Data-Driven Instruction: Immediate Action Items for Teachers

1. Finalize Strategic Student Groups

Use data sources such as i-Ready, past assessments, exit tickets, and instructional reports to confirm and differentiate student groups:

- Slippables students: Near proficiency, ready to advance  

- Pushable students: Have targeted gaps that need addressing  

- Accelerating students:Ready for extension and enrichment

Ensure each group has a clear instructional focus tied to specific standards, enabling targeted instruction that meets student needs.

2. Prioritize Standards-Based Review

Start with major, anchor, or power standards, then spiral in:

- Additional clusters and supporting standards  

- Previously taught standards from earlier grades that remain relevant and assessable

Cross-check standards against current NGLS expectations to maintain alignment and ensure relevance.

3. Integrate Released Test Questions Purposefully

Utilize NYSED resources to locate test questions by standard:

- Prioritize questions from 2019 to the present that are aligned with NGLS  

- Use older questions only when they reinforce skills and align with current rigor

This will strengthen students’ familiarity with test formats and the standards they assess.

4. Instructional Look-Fors During Test-Prep Lessons

To enhance classroom implementation, lessons should consistently include:

- Explicit modeling of problem-solving strategies before student practice  

- Frequent check-ins using CFUs (cold calls, whiteboards, quick writes, partner checks)  

- Active monitoring during guided and independent work  

- Real-time instructional adjustments based on observed misconceptions

Teachers should be able to identify:

- Common student errors  

- Standards requiring immediate reteaching  

- Students who need regrouping or targeted support

Your commitment to analyzing data and aligning instruction to standards is vital for student success on the NYS assessments. Continued focus on strategic grouping, standards alignment, real-time monitoring, and purposeful use of released questions will strengthen instruction and build student confidence in both Math and ELA.

I-Ready Sprints

I-Ready Sprints are NOT assessments; they are MyPath engagement and teacher assigned lessons (based on observed gaps that the classroom teacher will have to assign). While the identified students on the attached list work on the I-Ready Sprints, plan to support the other students in small group instruction based on their needs. Students must be on the program for a minimum of 40 minutes for each subject they are identified for (see attached and there is a Math tab and an ELA tab). Ensure that students work on their scheduled I-Ready Sprints during the following times starting February 9th. Please refer to Feb. 6th email sent at 3:00pm for the list of identified students.

Data Dive Walkthrough

This week, we will be conducting a Data Dive walkthrough during your prep periods. Please be prepared to discuss and present the following items:

Data Dive Questions: 

- Current unit and student performance for:  

  - ELLs  

  - Pushables  

  - Slippables  

  - SWDs  

  - Proficient/Enrichment  

- Upcoming unit focus  

- Data tracking format  

- Most recent assessment  

- Most recent assignment with feedback to students, how is data used for groupings?  

- Housed data for upcoming report cards/PID  

Please have this information prepared. It is important to note that this is not a new expectation; these are ongoing practices that have always been part of our instructional framework. Currently, we are focusing on verifying that these practices are being consistently implemented in your planning and instruction.

Additionally, if any of these areas are challenging, use these questions as a reflection tool to inform your lesson planning and ensure effective data use within your units.

New Standard Practice: Using SmartPass for Student Passes

We heard your concerns regarding students arriving late to class, bathroom usage, water breaks and other related transition issues. In response, we purchased SmartPass to help manage these situations more effectively. Last month Ms. Smith introduced the platform to staff, and we want to emphasize that for this system to be successful, it must be actively used by everyone. Currently, we still need to write passes to the nurse due to an outdated computer system, but SmartPass is now the standard practice at CoVo for students to leave the classroom. This is our pass system, and it is not optional.

Key Reminders for Using SmartPass:

• Ensure SmartPass is open on your computer at all times. It is also helpful to have the app on your phone for notifications (similar to Dojo or attendance apps).

• Passes are limited to 2 per student per day.

• The water break is included in the pass count, please remind students.

• Students should only be on their designated floor:

  • 8th graders: 2nd floor (bathroom/water passes)

  • 6th & 7th graders: 1st floor

• The time limit for passes is adjustable suggested 3 minutes for bathroom breaks. Use the down arrow on your laptop or drag the dot with your mouse to set the duration.

• Check the Hall Monitor tab (top middle) before creating a pass.

