closeout implementing guidelines 9(2)

8/3/2019 Closeout Implementing Guidelines 9(2)

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Closeout Implementing GuidelinesVersion 8

THEME: "Celebrating and Continuing the Journey towards ICT Integration in Public Secondary Education"

Program Design How to do things Material resources Human resources

Day 1

8 10am

Travel time

Registration

Forms review

Distribution of travelreimbursement form

Setup of exhibit

accomplish internetutilization survey(during free time)

Online registration but always have a paper-basedbackup in case of power failure. Laptops should becharged fully too.

internet utilization survey is a piggy-back activity.Please ensure that all Lab Managers or ICTCs of thePHS will accomplish this online form before thecloseout event ends. They can do this on their freetime

exhibit area should be ready, either outside thevenue or within the venue if the walls are big enough

to accommodate posters and murals.

1. Computers with internet connection

2. online registration form3. travel reimbursement forms

4. reimbursement guidelines5. internet utilization survey form

6. posters/murals

7. website file links

8. eLibrary file

9. plans

Somebodyknowledgeable totrouble shootinternet connectionproblems and the useof google docs

Secretariat in chargeof registration

Admin staff

10-11 Opening program 10. Program design

All materials for upcoming sessions shouldbe ready by this tim

Emcee from the hostSUC

Admin staff in-chargeof logistics

11-11:30

GTKY Use the FB profile sheet, ask all participants to fill up

After filling up, request them to stand and direct to aclear area where you can play, the boat is sinkinggame

Age

years in service

province of origin marital status

designation, etcNote: The last grouping will determine the group thatwill work on the LOE.

11.FB profile sheet duplicated/printeddepending on the expected number ofparticipants. Allow extra copies

All originals should be kept in a singlefolder for easy access and reference

Main facilitator

Assistant facilitatorsshould be at thedisposal of the mainfacilitator at anytime of the day.

They should positionthemselves near theMain faci

11:30-11:50

Leveling of Expectations,Norms

This session is one of the most important and must behandled properly to provide a clear direction of theactivities.

12. 5 colors of ZOPP cards, normally 5x7inches, at least 5 pieces perparticipants per color

Main facilitator

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Depending on the size of the group, the facilitatormay opt to do this in teams or individuals

Expectations on the following must be elicit from allthe participants/teams.

1. activity2. ICTO-iSchools PMO3. SUC in charge4. Facilitators and Secretariat5. Co-participants

Normally, color-coded ZOPP cards or metacards isused to differentiate one expectations form theother.

Give enough meta/ZOPP cards to all the participants,tell them the one card, one idea concept and thatit should be written in a clear and concise manner,and big enough to be read from a distance.

Processing: group same ideas, summarize and solicitfeedback/answer/comments from the concernedpersonnel.

This is also the time to discuss norms and house rules.Be ready with one in case it does not come out fromthe participants.

13. GTKY instructions

11:50 -12

Presentation of CloseoutObjectives

14. Closeout objectives Somebody fromiSchools either thehost SUCs projectmanager or the teamleader from theiSchools PMO

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12 1 Lunch break

1 -2pm

Teambuilding activity #1 Group per Division if it is an even number,

otherwise devise ways to group them. It shouldbe an even number for each of the puzzle team

Assign all teams with an observer from the

secretariat team

Get one representative per division to choose(pick/draw lots) which puzzle their team willwork on. Two colors only --- assign a color for thecrossword, as well as for the sudoku

Create a crossword of education or iSchools

related words or Create a Sudoku puzzle

Instructions:- For those doing Sudoku, leave only 20 blank

spaces- For those doing crosswords, do only 10 down and

10 up- Allot one hour only for the entire activity,

creating and answering. Finish or not, process theactivity

Next Activity

Exchange puzzles, crossword to crossword,sudoku to sudoku. Answer them (No team shallanswer their own puzzle)

Process the last activity by asking each group toindicate actual time spent in developing andanswering the puzzles

Process further by identifying Realizations ifapplied in the normal classroom situation

15. Prelined manila paper or any big paperwith 15x15 squares for the crosswordpuzzle and 9x9 squares for the sudoku

16. Pencil for doing the draft17. marker18. separate Manila paper questions to the

crossword puzzle19. timing sheet

Group Amount of time spent indeveloping the puzzle,

indicate the puzzle name

1

2

N

20. Manila paper21. ZOPP card (one color per team)22. scissor23. masking tape

24.1 quotations or videos of 21st

education paradigm

Observers from thesecretariat team

Main facilitator toprocess the activity

1 Presentation material

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Note: supposedly, it is easier to just answer thepuzzle than to create one. Discuss the conceptof project-based learning, collaboration andsome 21st century education buzzwords

Crossword is content, while Sudoku engagesanalytical thinking

2-3 Workshop #1:

Reiterating iSchoolsProjects Goal andObjectives

Group participants per division

Ask them to elect a facilitator, a reporter and adocumenter

Based on their understanding, list/enumerateiSchools Projects goal and objectives (use zoppcard).

