Clarifying+C3+01+23+08

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 * From:** Fischer Troy
 * Sent:** Wed 1/23/2008 5:05 PM
 * To:** Azoulay Celine; Bader Teresa; Bracco Winnie L; Feaster Barbara; Lindsay Crystal; Nielsen Lisa
 * Cc:** Hendrix Jemimah; Kupinse Jennifer; Leahy James; Levine Susan; Woods Nancy; Mazza Christine; McDermott James; Burt Shelley; Reynolds Amy; Barlas Mitchell; Edwards Valrie
 * Subject:** Clarifying C3

Dear Directors,

I’ve heard your concerns regarding the Course Coordinator Council (C3) meetings and deliverables. I want to reiterate the purpose of the C3 as well as clarify the work of the committee that comes as a result of my directives. C3 was established as a working committee to assist me in establishing a level of standardization, coordination and collaboration around OIT goals and programs. Each director was asked to appoint one representative to this committee, I appointed two; primary to do most of the heavy lifting and because of their different roles in my office. I fully trust and support your work as well as the representatives of your work. In fact, the C3 doesn’t create work but is in place to ensure a level of transparency is in place for sharing your work, across OIT. C3’s work, primarily recommendations to me; should be made with the best interest of OIT as a whole. I understand that it would be easier to not function this way, but remember OIT efforts are not simply focused on a particular program, or borough; but rather on all programs, city-wide. My expectation is that you will continue to lend your support to this working committee. As I have discussed with the committee members, they are all representatives and the decision making process happens at the director’s level, while the details are considered at the committee level. In short, if all play their respective positions, in a respectable manner, (all that have been invited to the table belong there) then the process can go smoothly. To this end, all coursework is to go through this committee. The committee is to make recommendations of all coursework within a week of its submission.

To assist in achieving a more positive working environment going forward please share and discuss this email with your representative(s). I ask that all parties work in the best interest of the plan I have put in place to serve the Teaching and Learning community. You will have an opportunity to evaluate OIT’s solutions prior to next year’s operation, however for now I need your FULL support. OIT must be seen as one fully functional unit that is focused on results. Anything less begins to compromise all of our efforts. Below are the current issues/recommendation presented by the council. My decisions directly follow.


 * __C3 Issues, Recommendations and Decisions__**
 * Issue:** How are C3 members charged? How are BDs looped in?
 * Recommendation:** Troy to clarify
 * Decision:** This email will serve to clarify current issues (see above). In addition, as a result of Monday BD con calls; we will determine which issues are charged to the committee. Following each C3 meeting, a summary will be published and sent to BDs and the C3. It is the job of the BDs to determine how they will communicate with their ADs to receive an update on what takes place at these meetings.


 * Issue:** Council Meetings
 * Recommendation:** Currently meetings occur at weekly on Tuesdays from 2:00 – 3:30 and once a month for a full day.
 * Decision:** I am supportive of this schedule and would encourage C3 to utilize additional meeting options. A representative or designee is required to attend all meetings.


 * Issue:** PD Summary Documentation required by the Deputy Chancellor
 * Recommendation:** Clarity is needed regarding the utilization of PD documentation forms.
 * Decision:** As agreement with the Deputy Chancellor’s office, OIT will update its monthly report to reflect any additional information. As a result, OIT will ensure increased accuracy in acquiring participant data and evaluations electronically and will be able to present Protraxx and survey Monkey results in lieu of the PD summary documents. Nancy will send the updated monthly report shortly.

Each program will use a secure Google doc to capture all citywide per session activity for Troy’s signature. Course Coordinators will indicate positions for which they are hiring in column H of the "Position" tab of the OIT Interview Document and place interview responses in the “Candidates” tab. Once a program has candidates they would like to hire they will alert Troy via email. Each Tuesday Troy will review the names in the "Position" tab and approve or disapprove hiring of candidates via email and place comments on the “Position” tab where he will place comments in column I and approvals in column J.
 * Issue:** All per session activities need to be approved by the Senior Director
 * Recommendation:**
 * Decision:** I am supportive of this recommendation. Also, per session preparation (pre-time) must be in line with the SOPM. Will discuss further with directors.


 * Issue:** Tech Liaison Meetings
 * Recommendation:** Troy to clarify
 * Decision:** All data regarding tech liaison meetings must reside in Protraxx. Further, all Tech Liaison meeting information must reside in one place to share with SSO as discussed in the partnership mtg. Since BDs have indicated the wide use of Teri's focus and format, this information needs to be consolidated for SSOs that span boroughs. Teri will work with Lisa to position within iSite.


 * Issue:** Material Creation
 * Recommendation:** The Council was tasked with standardizing OIT PD material so that classes had a common look and feel for class components such as facilitator guides, agendas, blogs, wikis, etc. Programs have already created materials following their own way and do not want to redesign their work.
 * Decision:** Relevant documentation needs to be shared in order for others to teach courses. C3 should concentrate on developing the criteria for relevant documentation for capacity building.

Recommending procedures for ensuring the accuracy of participant data and evaluation completion/submission. Standardizing PW Submissions, new form from T&L communications Standardizing OIT Consultation form
 * __As a result of our last BD con call, the C3 is charged with:__**

___ Office of Instructional Technology NYC Department of Education 52 Chambers St., N.Y., N.Y. 10007 Voice 212.374.5342 Facsimile 212.374.5591
 * Troy Fischer**