Mott Haven Elementary School Operations 101 PDF

Mott Haven Elementary School Operations 101 Monday August 12th Community Agreements 1. Be present, prepared & reliable 2. Start and end on time 3. Engage with honesty and transparency and make space for dissent and disagreement in meetings 4. Listen, ask, be curious and...

Mott Haven Elementary School Operations 101 Monday August 12th Community Agreements 1. Be present, prepared & reliable 2. Start and end on time 3. Engage with honesty and transparency and make space for dissent and disagreement in meetings 4. Listen, ask, be curious and open to learning and hearing other perspectives 5. Present aligned solutions to the larger group and maintain confidentiality 6. Move in, Move out 7. Embody the maxims 8. Lead by example 9. Work Accomplishing 10. Care for our spaces Agenda 1. Deep Dive Building Wide Operational Systems 2. Deep Dive School Specific Operational Systems  Operational Icebreaker Rock Paper Scissors ○ Find a partner - play the game ○ If you win find another partner to play with ○ Person that loses but cheer their opponent on as they continue finding another partner ○ Winner: Lunch on DREAM!  Yarlin Lopez Director of Operations + Principal in Residence Jaret Perez - Operations Manager Janay Peterkin - Operations Coordinator Kedzeann Singh - Operations Coordinator Deep Dive: Building Wide Operations  What is School Operations? Operations is one of the most critical functions of any organization. For schools, it can be the deciding factor in helping run a safe, beautiful school that help instructional staff focus on teaching and learning and students/families/staff have a strong experience, OR it can be the area that results in extra work, inefficiencies, lower student outcomes, and/or a poor experience for all stakeholders. Core Work Assessment Compliance and Administration Procurement Student Recruitment and Facilities and Retention Visual Culture Leadership and School Management Operations Health and Event Safety Management  The How: Pillars for Operational Excellence Purposeful and Strategic Rigorous Preparation Outcomes Customer Expectations and Problem Orientation Service Teamwork Ownership Solving Operational Data 13 Quality of Excellent Operations (QEO) The Quality of Excellent Operations walkthroughs are designed to implement a yearlong structure that evaluates the state of operations across all of our schools throughout the year. These walkthroughs aim to measure the effectiveness and quality of operations in the following fields: Safety Facilities & Visual Culture Systems & Processes QEO Measures of Excellence Safety: ○ Staff knowing emergency protocols ○ Evacuation routes visible in all spaces ○ Safety backpack with students at all times ○ Door pre-locked at all times ○ Knowing where to find health info for students Facilities & Visual Culture ○ Floors and carpets clean (no trash, clutter, etc) ○ All anchor charts, poster adhered properly and in good condition ○ Student bathrooms are clean ○ Bulletin boards are neat Systems and Processes ○ Staff are at all posts on time ○ Attendance submitted on time daily ○ Staff are checking ID and signing students out at dismissal ○ Lunch is orderly, safe, and timely  QEO Measures of Excellence Indicator SY23-24 Goal SY24-25 Goal Systems & 90% 95% Processes Facilities & Visual 90% 95% Culture Safety 95% 95% QEO Data SY23-24  QEO Data SY23-24 Turn & Talk with the person next to you and answer the following questions What are ways you are going to ensure we meet our measure of excellence indicators What are examples of the previous years that you used in our school, that allowed your classroom or our school to be excellent and thrive within the data?  How do we get to a 95%+? WHOLE BUILDING AND SCHOOL MINDSET  Whole Building Mindset How do we achieve a whole building/school mindset? Understanding and internalizing all safety protocols and responses Upholding and maintaining all building spaces at all times Noticing and addressing when our community norms are not being followed Holding our school community accountable Knowing and understanding your role and responsibilities in all daily systems Shouting others out when you see excellent systems and routines Giving actionable and timely feedback to SLT and Ops on ways to improve building systems, not just for your school  QEO Windows QEO Walkthrough #1 September 23rd, 2024 QEO Walkthrough #2 December 19th, 2024 QEO Walkthrough #3 March 10th, 2025 QEO Walkthrough #4 May - will be unannounced Attendance 22  Attendance: Daily Email Attendance Timeline: 7:30 - 8:00 am: Teachers submit attendance in PS 8:00 am: Ops begins submitting attendance for tardy students in PS Please note students will have a tardy pass which Ops will collect at the end of the day 8:05 am: Ops follows up with teachers who have not submitted attendance 9:30 am: Ops emails attendance report to staff  Attendance: Confirmation All attendance must be confirmed no later than 10AM daily via the attendance snapshot email How to/Best Practices: Review absent and tardy list Check your class roster against the email Roll-call! Do not rush! ES Expectations: One homeroom teacher replies all to confirm attendance for the class ○ If no student on the list is incorrect, you do not need to reply  Attendance: Responses When confirming attendance, you must reply all to the email and respond accordingly: Situation Response Correcting an absence “Jane Smith is present (on time or tardy). Jamie Platzer is absent but not on the list Correcting a tardy “Jane Smith is present, but was Tardy “Jane Smith and John Garcia are Correcting multiple attendance issues present. Jake Lewis, Joy Williams, and Jamie Jones are present.  