• Remember to END the pass when the student returns, so they are not flagged as still being out.

• Passes can be created for Support Staff and the Main Office by typing the room number or name.

• If you are on Hall Duty, you must have SmartPass open and monitor who is in the hall, ensuring students have a generated pass from their class.

• If a student does not have a digital pass, please create one for them to return to their location

SMARTPASS TEACHER TRAINING- 17 MINS

SMARTPASS- ACCEPTING CLASS- 2 MINS

OFFICE/ CLERICAL / SUPPORT STAFF TRAINING- 7 MINS

Emergency Evacuation Concerns

Familiarize yourselves with the egress routes of all rooms just in case you are on a coverage during a drill or actual emergency. Please review and adhere to the expectations on the Emergency Readiness Site.

Student Behaviors

We launched the year by identifying adolescent behaviors and working to be proactive to ensure that we maximize learning. As the holidays approach, behaviors will surely escalate as our energy and tolerance diminishes. Being proactive and collaborative will ensure that we make it through the holidays and beyond. Starting Monday:

• Utilize Smartpass when granting passes to students

• Remind students of no bathroom 1st & last 10 mins of the periods, 1st, 6th, 7th, and 8th periods. 

• End class on time and line students up with the class ambassador as the leader. Stand at the door and have them state the class they're going to next and release/direct them at the same time as your colleagues. Releasing 270 kids at the same time and relying on just 4 staff members to direct them to class has not been efficient. We all have to do our part to ensure structure. 

Staff Arrival and Punctuality Reminder

As a reminder, school begins at 8:10 AM. Staff should be at their assigned posts greeting students as they arrive. You are expected to be at your post by 8:10, not walking into the office.

If you arrive late, you are required to punch in; there is no need for reminders about the punching in procedure. This is a mandatory policy that must be adhere to.

If the punch clock is not working for any reason, please inform Ms. Camille or AP Dragon so your arrival time can be recorded accurately. 

If you are running late, you must communicate this via text or phone call to AP Dragon and Ms. Camille.

Please review the Staff Handbook for additional details and ensure full adherence to these procedures.

Attendance Procedures and Recent Updates

The Attendance Team has successfully removed most of the no-show students, which has contributed to lowering our chronic absenteeism rate. Additionally, there are a handful of teachers that diligently review the daily absentee list and contact the office to correct discrepancies. Your efforts are truly appreciated.

While we have implemented several structures to minimize errors such as taking attendance twice daily, adjusting for late arrivals, and sending email reminders these issues indicate that we still need to be more vigilant. I highly recommend thoroughly reviewing the daily absentee list when it is emailed to catch and correct any discrepancies promptly.

Moving forward, any errors related to recording and taking attendance will result in a disciplinary meeting, as attendance records are legal documents vital for compliance and reporting.

Coaching Visits

As we move forward with our coaching visits, please maintain the following:

• these cycles are to improve pedagogy and are not meant to be evaluative. 

• coaching partnerships have been requested by departments during SLT, ILT and Consultation meetings. Some of these partnerships utilizes school funding while others are mandated by the district. Monitor your DOE calendars for coaching dates and adjust your pacing to ensure you are instructing instead of assessing on coaching days.

• The meaningful work occurs after the visit as you internalize the feedback and adopt the next steps/resources to your practice to improve pedagogy.

• Have 2 copies of lesson plans printed on the day of coaching visits. 

• Ensure your classrooms reflect student work, resources, etc.

Classroom observations

• As we begin our observation cycles, admin will be identifying your alignment to our instructional focus for this school year. Some of the high priority foci will include your planning as it aligns to our instructional focus, the instructional shifts, alignment to pacing calendars, your assessment/differentiation process, incorporation of state exam language as well as your granular moves to support each student as per our MTSS groupings (pushables/slippables). Additionally, the use of Dojo for rewarding students and cold call, will be considered for Domain 2: Classroom Environment.

• Review the Danielson Rubric and pay close attention to the "Critical Attributes" columns to identify the admin look fors during visits. 

Student Suspensions

We currently have a few students that are suspended. Please refer to the Suspension Document for details.

Student Movement/Hallway Protocol 

First and Last Ten Minutes: No students should be allowed to leave the classroom during the first and last ten minutes of each class period. 

