Closeout Implementing Guidelines 9

Closeout Implementing Guidelines
Version 8 THEME: "Celebrating and Continuing the Journey towards ICT Integration in Public Secondary Education"
Program Design
Day 1 8 10am Travel time Registration Forms review Distribution of travel reimbursement form Setup of exhibit accomplish internet utilization survey (during free time)
How to do things
Online registration but always have a paper-based backup in case of power failure. Laptops should be charged fully too. internet utilization survey is a piggy-back activity. Please ensure that all Lab Managers or ICTCs of the PHS will accomplish this online form before the closeout event ends. They can do this on their free time exhibit area should be ready, either outside the venue or within the venue if the walls are big enough to accommodate posters and murals.
Material resources
1. Computers with internet connection 2. online registration form 3. travel reimbursement forms 4. reimbursement guidelines 5. internet utilization survey form 6. posters/murals 7. website file links 8. eLibrary file 9. plans
Human resources
Somebody knowledgeable to trouble shoot internet connection problems and the use of google docs Secretariat in charge of registration Admin staff
10-11
Opening program
10. Program design All materials for upcoming sessions should be ready by this tim
Emcee from the host SUC Admin staff in-charge of logistics Main facilitator Assistant facilitators should be at the disposal of the main facilitator at any time of the day. They should position themselves near the Main faci
1111:30
GTKY
Use the FB profile sheet, ask all participants to fill up After filling up, request them to stand and direct to a clear area where you can play, the boat is sinking game Age years in service province of origin marital status designation, etc Note: The last grouping will determine the group that will work on the LOE. This session is one of the most important and must be handled properly to provide a clear direction of the activities.
11. FB profile sheet duplicated/printed

depending on the expected number of participants. Allow extra copies All originals should be kept in a single folder for easy access and reference
11:3011:50
Leveling of Expectations, Norms
12. 5 colors of ZOPP cards, normally 5x7 inches, at least 5 pieces per participants per color
Main facilitator

Program Design How to do things
Depending on the size of the group, the facilitator may opt to do this in teams or individuals Expectations on the following must be elicit from all the participants/teams. 1. activity 2. ICTO-iSchools PMO 3. SUC in charge 4. Facilitators and Secretariat 5. Co-participants Normally, color-coded ZOPP cards or metacards is used to differentiate one expectations form the other. Give enough meta/ZOPP cards to all the participants, tell them the one card, one idea concept and that it should be written in a clear and concise manner, and big enough to be read from a distance. Processing: group same ideas, summarize and solicit feedback/answer/comments from the concerned personnel. This is also the time to discuss norms and house rules. Be ready with one in case it does not come out from the participants. 11:50 12 Presentation of Closeout Objectives
Material resources
Human resources
13. GTKY instructions
14. Closeout objectives
Somebody from iSchools either the host SUCs project manager or the team leader from the iSchools PMO

Program Design
12 1 1 -2 pm Lunch break Teambuilding activity #1
How to do things
Material resources
15. Prelined manila paper or any big paper with 15x15 squares for the crossword puzzle and 9x9 squares for the sudoku 16. Pencil for doing the draft 17. marker 18. separate Manila paper questions to the crossword puzzle 19. timing sheet Group Amount of time spent in developing the puzzle, indicate the puzzle name 1 2 N 20. 21. 22. 23. Manila paper ZOPP card (one color per team) scissor masking tape 24. 1 quotations or videos of 21st education paradigm
Human resources
Observers from the secretariat team Main facilitator to process the activity
Group per Division if it is an even number, otherwise devise ways to group them. It should be 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 will work on. Two colors only --- assign a color for the crossword, 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 the activity Next Activity Exchange puzzles, crossword to crossword, sudoku to sudoku. Answer them (No team shall answer their own puzzle) Process the last activity by asking each group to indicate actual time spent in developing and answering the puzzles Process further by identifying Realizations if applied in the normal classroom situation
1
Presentation material

