPA training begins with the on-line
    KTIP TPA Face-to-Face Training Homework Assignment
    offered free through KyEducators.org. When successful,
    participants receive an email “e-ticket” which serves as an
    entry ticket to the face-to-face training.

   The face-to-face KTIP TPA training ends with the on-line KTIP
    TPA Face-to-Face Training Assessment available free through
    KyEducators.org. When participants complete the
    assessment, they must check the yellow box so that they can
    be recorded into IMS as having been trained. They can print
    their training certificate from this site as well.
Training Option Considerations

   Districts can work with regional coordinators
    to offer district-wide TPA training as PD,
    using PD $$$. (Using data to analyze student
    performance)

   Those who train as TPA committee members
    will not have to re-train before mandated
    implementation.
     Contact Information
Sharon Salsman, Program Coordinator
 Sherri Henley, Program Consultant

  1-888-598-7667 or 502-564-4606
         502-564-9484 Fax

       www.kyepsb.net
        www.kyeducators.org

				
DOCUMENT INFO
Description: Time Sheet System document sample