Bathroom Usage: Bathrooms are not available during periods 1, 6, 7, and 8. While bathroom breaks are limited during these times, students with a genuine emergency will be allowed to leave. When students leave the classroom with a pass, they are to REMOVE their backpacks and leave them in the classroom.

Classroom Passes: Students must have a pass to leave the classroom, particularly when going to the bathroom or for water. Passes should be issued and tracked until the Smart Pass system is fully operational.

Bathroom and Water Breaks: These breaks should be limited to reduce hallway congestion. When students leave the classroom with a pass, they are to REMOVE their backpacks and leave them in the classroom.

Datadashboard & Graded+

Our 2025-26 Datadashboard has been updated with additional features to support analyzing student data. We will have PD sessions to explore the new features of the dashboard and Graded+ in the upcoming weeks. Take some time to explore some of the data and you can view the Lunch & Learn: Graded+ Instructional Video (button above) if you would like to get a jump on uploading student work and generating feedback to students. Visit your App store to download our CoVo app titled "Community Voices MS".

Pacing Calendars

The district encourages us to begin instruction right away. We understand the time needed to assess and align resources. Access the math and ELA pacing guides under Monday's expectations (right). They will be added to each department's subpages once updated.

Parent Outreach Log

Utilize the 2025-26 Parent Outreach Log (button above) to record interactions with families during your weekly mandated parent outreach times as well as during parent teacher conferences. This document will be supportive during difficult conversations with families 

Collaborative Approach to Decreasing Negative Student Behavior

As we strive to foster a positive and productive learning environment, it is crucial that we all align our efforts to decrease negative student behaviors. A consistent and unified approach can significantly enhance our classroom dynamics.

Keep the following strategies in mind:

• Communicate with Parents: Regularly call home to keep parents informed of both positive behaviors and any concerns. Gaining parent support can be instrumental in reinforcing expectations at home.

• Start and End Class on Time: Respect the schedule by beginning and concluding lessons promptly. 

• Greet and Dismiss at the Door: Stand at your door to welcome students at the beginning of class and to dismiss them at the end. This simple act helps establish a positive rapport and sets the tone for the class period.

• Limit Student Passes: Restrict the number of students leaving the classroom during instructional time. Students should not be allowed to leave the classroom during the first and last ten minutes of each class to minimize disruptions.

• Consistent Expectations: Ensure that classroom rules and expectations are clear and enforced. Reinforcement of these expectations should be done regularly.

• Positive Reinforcement: Celebrate and acknowledge positive student behaviors, both individually and collectively.

• Engaging Instruction: Provide lessons that actively engage students to reduce the likelihood of disruptive behaviors.

• Utilize Support Systems: Don’t hesitate to reach out to counselors for assistance with students who need extra support.

Dojo Point distribution

We agreed to use the Class Dojo system to reinforce positive student behaviors. Students trade in the points for various rewards throughout the school year to keep them motivated and focused on following the expectations. All teachers are expected to distribute and highlight the Dojo points to support our PBIS initiative and foster positive behaviors. It is also listed in our instructional absolutes.   

Essential Staff Reminders

Time cards: Staff members are to report to the location of their designated assignment no later than 8:10 AM regardless of whether or not they have a specific class assignment or coverage at that time. Note: Reporting for duty means reporting to the location where assigned duties are to be performed and not merely signing or clocking in. 

Per session time: Timesheets are to be turned in on the 1st and 15th of each month. 

Coverage Sheets: Must be turned in by the end of each week.

Attendance: Roster forms moving forward will be on the second column. USE PENCIL, NOT A PEN.

Teacher schedule: If you are not teaching 25 periods , you will be assigned first to help cover the classes we need for the day. 

Absences: By 6:45AM, Admin and Camille should be notified via email of your absence. As for lateness, Camille and AP Dragon should be texted.

Copies:  Must be submitted as a hard copy with a copy request, allowing at least a 48-hour (workday) turnaround. No email submissions are accepted.

ICT Planning 

The co-planning periods are designated for collaborative preparation for upcoming units and lessons, rather than focusing solely on the lesson for the immediate next day. It is essential that teachers plan one to two weeks in advance. This approach is especially crucial for subjects that follow a scripted curriculum, such as Illustrative Mathematics (IM). By planning in advance, both content and special education teachers can be aligned and confident in the lessons and activities being taught.  

ICT Planning Template 

ICT Lesson Plan