Program Design How to do things Material resources Human resources
2-3 Workshop #1: Reiterating iSchools Projects Goal and Objectives
Note: supposedly, it is easier to just answer the puzzle than to create one. Discuss the concept of project-based learning, collaboration and some 21st century education buzzwords Crossword is content, while Sudoku engages analytical thinking Group participants per division Ask them to elect a facilitator, a reporter and a documenter Based on their understanding, list/enumerate iSchools Projects goal and objectives (use zopp card). Process by grouping together similar answers Tip on processing the zopp cards: the group should be the one dictating the category of a particular zopp card, NOT the facilitator. In case there are similar ideas, ask the group first before joining the cards. Summarize and connect your categories, as well as 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 group to move to the next group and mark items that are also present in their work. Allocate 5 minutes per rotation. When the team is back on their original place, ask them to review what has been marked and get the top 5 common answers. Present in plenary.
25. ZOPP cards

26. Manila paper 27. scissor 28. masking tape 29. iSchools goals and objectives
Assign team facilitators to observe how it was done Main Faci to process the plenary output

After plenary presentation, show the original iSchools logframe and discuss how far or near they are from the original design If they are good . Commend, if not never mind Approach 1: if there is reasonable number of websites and online library systems Group participants according to division or as specified by the main facilitator Preload all presentations in one laptop. SUC-incharge 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 sites were outputs of the website development training, thus every PHS should have these. The group facilitator is tasked to present all sites in a concise and brief manner; the group facilitator should treat all sites equally and to highlight extras in each of the sites. 1. As for the online library system, you can treat them similar to the websites or preload all converted library systems. Processing: Using manila paper, write down all PHS name in the left most corner, divide the remaining space into two label with positive remarks and constructive criticism Distribute 2 colors of ZOPP / meta cards to all the participants. Label as positive remarks and constructive criticism (negative). Explain properly that the objective is to enhance what
Material resources
Human resources
3-5
Workshop #2: Presentation of the school website and online library system (group per division) Gallery viewing Check-in
30. Manila paper or similar size, write the following in this format PHS name + -
Main Facilitator
31. 2 colors of zopp cards, assign color for positive remarks, and for the negative criticism 32. for approach 2: manila paper with the prescribed column of information Zero, no traini ng no outp ut With traini ng, no outp ut With traini ng, with outp ut, not uplo aded With traini ng, with uplo aded webs ite Strai ght 5 days, Build ing block s
33. cut out name of PHS printed in sticker paper

has been done. Encourage their participation by providing feedback to their peers website and/or library system using the cards.
Material resources
Human resources
DAY 2 88:30am 8:3010:30
Management of Learning (MOL) Workshop #3 - Identifying lessons learned and challenges Technical sustainability Financial sustainability Operational sustainability
Approach 2: if there is only 5 or less submitted websites and online library systems Ask those with websites to present their output in plenary For others, accomplish the survey by putting in the name of their PHS in the proper category o ZERO, no training, no draft, no output o WITH TRAINING, no draft, no output o WITH TRAINING, with output but not uploaded o WITH TRAINING, uploaded o Additional column for multi-year closeout add additional column that will identify the training strategy the participants attended Get insights of participants of yesterdays activities, think of any creative way to do this
Main Faci
Group participants into 3, 6, 9 depending on the size of the group Assign the following topics: o Technical sustainability Lab Managers, Some DepEd ICTC o Financial sustainability Majority of Principals o Operational sustainability Some Principals, DepEd ICTC, SUC Teacher Ed
34. 35. 36. 37. 38.
zopp cards pentel pens masking tape manila paper one computer loaded with Freemind or any mind mapping tools and LCD per group 39. LCD projector Note: make sure to download the Linux version and ENSURE that all
Session facilitators Session documenters should be able to capture everything in mind map (freemind) format and present all outputs on a per category basis
To elicit answers to this workshop, ask the following