CFU for Confirmation Put a thumbs up or thumbs down if the response is appropriate It is 9:05AM and you see the attendance email went out. You review the absent and tardy list, everything is accurate. You do not respond to the email since everything is correct. Is this the correct response?  CFU for Confirmation Put a thumbs up or thumbs down if the response is appropriate You are the homeroom teacher for Grade 3 Bears. You see that Noah is not on the absent list in the attendance email but he is absent. You respond back to the email “Noah is absent - was not on the list.” Is this the correct response?  CFU for Confirmation Put a thumbs up or thumbs down if the response is appropriate Attendance has been sent for the school, on September 9th, 2024 at 9am - you reply on September 10th, 2024 at 10:01am to confirm attendance for a student Is this the correct response?  Attendance: Sub Account To take attendance for a class you do not normally take attendance for/ are substituting for: 1. Go to the following website: https://dream.powerschool.com/subs/pw.html 2. Select the appropriate school. 3. For teacher, select the name of the teacher whose class you are covering. 4. For the password, enter: nyceducate! Inventory & Ordering 30  TWR Expectations The Operations Team handles ordering and stocking all supplies in the workroom Always check the workroom/suite for supplies before you ask Ops if we have materials Ops conducts periodic walkthrough to ensure the workroom has all materials needed. Additional Expectations: ○ Please ensure any materials you use you, you place back ○ Throw away any paper that has been opened ○ Push in your chair ○ If there are any supplies missing such as paper, use the gchat at tag all of ops - states X is missing Ops will restock as soon as possible  Space Request Calendar will be shared with all of you Step #1: Email Yarlin + CC your Academic Dean/Supervisor: Example Template with your request -- must request between Monday - Thursday + a week in advance (some locations may vary) Step #2: Yarlin will respond within at least 24-48 hours to your request whether it is approved or not Step #3: Once approved Yarlin will add to the shared space calendar Step 4: If you want to purchase small items such as chips, ice cream, juice (you can add to your email as well) Places that can be reserved and timeline: Playspace/Little Gym (1 week in advance) Dance Studio (1 week in advance) Back Lot (2 weeks in advance) Skypark (2 weeks in advance) 2nd Floor Cafeteria (2 weeks in advance) Communication 33  Communications How to get in contact with Ops: Non-urgent or a one-off request: via email Non-urgent but more immediate: via grade specific g-chat channel Urgent: Phone call Ops Contact Numbers: These are our personal numbers. If you need to provide a parent with our work number, please reach out to us and we will provide: Yarlin - 347 595 4232 (personal not for parents) (DOO) Jaret (OM) - 347 285 8080 (personal not for parents) Kedzeann (OC) - Janay (OC) - PLEASE TAKE THE NEXT 2 MINS AND ADD THESE NUMBERS TO YOUR PHONE NOW Additional communication Communication channels that we use at Mott Haven: Emails: There are listservs for the teams here at Mott Haven. Commonly used: Ops (internal use only) - mhesmainoffi[email protected] ES Staff - [email protected] Phone : Gchat - General, Ops, Joy, SLT ○ General - for announcements all staff communication ○ JOY - cute pics of kids for a serotonin boost ○ Recess Chat - All recess communication about indoor/outdoor or incidents Common Systems and Policies 36  Safety BookBag Ops has provided all classrooms with a black safety bookbag - it will contain the following materials: First Aid Kits Flashlights Binder ○ Roster, Contact List, Health Alerts, Safety Protocol One Pager, Safety Cards  Breakfast All students must grab breakfast as they are arriving between 7:30 am - 8:05am Encourage students to take breakfast as they arrive and do not send them back down Student must wait until 8:05am in order to grab breakfast if they did not already – do not send them back down  Birthday Party Policy We love celebrating our students! However, in order to ensure the safety of our students and community, please adhere to the following: All birthday parties take place on Fridays only Let ops and your AD know a week in advance of who you are expecting in the building NO NUTS Goody bags are allowed but cannot have any chocolate (in the event it has nuts) - can only be candy, chips, toys Parents