KENTUCKY TEACHER INTERNSHIP PROGRAM (KTIP)

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

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KTIP COMMITTEE MEMBERS ROLES RESPONSIBILITIES
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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.

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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.

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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 universitys service area who will serve on a
  KTIP committee.

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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 interns classroom and
  conduct a post-observation conference after each
  observation.

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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.

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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.

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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
  interns 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.

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Resource Teacher (Cont.)

• Assist the intern in the development of the
  interns Professional Growth Plan.
• Make three official one-hour or one class period
  observation visits to the interns 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.

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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 interns classroom
  conduct a post-observation conference after each
  observation.
• Conduct a lesson plan review prior to each of the
  three observations.

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Teacher Educator (Cont.)

• Serve as a resource regarding information about
  instructional theory and techniques, literature,
  and material.
• Clarify the connection between the interns
  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 interns performance
  when working with other program faculty in order
  to assess and modify teacher education programs.
• Report progress observed and/or concerns to the
  committee at the scheduled committee meetings

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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.

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Intern (Cont.)

• Spend the required 20 hours of in-class
  (observations) with the resource teacher for the
  internship year in the interns 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.

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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.

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KTIP COMMITTEE MEMBERS ANDIMS RESPONSIBILITIES
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District Coordinators

• Complete submit electronically the interns
  Confirmation of Employment (original and
  subsequent modifications) to the EPSB by
  established deadlines.
• Approve/deny Resource Teacher Time Sheets (RTT).
• Submit electronically the resource teachers
  original time sheets to EPSB by established
  deadlines.

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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.

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Regional Coordinators

• Assign/refer Teacher Educator (TE) to the
  internship committee.
• Modify TE committee assignment if needed (prior
  to Orientation).

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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.

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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.

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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.

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Teacher Educators

• Electronically sign all Cycle reports on the
  RTIY.

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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.

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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

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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.

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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

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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.

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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

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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.

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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.

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Instructional Days (contd)

• Count from the first instructional day after the
  interns hire date to the end of the semester or
  school year in order to complete the RTIY.
• Instructional days may include PD days.

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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).

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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.

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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.

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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.

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Click on Intern Management System (IMS) to
process Internship forms and reports.
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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
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Type of Internship
KTIP - regular IECE Interdisciplinary Early
Childhood TPA Teacher Performance
Assessment
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LEAD Course Edit Feature
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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.
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Resource Teacher Time Sheet (RTT)
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• 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

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• Verify Interns Information.
• Click Verify and Exit to continue at a later time
  or Verify and Go On to next step

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• 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

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• 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

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• If a committee member returns the RTT to the
  resource teacher, a reason must be given.

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Record of Teacher Internship Year (RTIY)
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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.
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Verify Interns 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.
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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
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• 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.

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Cycle I, II, and III Verify Interns 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.
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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.
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• 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.

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• 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

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• 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.

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• 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.

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• If Complete this report as a final report with
  an unsuccessful
• status was chosen, the principal will
• verify/update the Interns address on this
  screen
• type in the number of instructional days
  completed.
• Click Save and Continue.

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• 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.

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

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• 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.

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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.
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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 Interns 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 Interns 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.

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• 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.

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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.

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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 doctors
  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.

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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

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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)

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Internship Timeline IMS Document Deadline
Full-Year (August May) Confirmations of Employment (COEs) October 15th
Resource Teacher Timesheets (RTTs) December 20th (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
Records of Teacher Internship Year (RTIYs) December 15th (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 interns 1st semester) May 15th
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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

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Teacher Performance Assessment (TPA)
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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.

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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.

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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

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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.

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KTIP IECE TPA

• IECE Workgroup
• Draft of KTIP IECE TPA IPR Handbook
• EPSB August 27th Discussion Item

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KTIP Training

• Three training options
• 1. On-line REGULAR KTIP training
• 2. On-line KTIP TPA training
• 3. Face-to-Face KTIP TPA training

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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.

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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.

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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