School Improvement Planning

Part 2 The Planning Cycle

There cannot be a fixed date as to when an individual school should commence the process of planning for school improvement. It is, however, best to avoid those times when the staff are likely to be focusing on major events such as examinations and national celebrations. Schools should therefore try to get started whenever it is convenient to do so.

During the first year of the planning process, the establishment and role of the School Improvement Advisory Committee (SIAC) in the preparation of the SIP will need to be emphasised. The composition of the SIAC should reflect representation from each of the following groups of persons concerned with the life of the school. The committee should be manageable and consist of about seven persons. With the exception of the headteacher, SIAC members should be selected using the democratic process.

GROUP	No. PER GROUP
The School's SMT (HT,DHT,SMs & HODs) School Staff Student Group/Council Regional Education Department (ex-officio) Parents of students attending the school Wider Community	2 1 1 1 1 1

In the first year there will also be the need to carry out a school audit to identify the policies, practices, facilities and resources that currently exists in all areas influencing the quality of learning and teaching, including:

• School Mission Statement
• Curriculum offered to students including the assesment, recording and reporting of student achievement
• Learning and Teaching Approaches
• Resources (human, material, financial)
• School Management and Organization
• Staff Responsibilities
• Staff and student attendance
• School community
• Wider community
• School physical facilities

A whole school audit can be very time consuming. Schools may therefore find it more manageable to have a rolling programme of specific audits, e.g. curriculum and resources, so that a clear picture of the school can be built up over a period of time. The main outcome of the school audit should be a report of the findings with recommendations which provide a basis for formulating and constructing the SIP. An accurate audit is critical since the findings of the school audit will influence both the direction and rate of school improvement.

Heads of Departments should lead members of their departments in contributing to the gathering of accurate information.

TASK	OBJECTIVES	PERSON RESPONSIBLE	ACTIVITIES	TARGET DATES	EXPECTED OUTCOMES
Establishment of SIAC	To clarify role of SIAC The establishment of a system for identifying and electing SIAC members recommendation and election of SIAC members	SMT, Education Officer, PTA, School Board, Staff, Students, Wider Community	SMT meets with staff, Ed. Dept., PTA, School Board, Students, and wider community representatives to discuss and clarify the role of SIAC Election of SIAC members Identification of specific tasks for individual SIAC members	One month from date of starting. E.g. End of September	SIAC established Individual SIAC members assigned specific tasks for school improvement
Perform School Audit Mission Statement Curriculum Resources Learning and Teaching Approaches School Management and Organization Staff Responsibilities Attendance and Punctuality School community Wider community Physical facilities	To identify the existing policies, practices, facilities, and resources which influence the school's effectiveness	SMT, HODs, Media Coordinator	SMT identifies the Terms of Reference for the Audit and circulates to all interested parties HODs undertakes their individual departmental audit and prepare the departmental audit report for SMT Individual SMT members to have oversight of a group of departments and curriculum areas that do not have a HOD SMT prepares the school audit report Media Coordinator prepares a summary of the audit report	End of September	A detailed audit report covering the areas influencing school effectiveness which have been audited School audit report and summary circulated to all interested parties to facilitate commencement of the review process

STAGE 2 - REVIEW

The main purpose of the review process is to evaluate the effectiveness of existing policies, practices, facilities, resources, etc., in achieving the school's objectives, identifying strengths, areas which need to be improved and the resources that will be needed. The information obtained from the review process will also enable the school to identify relevant and appropriate strategies for school improvement.

During and after the preparation of the first SIP there will also be the need to review the SIP to take account of the faactors which will influence its approval and implementation and as part of the annual planning cycle.

TASK	OBJECTIVES	PERSON RESPONSIBLE	ACTIVITIES	TARGET DATES	EXPECTED OUTCOMES
Review of existing policies, practices, facilities and the use of the school's resources in achieving the school's objectives	to evaluate the effectiveness of existing policies, practices, facilities and resources in achieving the school's objectives to identify strengths that can be used to promote and facilitate school improvement to identify areas which need to be improved and/or strengthed to identify what will be needed for school improvement	SMT, HODs, Media Coordinator	SMT to define the TOR for the review and circulate to all interested parties HODs through departmental meetings with staff, PTA and wider community representatives identify objectives, prioritise objectives and set targets for the department's improvement HODs prepare the departmental review report for SMT Individual SMT members to have oversight of a group of departments and curriculum areas that do not have a HOD SMT prepares the whole school review report Media Coordinator prepares a summary of the whole school review report	Two months from date of starting, e.g. End of October	A detailed review report which identifies strengths and weaknesses A list of recommendations of strategies for building on strengths and improving on weaknesses The preparation of a summary review report The circulation of review report and summary to all interested parties prior to commencement of consultation.