need to sign students out at the front desk after if they are taking their child home after the party We cannot guarantee that siblings from other grades can attend; parents must coordinate with both teachers  Bulletin Board Expectations Each grade is assigned a bulletin board (most likely the one between the wings) Due Dates for Updates: August 23rd: Initial setup of bulletin boards for the upcoming school year (welcome bulletin board) November 1st: Quarterly update to refresh content and remove outdated materials. February 1st: Mid-year review and update to ensure continued relevance. May 1st: End-of-year review and preparation for the next school year. Content Categories: Announcements: Upcoming events, deadlines, and important notices. Student Work: Display exemplary student projects, artwork, and essays. Achievements: Recognize student and staff achievements, awards, and milestones. Educational Content: Post educational materials, motivational quotes, and tips for academic success. Community News: Share relevant community events and resources.  Bulletin Board Expectations Each grade is assigned a bulletin board (most likely the one between the wings) Maintenance/Updates: Ensure to put a clear covering over the bulletin board (plenty in the ops office) Assign a team member responsible for updating the bulletin boards regularly. Remove outdated information promptly and replace it with current content. Conduct a quarterly review to ensure all content is relevant and up-to-date. Health Protocols + Nurse 42  Nurse Visits Health Protocols we will review as a building in one of our upcoming sessions Nurse Visits: Ensure one teacher brings down the student to the nurses office Notify the gchat when you are bringing the student to the nurses office If the students goes home early also notify the chat as well If you need support and are solo ask we are all here to support one another Coupa/Procurement  Coupa/Procurement Ordering Process: For Coupa Users Roles with Coupa access to request purchases: School leaders: Teachers: ○ Academic Deans ○ Grade Team Leads ○ Deans of SEL & Community ○ Dept Chairs ○ Deans of Culture ○ MAPS teachers ○ Deans of Student Supports FACE mgrs, SEL specialists School Staff 1. Places Order (with Coupa in Coupa accounts) 1. Places Order 2. DOO 3. Confirm Receipts of School Ops in Coupa Approve Orders Goods/Service Principals, MDs, 1. Approve orders over certain thresholds Chiefs, Co-CEOs  Additional Coupa information For those who will not have a separate Coupa account but need to purchase something: Teachers: connect with your Grade Team Lead, Dept Chair, or Academic Dean to place an order Non-classroom roles: connect with your direct supervisor to place an order Those with coupa access you will receive a separate training by Jaret to ensure you know how to use the platform Questions? Kahoot Time Vision for Facilities and Visual Culture  Casey Williams - Director of Facilities Louis Aguilar - Senior Manager of Facilities Vision for Facilities & Visual Culture At DREAM, we believe that place matters—that every child deserves a safe, beautiful space to play, learn, and grow. We work to create learning spaces that are inspiring, functional and help provide rigorous academics, social-emotional learning, physical and mental health and wellness, family and community engagement, and postsecondary support for our students, families, and staff. As a result, students will not only be able to learn but also tap into their imagination and nurture healthy bodies, spirits, and dreams! 51 Guiding Principle: Teamwork WE ALL CARRY THE BOXES. And pick up the trash. And organize materials. We enthusiastically roll up our sleeves and pitch in when work needs to be done to ensure that our spaces and campuses are beautiful, clean and organized.. We are all responsible for the cleanliness and maintenance of our campuses; nobody is above the tedious or frustrating tasks  Facilities Our school uses iOffice to manage requests for facility support e.g. spills, full garbage can, room too hot/cold, etc. For all facilities requests, please follow the process below. 1. Download the iOffice service app on the app store. 2. Once downloaded, input site name wearedream.ioffice.connect.com 3. Once you have downloaded the app, submit any service requests using the drop down menu. Make sure to select your campus and room number.  Facilities Any requests that are not submitted via the ticketing system will not be addressed until ticket is submitted. Ticketing systems allows us to track information throughout the year and also ensures that we are able to efficiently communicate and assign your tickets accordingly.  