Process by grouping together similar answers

Tip on processing the zopp cards: the groupshould be the one dictating the category of aparticular zopp card, NOT the facilitator.

In case there are similar ideas, ask the group firstbefore joining the cards.

Summarize and connect your categories, as wellas the card.

Continue until you finish processing all cards.

Post all cards in a manila paper.

Processing:Do gallery viewing; in a counter clockwise

direction, or whatever you desire, ask one groupto move to the next group and mark items thatare also present in their work. Allocate 5minutes per rotation.

When the team is back on their original place,ask them to review what has been marked andget the top 5 common answers.

Present in plenary.

25.ZOPP cards26. Manila paper27. scissor28. masking tape

29. iSchools goals and objectives

Assign teamfacilitators toobserve how it wasdone

Main Faci to process

the plenary output

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After plenary presentation, show the originaliSchools logframe and discuss how far or nearthey are from the original design

If they are good . Commend, if not never

mind

3-5 Workshop #2: Presentationof the school website andonline library system

(group per division)

Gallery viewing

Check-in

Approach 1: if there is reasonable number ofwebsites and online library systems

Group participants according to division or asspecified by the main facilitator

Preload all presentations in one laptop. SUC-in-charge should create a single html page to list all

PHS and the links to the sites. For offline sites,SUC-in-charge should preload these. These siteswere outputs of the website developmenttraining, thus every PHS should have these.

The group facilitator is tasked to present all sitesin a concise and brief manner; the groupfacilitator should treat all sites equally and tohighlight extras in each of the sites.

1. As for the online library system, you can treatthem similar to the websites or preload allconverted library systems.

Processing:

Using manila paper, write down all PHS name inthe left most corner, divide the remaining spaceinto two label with positive remarks andconstructive criticism

Distribute 2 colors of ZOPP / meta cards to allthe participants. Label as positive remarks andconstructive criticism (negative). Explainproperly that the objective is to enhance what

30. Manila paper or similar size, write thefollowing in this format

PHS name + -

31. 2 colors of zopp cards, assign color forpositive remarks, and for the negativecriticism

32. for approach 2: manila paper with theprescribed column of information

Zero,notraining nooutput

Withtraining,nooutput

Withtraining,withoutput,not

uploaded

Withtraining,withuploadedwebs

ite

Straight 5days,Buildingblocks

33. cut out name of PHS printed in stickerpaper

Main Facilitator

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has been done.

Encourage their participation by providingfeedback to their peers website and/or librarysystem using the cards.

Approach 2: if there is only 5 or less submittedwebsites and online library systems

Ask those with websites to present their output inplenary

For others, accomplish the survey by putting inthe name of their PHS in the proper categoryo ZERO, no training, no draft, no output

o WITH TRAINING, no draft, no outputo WITH TRAINING, with output but not

uploadedo WITH TRAINING, uploaded

o Additional column for multi-year closeout

add additional column that will identify thetraining strategy the participants attended

DAY 2

8-8:30am

Management of Learning(MOL)

Get insights of participants of yesterdays activities,think of any creative way to do this

Main Faci

8:30-10:30

Workshop #3 - Identifyinglessons learned and

challenges Technical sustainability

Financial sustainability

Operationalsustainability

Group participants into 3, 6, 9 depending onthe size of the group Assign the following topics:o Technical sustainability Lab Managers,

Some DepEd ICTCo Financial sustainability Majority of

Principalso Operational sustainability Some Principals,

DepEd ICTC, SUC Teacher Ed

To elicit answers to this workshop, ask the following

34. zopp cards35. pentel pens

36. masking tape37. manila paper38. one computer loaded with Freemind or

any mind mapping tools and LCD pergroup

39. LCD projector

Note: make sure to download the Linuxversion and ENSURE that all

Session facilitators

Session documentersshould be able tocapture everything inmind map (freemind)format and presentall outputs on a percategory basis