STAGE 3 - CONSULTATION

Deciding on the direction and rate of school improvement is a matter which all concerned with the life of the school should be involved in as stakeholders. IT is important that copies of the review report are made available to all interested parties well before the commencement of the consultation process.

TASK	OBJECTIVES	PERSON RESPONSIBLE	ACTIVITIES	TARGET DATES	EXPECTED OUTCOMES
Consultation with all interested parties about the outcomes of the school review	To identify and agree on objectives for school improvement To establish priorities from the agreed objectives To identify target dates for the achievement of each of the objectives for school improvement	SMT, HODs, SIAC, Media Coordinator	SMT to define the TOR for the consultation provess and circulate to all interested parties HODs through departmental meetings with staff, PTA and wider community representatives identify objetives, prioritise objectives and set targets for the improvement of their individual department HODs to prepare their individual departmental consultation report for SMT Individual SMT members to have oversight of a group of departments and curriculum areas that do not have a HOD SMT to prepare the whole school review report on the outcomes of the consultation process with all interested parties Media Coordinator to prepare a summary of the consultation report	Three months from the starting date, e.g. End of Novembr	A detailed report indicating: (a) a list of agreed objectives for school improvement, (b) priorities - short, medium and longer term - for school improvement (c) agreed target date(s) for the achievement of each objective Circulation of the consultation and summary reports to all interested parties

STAGE 4 - PLANNING

The SIP must be realistic and manageable by the staff responsible for its implementation. Thorough planning is therefore essential for the formulation of a SIP which reflects both the needs and resources available to the school.

It is also essential, for effective implementation of the SIP, that both the school and wider communities have ownership of the SIP.

TASK	OBJECTIVES	PERSON RESPONSIBLE	ACTIVITIES	TARGET DATES	EXPECTED OUTCOMES
1. Preparing the draft of the first SIP	To prepare a statement of agreed objectives for school improvement To identify the key changes that will be needed to achieve the agreed objectives including: (a)The school's Management Systems and Processes (b)Curriculum Development (c)Resource Allocation (d) Staff Development (e) Strengthening of Community Alliance (f) Communications	SMT, HODs, SIAC	SMT consults with and assesses the strengths of individual staff and SIAC members HODs identifies and assigns targets for individual departmental staff Individual SMT members to have oversight of a group of departments and curriculum areas that do not have a HOD SMT and HODs identifies performance indicators for monitoring and evaluating staff performance SMT and HODs establish procedures and timetables for monitoring the implementation of the SIP	Four months from the starting date, e.g. End of December	Preparation of a draft of the first SIP reflecting (i) the agreed objectives (ii) target(s) for improvement (iii) resources needed for effective implementation of the SIP (iv) specific costs for each component of the SIP and (v) the evaluation process Development and/or establishment of whole school policies to reflect (i) the school's objectives (ii) appropiate staff development programmes (iii) a broad and ballanced curriculum (iv) management systems and (v) action plans for the effective implementation of the SIP Circulation of the draft of the first SIP to all interested parties
2. Consultation on the first SIP with all interested parties and preparation of first SIP	To revise the draft SIP to reflect the school's priorities, objectives and available resources	SMT, HODs, SIAC, Education Officer, ACEO(S)	SMT to define the TOR for the consultation process and circulate to all interested parties HODs through departmental meetings with staff, PTA and wider community representative revise their draft departmental improvement plan for SMT Individual SMT members to have oversight of a group of departments and curriculum areas that do not have a HOD SMT to prepare a revised SIP to circulate to all interested parties. HT, SIAC, R/GT Ed Officer meet to discuss and get approval for the revised SIP HT, ACEOS) meet to finalize and approve the SIP SMT documents the approved SIP and circulates to all interested parties	Four months from the starting date, e.g. End of January of the following year	SIP Approved Documentation of the approved SIP Circulation of the approved SIP to all interested parties Identification of a list of performance indicators for monitoring and evaluating the school's effectiveness in the implementation process in terms of the school's priorities and objectives

STAGE 5 - IMPLEMENTATION

An effective implementation of the SIP will be achieved if all concerned with the life of the school are stakeholders.

It is also important to ensure that each individual or group of individuals involved in the implementation process is accountable for the task(s) assigned to him/her/them.