iOffice Check your email and make an account. Then download the app! iOffice iOffice  iOffice Ticket Submission How to submit an iOffice ticket: Be mindful that you are submitting for the right space you are in and update if needed  Visual Culture It is up to all of us to uphold and maintain aesthetics here at East Harlem Please see here for the aesthetics rubric Some ways to build systems around cleanliness: Give student jobs for wiping down desks, picking up trash, sweeping, etc. Have cleaning parties! Play some music and have everyone play a part in cleaning the classroom. Have set times to reset aesthetics expectations throughout the day and hold students accountable to it. Class rewards for keeping their space clean Ops Visual Culture Responsibilities Building Walkthroughs: Ops will conduct 3 building walkthroughs throughout the school day (9AM, 12PM, and 3PM) Classroom Walkthroughs: Starting in September, Ops will begin conducting weekly classroom walkthroughs using the aesthetics rubric. You will not be notified of the walkthrough prior to happening but we will keep in mind the best times to conduct the walkthrough to not interfere with transitions, etc. This is not an “I gotcha” moment. We want to ensure our spaces are consistently safe, clean, and beautiful for all of you. Walkthroughs do not happen during testing weeks Visual Culture Policy Yes No Overview Brick Walls Bulletin boards Floors Forbo boards Glass windows Walls (non-brick only) Glass on the door frames (classrooms and Glass on the door frames (classroom offices only) and offices only) Building Equipment (i.e. HVAC, radiators, lights, etc) Elevators 61  Visual Culture Policy Yes No Classrooms What What can go up? External events signage (unless otherwise approved) ○ Student work Any non-dream affiliated business or events signage (unless Exemplar work otherwise approved) ○ Charts materials to enhance student Any signage with derogatory or offensive language and learning/supports images Anchor charts Religious signage Word Walls Politically affiliated signage SEL work or theme related materials Teacher resources Where ○ Work highlighting celebration of staff/students Brick Walls College Decor Floors Seasonal decor Glass windows Student photos Building Equipment (i.e. radiators, lights, etc) School incentives ○ Organizational signage Mantras and maxims Where can it go up? ○ Bulletin boards ○ Forbo boards ○ Walls (non-brick only) 62  Visual Culture Policy Yes No Main Entrance What What can go up? External events signage (unless otherwise approved) ○ Work highlighting celebration of staff/students Any non-dream affiliated business or events signage (unless Athletics photos or related materials otherwise approved) ○ Organizational signage Any signage with derogatory or offensive language and Mantras and maxims images ○ Recruitment signage Religious signage ○ Events and Communications Politically affiliated signage School events signage School announcements Where School newsletters Brick Walls Student government signage Floors ○ Work highlighting celebration of staff/students Glass windows College Decor Glass on the door frames Seasonal decor Building Equipment (i.e. radiators, lights, etc) Student photos School incentives ○ School systems and policies signage ○ Directional signage Where can it go up? ○ Bulletin boards ○ Promethean Boards 63  Visual Culture Policy Yes No Hallways What What can go up? External events signage (unless otherwise approved) ○ Work highlighting celebration of staff/students Any non-dream affiliated business or events signage (unless Athletics photos or related materials otherwise approved) ○ Organizational signage Any signage with derogatory or offensive language and Mantras and maxims images ○ Recruitment signage Religious signage ○ Events and Communications Politically affiliated signage School events signage School announcements Where School newsletters Brick Walls Student government signage Floors ○ Work highlighting celebration of staff/students Glass windows College Decor Glass on the door frames Seasonal decor Building Equipment (i.e. radiators, lights, etc) Student photos School incentives ○ School systems and policies signage ○ Directional signage Where can it go up? ○ ES: Promethean Boards (Main Entrance Only) ○ MS: Bulletin boards ○ HS: Forbo Boards 64 Visual Culture Policy Yes No How Bulletin boards and forbo Thumb tacks boards Packing tape ○ Staples Scotch tape Staples Walls and Glass ○ Putty tape ○ Painter’s Tape ○ **Adhesive should be placed in the back of signage so that it’s not visible** 65  Visual Culture Policy Who is Responsible Principal/ADs/Teachers for Posting? Student work Anchor charts Exemplar work Word Walls Teacher resources College Decor Mantras and maxims Student photos School incentives Out of School Time & Athletics Director/Dean of Student Supports SEL work or theme related materials Athletics photos or related materials College Decor Mantras and maxims Program schedules Program announcements School Operations Recruitment signage ○ In partnership with facilities School systems and policies signage Directional signage Seasonal decor FACE Manager School events signage School announcements School newsletters Student government signage Seasonal decor 66 Visual Culture Policy Yes No Storage All schools have designated No materials should be stored in storage areas. All materials that visible areas or egresses such as are meant to be stored away hallways, gym, cafeteria, etc. should be stored in storage rooms ot classrooms 67