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guide questions, choose one and improve they arebasically same in concept

Reflect and identify faults, errors, misdeeds donein implementing the project, be brief andaccurate as possible. Cite specific situations,processes, etc but NOT PEOPLE

If YOU were to ride a time machine, and will beasked to go back to the past, what are the things,situations, decisions, etc YOU will change

Given a second chance to implement the project,what changes will you implement

ZOPP card approachThen discuss

Session documenters and representative from eachteam to discuss and integrate outputs, while the restof the class is doing WS#4

In mindmap, you dont cut and paste to integrate,you need to discuss and redraw the map. Please takenote that workshop parameters only serves asguidelines, the mindmap should reflect the issues,objects that was raised

laptops/desktops to use during the eventare Linux-based.

Freemind is a freeware and you candownload it fromhttp://freemind.sourceforge.net/wiki/index.php/Download. It is a very simplesoftware that follows child and parentrelationship. To add a node, just press the key and to delete, press the key.To edit, press and in case you have a

long sentence paragraph that you want towrap, press .

Main documenter tointegrate allmindmaps with theassistance of afacilitator

10:30-12

Workshop #4 - identifyingbest/good practices

ICT integration inteaching and learning

School administrationand governance

Teacher capacitybuilding

Group participants into 5 one for the labmanagers, the rest count to 4

Assign the technical sustainability to the labmanagers, the rest is up to you

Session facilitators to encourage participants toshare their best/good practices

To elicit answers to this workshop, ask the followingquestions

40. zopp cards

41. pentel pens42. masking tape43. manila paper44. one computer loaded with Freemind or

any mind mapping tools and LCD pergroup

45. LCD projector

Session facilitators

Session documentersshould be able tocapture everything inmind map (freemind)format and presentall outputs on a percategory basis

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http://freemind.sourceforge.net/wiki/index.php/Downloadhttp://freemind.sourceforge.net/wiki/index.php/Downloadhttp://freemind.sourceforge.net/wiki/index.php/Downloadhttp://freemind.sourceforge.net/wiki/index.php/Download


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Technical Sustainability

Financial Sustainability

What new ideas, actions, projects, tasks,activities, or even policies you implemented inyour school that was supported by the schoolcommunity, something that you want to replicateand brag about

ZOPP card approachDiscuss then present in creative format

Dugtungan or collaborative short story or poemdevelopment (Use the fractured fairy taleapproach to short story writing)

Tell them to write/create their stories.Transform the zopp cards into sentences orpoetic lines

Distribute at least three (3) laptops per team

Open a google document page, Share to allmembers of the team (preferably to those withgmail account)

Collaboratively create your story/poem

Note: most of them choose to present. If thishappens, make sure that there is documentation, andsubmit to the team of documenters before presenting

Similarly, the maindocumenter shouldintegrate everythingin a single mindmap

12 -1 Lunch break

1 - 3 Plenary presentations ofworkshops 3 and 4

Ask all groups of workshop 4 (best practices) topresent their outputs. They come first and thiswill also serve as the afternoon energizer

Selected pax to present the outputs of workshop3, integrated per category

Computer + LCDSpace for the presentations of workshop 4,if needed

Main faci

Main documenter tointegrate everythingin a single mindmap

3 - 4 Workshop #5 Next StepsPlanning: Operations

Group per division

Use mindmap to define strategies in addressing46.internet connected laptops + LCD

projector per group/division

Main Facilitator

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Planning definingstrategies in

Maintaining andupgrading ICT facilities

Continuous capabilitybuilding for teachers

ICT Integration ineducation (teaching,learning, management)

the following:

Maintaining and upgrading ICTfacilities

Continuous capability building forteachers

ICT Integration in education(teaching, learning, management)

4 - 5 Plenary presentation ofworkshop 5

Present all outputs in plenary. Inform succeedingpresenters to report only what has not been

mentioned yet

The main documenter to present the integratedsingle mind map before the day ends, if possible onemindmap for outputs of workshops 3-4-5

It is very important to get the approval of theparticipants on how you categorize their answers

Main facilitator

Main documenter to

integrate everythingin a single mindmap

SOCIALS if the fund permits

DAY 3

8-8:30Checkout

Event Evaluation

Start distributing reimbursements. Since fund wasdistributed to SUCs, I suggest the SUC-Adminpersonnel to handle and distribute this to their

assigned PHS.Make sure that all CAs, CPs, Commendations areprinted and signed already!