guide questions, choose one and improve they are basically same in concept Reflect and identify faults, errors, misdeeds done in implementing the project, be brief and accurate as possible. Cite specific situations, processes, etc but NOT PEOPLE If YOU were to ride a time machine, and will be asked 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 approach Then discuss Session documenters and representative from each team to discuss and integrate outputs, while the rest of the class is doing WS#4 In mindmap, you dont cut and paste to integrate, you need to discuss and redraw the map. Please take note that workshop parameters only serves as guidelines, the mindmap should reflect the issues, objects that was raised Group participants into 5 one for the lab managers, the rest count to 4 Assign the technical sustainability to the lab managers, the rest is up to you Session facilitators to encourage participants to share their best/good practices To elicit answers to this workshop, ask the following questions
Material resources
laptops/desktops to use during the event are Linux-based. Freemind is a freeware and you can download it from http://freemind.sourceforge.net/wiki/inde x.php/Download. It is a very simple software that follows child and parent relationship. To add a node, just press the <insert> key and to delete, press the <del> key. To edit, press <F2> and in case you have a long sentence paragraph that you want to wrap, press <alt+enter>.
Human resources
Main documenter to integrate all mindmaps with the assistance of a facilitator
10:3012
Workshop #4 - identifying best/good practices ICT integration in teaching and learning School administration and governance Teacher capacity building
40. 41. 42. 43. 44.
zopp cards pentel pens masking tape manila paper one computer loaded with Freemind or any mind mapping tools and LCD per group 45. LCD projector
Session facilitators Session documenters should be able to capture everything in mind map (freemind) format and present all outputs on a per category basis

Program Design
Technical Sustainability Financial Sustainability
How to do things
What new ideas, actions, projects, tasks, activities, or even policies you implemented in your school that was supported by the school community, something that you want to replicate and brag about
Material resources
Human resources
Similarly, the main documenter should integrate everything in a single mindmap
ZOPP card approach Discuss then present in creative format Dugtungan or collaborative short story or poem development (Use the fractured fairy tale approach to short story writing) Tell them to write/create their stories. Transform the zopp cards into sentences or poetic lines Distribute at least three (3) laptops per team Open a google document page, Share to all members of the team (preferably to those with gmail account) Collaboratively create your story/poem
Note: most of them choose to present. If this happens, make sure that there is documentation, and submit to the team of documenters before presenting 12 -1 1-3 Lunch break Plenary presentations of workshops 3 and 4
3-4
Workshop #5 Next Steps Planning: Operations
Ask all groups of workshop 4 (best practices) to present their outputs. They come first and this will also serve as the afternoon energizer Selected pax to present the outputs of workshop 3, integrated per category Group per division Use mindmap to define strategies in addressing
Computer + LCD Space for the presentations of workshop 4, if needed
Main faci Main documenter to integrate everything in a single mindmap Main Facilitator
46. internet connected laptops + LCD

projector per group/division

Program Design
Planning defining strategies in Maintaining and upgrading ICT facilities Continuous capability building for teachers ICT Integration in education (teaching, learning, management) 4-5 Plenary presentation of workshop 5
How to do things
the following: Maintaining and upgrading ICT facilities Continuous capability building for teachers ICT Integration in education (teaching, learning, management)
Material resources
Human resources
Present all outputs in plenary. Inform succeeding presenters to report only what has not been mentioned yet The main documenter to present the integrated single mind map before the day ends, if possible one mindmap for outputs of workshops 3-4-5 It is very important to get the approval of the participants on how you categorize their answers
Main facilitator Main documenter to integrate everything in a single mindmap
SOCIALS if the fund permits DAY 3 8-8:30 Checkout Event Evaluation Start distributing reimbursements. Since fund was distributed to SUCs, I suggest the SUC-Admin personnel to handle and distribute this to their assigned PHS. Make sure that all CAs, CPs, Commendations are printed and signed already! Presentation of Integrated Lessons Learned, Best Practices, Operations Plan 47. 48. 49. 50. 51. CA CP Commendation Papers Prizes reimbursement money in envelope SUC Admin personnel
8:30 9 9 - 10
Management of Learning Workshop #6 drafting of cluster recommendations for a sustainable ICT in
Computer + LCD Printed integrated mindmap 52. Readable mind map 53. 4 colors of highlighters per school
Main documenter OR main facilitator Main Facilitator Asst facilitators to assist
Using the integrated mind map, print in readable format (normally cartolina size, you will need a