TASK	OBJECTIVES	PERSON RESPONSIBLE	ACTIVITIES	TARGET DATES	EXPECTED OUTCOMES
Implementation of the Approved SIP	To identify individual staff and SIAC members to be responsible for specific tasks or activities To establish class visit schedules for monitoring and recording progress of the SIP To establish a framework and procedures for supporting staff development that is relevant to the SIP	All staff and SIAC members MST, HODs, SIAC SMT, HODs, SIAC	SMT consults with and assess the strengths of individual staf and SIAC members SMT and SIAC identifies the input from SIAC to the implementation of the SIP HODs consults with departmental staff and assigns targets, relevant to the SIP, for each member of the department SMT and HODs meet to discuss and establish class visit schedules for monitoring implementation of the SIP by each department SMT and HODs identifies performance indicators for evaluating staff performance	Five months from the starting date, e.g. End of February of the following year	The preparation and documentation of job descriptions for all staff members, with respect to the objectives of the SIP and targets agreed with the Headteacher on an annual basis The establishment of a system, using appropriate performance indicators, for the effective monitoring of implementation of the SIP

STAGE 6 - EVALUATION

The process of evaluation is necessary for enabling the school to determine the extent to which the SIP has been successful in achieving the objectives of the school as well as identifying those areas, which influence the school's effectiveness, that need to be improved.

TASK	OBJECTIVES	PERSON RESPONSIBLE	ACTIVITIES	TARGET DATES	EXPECTED OUTCOMES
Evaluation of the SIP in terms of the (i) achievement of the educational objectives, (ii) budgetary objectives and (iii) management systems and processes used for the implementation of the SIP	To identify those objectives of the SIP which have been achieved and the reasons for their achievement To identify areas of weakness in the implementation of the SIP and possible reasons for these weaknesses To identify areas that can or should be included in a list of priorities for school improvement	SMT, HODs, SIAC, Media Coordinator, Project Secretariat	SMT to define the TOR for the evaluation process and circulate to all interested parties SMT and SIAC to establish a format for reporting the outcomes of the evaluation by each department Individual HODs to carry out the evaluation of their department and prepare their departmental evaluation report for SMT Individual SMT members to have oversight of a group of departments and curriculum areas that do not have a HOD SMT to use individual departmental evaluation reports to prepare the whole school evaluation report and circulate to all interested parties Media Coordinator to prepare a summary of the school evaluation	Six months from the starting date, e.g. End of March of the following year	A detailed evaluation report indicating: (a) identified strengths, weaknesses and positive achievements (b) a list of recommendations that can be used to build on strengths and improve weaknesses A summary of the evaluation report Circulation of the evaluation and summary evaluation reports to all interested parties.

STAGE 7 - REPORTING

Reporting the achievements, strengths and making recommendations for further school improvement is important to all the stakeholders of the SIP and the education system as a whole. Effective communication is essential for changing the attitudes and gaining the support of parents and the wider community. The style of reporting, both orally and in writing, will need to be varied in order to reflect the needs of individual target groups.

TASK	OBJECTIVES	PERSON RESPONSIBLE	ACTIVITIES	TARGET DATES	EXPECTED OUTCOMES
Reporting the progress of the SIP	To inform the school community, wider community, SIAC, R/GT Ed. Dept., ACEO(S), Project Secretariat of the school's achievements that have resulted from the implementation of the SIP To identify recommendations for further school improvement	SMT, HODs, SIAC, Regional / GT Education Dept., ACEO(S), Media Cooridnator, Project Secretariat	SMT to establish a format for departments to report progress resulting from their implementation of the SIP SMT to make arrangements for reporting the progress of the SIP to parents, students, staff, Ed. Dept., wider community, Project Secretariat HODs to prepare their departmental progress report Individual SMT members to have oversight of a group of departments and curriculum areas that do not have a HOD SMT to prepare the whole school progress report on implementation of the SIP and circulate to all interested parties MEdia Coordinator to prepare a summary of the school's SIP progress report HT discusses the school's progress report with SIAC, Ed. Dept., ACEO(S), Project Secretariat	Seven months from the starting date, e.g. End of April of the following year	A detailed annual whole school report drawn from individual departmental reports from HODs and SMT members, on the progress of implementing the SIP A summary of the school's progress report on implementation of the SIP Circulation of the annual summary SIP progress reports to all interested parties

THE FIRST SIP and ANNUAL PLANNING CYCLE