47. CA48. CP49. Commendation Papers

50. Prizes51. reimbursement money in envelope

SUC Admin personnel

8:30 -9

Management of Learning Presentation of Integrated Lessons Learned, BestPractices, Operations Plan

Computer + LCDPrinted integrated mindmap

Main documenter ORmain facilitator

9 - 10 Workshop #6 drafting ofcluster recommendationsfor a sustainable ICT in

Using the integrated mind map, print in readableformat (normally cartolina size, you will need a

52. Readable mind map53. 4 colors of highlighters per school

Main Facilitator

Asst facilitators toassist

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education integration

What is doable at ourlevel (programmatic)

Those that requirepolicy interventions

Those that will needhigher/centralmanagement decision

Those that can beaddressed structurally

special printer for this, OR put in publisher, orany similar software, then manually cut and

paste

Print depending on the number of schools

Distribute, together with the highlighters. Assigna color per category

Ask the team (per PHS) to highlight those thatthey can do at their level, and those that theythink should be done

Make sure that all mind maps are labeled withthe name of the school

Post in a designated area

Allow some time for the pax to roam around,they may want to see how other schools did it

10 - 11 Teambuilding Activity #2:Symbolic Closeout

This session intends to bring closer divisioncoordinators, PHS and their SUC counterpartsespecially those coming from the teacher educationdepartment.

Tell the participants that as the 3-day program

comes to an end, the next activity will be a

review of their own personal experiences in

relation to the iSchools project

Distribute the set of metacards/metastrips andtell the participants that they will need these

papers and their pens for this activity.

Tell them that they will now be asked to identify,

write, then later on share these valuable

experiences to others who may have experienced

the same.

54. colored metacards or metastrips (4colors blue, green, pink, yellow orwhatever colors are available). Labeleach color as,

YELLOW gains from theiSchools Project

BLUE disappointments /frustrations/challenges from theiSchools Project

PINK - most bloopersmoments from the iSchools Project

GREEN Wishes or what doyou want to see happening afterthe project closes

Makes sure all materials are ready and hasbeen distributed to all participants prior to

Main facilitator

Note for Facilitators:You maychange/think ofother ways to groupthem for Rounds1,2,& 3, but it issuggested to group

them by Division forRound 4.

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Say that each color will correspond to a specific

instruction/kind of experience so they will be

given an instruction per colored card.

Ask them to recall the following

experiences/events/happenings/etc, and be

guided by the following (use the above stated

color guide):

Specific instructions can be given one at a time

and allow them to answer per color or give all

the instructions then give them the allotted time

to finish all the items. Tell them that they do not need to write all the

details, they can choose to write key

words/events as long as they will be able to

share them later.

Processing/Sharing

Tell the participants that the next part is the

sharing part where they will be given 4

opportunities (equivalent to 4 rounds) to share

what they wrote to 4 different groups of people.

Explain that per round, they will only share a

particular color of metacard

Tell them that when they are in their groups,

each person will be given a maximum of 1 min to

share her/his story to the rest of the group.

Encourage them also to group with people from

other Divisions in the different rounds (Rounds

announcing the instructions.-

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1,2,3).

Emphasize that they will need to listen to the

instructions so that they will know what to do.

Ask them if the instructions are clear and begin:

ROUND 1: Form groups of 5 by position (Lab

Managers, Principals, DepEd ICTC, SUC Teacher

Ed, etc.)

ROUND 2: Form groups of 6 by gender (Male &

Female)

ROUND 3: From groups of 7 by length of

hair/body size or built

ROUND 4: By Division (this is the last group

which is how they will also be grouped for the

last (affirmation) exercise.

It is ok for the participants to be noisy, let them have

fun looking for groupmates. You may even need to

use a whistle to signal the start and end of each

round.

At the end of ROUND 4, ask them how they found

the exercise. They can just shout their answers

and repeat a few of their responses.

Tell the participants that experiences both the

good and the bad hopefully helped them and will

allow them to learn valuable lessons. These

things are all part of the process and hopefully,

long after the project is done, they will not

forget that they had these moments(+other

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adlibs)

Affirm all of them, ask them to give themselves a

round of applause.

11 11:15

Affirmation / symboliccloseout

Tell them to stay with their group during Round 4

(by Division)

Ask them to find their own corner in the room

where they can form a circle, facing each other,

shoulder to shoulder.