Program Design
education integration What is doable at our level (programmatic) Those that require policy interventions Those that will need higher/central management decision Those that can be addressed structurally
How to do things
special printer for this, OR put in publisher, or any similar software, then manually cut and paste Print depending on the number of schools Distribute, together with the highlighters. Assign a color per category Ask the team (per PHS) to highlight those that they can do at their level, and those that they think should be done Make sure that all mind maps are labeled with the 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
Material resources
Human resources
10 - 11
Teambuilding Activity #2: Symbolic Closeout
This session intends to bring closer division coordinators, PHS and their SUC counterparts especially those coming from the teacher education department. 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 and tell 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 (4 colors blue, green, pink, yellow or whatever colors are available). Label each color as, YELLOW gains from the iSchools Project BLUE disappointments / frustrations/challenges from the iSchools Project PINK - most bloopers moments from the iSchools Project GREEN Wishes or what do you want to see happening after the project closes Makes sure all materials are ready and has been distributed to all participants prior to
Main facilitator Note for Facilitators: You may change/think of other ways to group them for Rounds 1,2,& 3, but it is suggested to group them by Division for Round 4.
10

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.
Material resources
announcing the instructions. -
Human resources
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
11

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: Female) Form groups of 6 by gender (Male &
Material resources
Human resources
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) 11 11:15 Affirmation / symbolic closeout Affirm all of them, ask them to give themselves a round of applause. 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 participants and other staff to do the activity Main Facilitator Note for facilitators: 4a-d can be a nonverbal exercise, the participants will do the action (with feelings) and the facilitator will be the one to say the message.
Material resources
Human resources
13

to C again.
Material resources
Human resources
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 (All PMs, TL of the iSchools PMO, DepEd ICTCs, selected principal, selected Lab manager, selected ICTC Photo sessions End of Activity Distribution of CAs, CPs Lunch Travel time
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 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
56. photographer
Main Facilitator
12
onwards
57. put everything in an envelope - CAs, CPs, reimbursements in separate envelope (if not yet distributed) 58. label all envelopes with the participants name 59. arrange alphabetically
SUC team
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Committees and Leads:
b. Session documenters document the breakout sessions, which

will later be integrated by the main documenter. Session documenters may also assist in the photo and video coverage of the close-out activity, as well as in the preparation of photo story (slide presentation of pictures taken during the close-out) Both main and session documenters should have a working knowledge of a mindmap software application (Freemind). The main documenter should also document the process and any deviation in the design.
1. Admin, Secretariat, Logistics in-charge of the registration, setting

up of the exhibit, ensuring readiness of materials at least one session ahead, checking of reimbursement forms, preparation of CAs, CPs, commendation papers, prizes, actual reimbursements, etc. Ensure readiness of all rooms to use during the breakout sessions. A separate room should be provided for them, preferably near the main venue
2. Technical setup all computers to use, ensure access and readiness

of all online forms registration, internet survey, evaluation. Setup the presentation laptop and projector, ensure edubuntu and all codecs/drivers are installed for all computers that will be used for the close-out. Ensure that Freemind (mindmap software) is also installed on all computers that will be used for the breakout sessions. Preload all presentation materials prior to actual use. Ensure that there is always enough microphone. Ensure that the sound system works properly at ALL times.
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 team

lead and SUC team lead) Note: All members of the secretariat should belong to a committee. If the number of staff is adequate, only one assignment should be given per person to ensure focus.
3. Facilitators facilitate all sessions and assist the main facilitators

4. Documenters
a. Main Documenter should document the process and

any deviation in the process design. The main documenter should also ensure proper documentation of all sessions (plenary and breakout, especially the Q&A portion within these sessions; these also include photo and video coverage of the close-out). The main documenter will also meet with session documenters at the end of each day to integrate inputs and information gathered and submit to the program-in-charge and main facilitator. Lastly, the main documenter will also prepare a slide presentation of of pictures taken during the closeout, to be shown on the next day during lean time / MOL / if there is a need for an energizer.

Closeout Implementing Guidelines 9

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Closeout Implementing Guidelines

11. FB profile sheet duplicated/printed

Leveling of Expectations, Norms