Tell them that the last activity is for them to

show their affirmation/appreciation to/for each

other.

Tell them to face right (while in the circle), ask

them to do the following:

raise their right hand, put it on the right shoulder

of the one in front of them and whisperBUTI

NA LANG NANDITO KA... (in Filipino or English)

put down their right hand, raise their left hand,

put it on the left shoulder of the one in front of

them then whisperSALAMAT SA LAHAT NG

TULONG MO (in Filipino or English)

put their right and left hand on the shoulder of

the one in front of them, lightly massage the

shoulder and whisper SANA MA SUSTAIN NATIN

ANG MGA GAINS AT MATUTO SA MGA

CHALLENGES & MISTAKES (In Filipino or

English)

Ask them to turn around (about face), then do A

55. space big enough for the participantsand other staff to do the activity

Main Facilitator

Note for facilitators:4a-d can be a non-verbal exercise, theparticipants will dothe action (withfeelings) and thefacilitator will be theone to say themessage.

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to C again.

Then ask them to face each other as a group

(circle) raise their hands (like a high FIVE) then

say to each other ..GOODLUCK & MABUHAY,

then ask them to do the high FIVE.

Congratulate and thank everybody at the end of

the exercise and proceed to the Closing Program.

11:30 -12

Closing Remarks (AllPMs, TL of the iSchoolsPMO, DepEd ICTCs,

selected principal,selected Lab manager,selected ICTC

Photo sessions

End of Activity

Commendation

Inform your selected principal, Lab manager, ICTC,

etc at least a day in advance to prepare for this.

Tell them to share something about their impression

of the project, of the closeout activities, and their

support of the project

56.photographer Main Facilitator

12onwards

Distribution of CAs, CPs

Lunch

Travel time

Make sure everything is ready! And all names are

correct

For a multi-SUC closeouts, do it by SUC

Ensure an orderly, systematic, fast way of doing this

57. put everything in an envelope - CAs,CPs, reimbursements in separateenvelope (if not yet distributed)

58. label all envelopes with theparticipants name

59. arrange alphabetically

SUC team

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Committees and Leads:

1. Admin, Secretariat, Logistics in-charge of the registration, settingup of the exhibit, ensuring readiness of materials at least one sessionahead, checking of reimbursement forms, preparation of CAs, CPs,commendation papers, prizes, actual reimbursements, etc. Ensurereadiness of all rooms to use during the breakout sessions. A separateroom should be provided for them, preferably near the main venue

2. Technical setup all computers to use, ensure access and readinessof all online forms registration, internet survey, evaluation. Setupthe presentation laptop and projector, ensure edubuntu and allcodecs/drivers are installed for all computers that will be used forthe close-out. Ensure that Freemind (mindmap software) is alsoinstalled on all computers that will be used for the breakout sessions.

Preload all presentation materials prior to actual use. Ensure thatthere is always enough microphone. Ensure that the sound systemworks properly at ALL times.

3. Facilitators facilitate all sessions and assist the main facilitators

4. Documenters

a. Main Documentershould document the process andany deviation in the process design. The maindocumenter should also ensure proper documentation ofall sessions (plenary and breakout, especially the Q&Aportion within these sessions; these also include photoand video coverage of the close-out). The maindocumenter will also meet with session documenters atthe end of each day to integrate inputs and informationgathered and submit to the program-in-charge and mainfacilitator. Lastly, the main documenter will also preparea slide presentation of of pictures taken during the close-out, to be shown on the next day during lean time /MOL / if there is a need for an energizer.

b. Session documenters document the breakout sessions, which

will later be integrated by the main documenter. Sessiondocumenters may also assist in the photo and video coverageof the close-out activity, as well as in the preparation ofphoto story (slide presentation of pictures taken during theclose-out)

Both main and session documenters should have a workingknowledge of a mindmap software application (Freemind). Themain documenter should also document the process and anydeviation in the design.

5. Main Facilitator direct all plenary sessions, guide the session

facilitators and ensure the liveliness of participants during sessions.Inject energizers whenever necessary.

6. Program In-Charge ensure readiness of all committees (PMO teamlead and SUC team lead)

Note: All members of the secretariat should belong to a committee. If thenumber of staff is adequate, only one assignment should be given per personto ensure focus.

closeout implementing guidelines 9(2)

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