Close-Out Activity 1 Implementing Guidelines version 15

COMMITTEE Registration (R) TASKS Responsible for the registration area Review forms required from the PHS Check participants' itinerary and reimbursement forms Prepare CAs, CPs, certificates, prizes, reimbursements Prepare exhibit area; mount posters / murals Prepare materials and supplies Prepare plenary hall, breakout rooms / areas Set up computers for registration, presentation Set up online forms (registration, internet survey, evaluation) Set up equipment (sound system, projector); ensure that sound system is working at all times REMINDERS Identify a registration area, usually near the entrance of the plenary hall Include travel forms in participants' kit Prepare in advance: metacards, templates of sudoku and crossword puzzles; print-outs of mindmaps Ensure that Edubuntu and all codecs/drivers are installed for all computers Load all slides in presentation laptop music (dance music for activities, instrumental / inspirational music for symbolic close-out) Main facilitator should meet with session facilitators before the start of the close-out and at the end of each day to prepare and adjust activities whenever necessary

Logistics SECRETARIAT (L)

Technical (T)

Facilitators (F)

Main Facilitator (MF) Direct all plenary sessions Guide the session facilitators Ensure liveliness of participants during sessions Session Facilitators (SF) Facilitate breakout sessions Assist in plenary workshops and activities Main Documenter (MD) Document the process and any deviation in the design Integrate documentation of session documenters Session Documenters (SD) Document the breakout sessions Handle photo and video coverage Prepare photo stories (slide presentation of pictures, to be shown during start of each day) Ensure readiness of all committees

PROGRAM Documenters (D)

Main documenter should meet with session documenters at the end of each day to integrate inputs and information gathered; these will be submitted to the program-in-charge and main facilitator If possible, all documentation should be submitted to MD, then to ICTO before egress One from PMO, one from SUC

Program-In-Charge

NOTE: All staff should be assigned to at least one committee. If the number of staff is adequate, only one assignment per person to ensure focus.

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DAY 0
ACTIVITY Afternoon or night Meeting TO DO'S ICTO and SUC PM: Walk-through on program and guidelines Committee assignments Reiterate tasks and ensure availability of required materials ocular inspection of plenary hall Main Facilitator: meet Session Facilitators to orient and prepare for workshops LCD projector MATERIALS STAFF All commitees

DAY 1
ACTIVITY TO DO'S MATERIALS STAFF R, L, T

8:00 10:00 Secretariat (Registration as lead; Logistics, Technical, and Arrival of participants Program to help if needed): Registration Arrival of participants expect some pax to arrive early Forms review on Day 1; while waiting, they can proceed with manual Distribution of travel and online registration and/or fill-out close-out forms (if forms (itinerary, they have not submitted yet prior to the close-out reimbursement) activity). Likewise, be prepared to receive poster/mural, Set-up of exhibit multimedia presentation from the pax. Internet utilization survey Registration both manual and online

Arrival of participants

waiting area for pax where they can sit

down

luggage area
Registration

Online to facilitate gathering of information (e.g.

Print-outs of reg form (for manual reg) Computers with internet connection Enough electrical outlets for the
computers / extension cords

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grouping for breakout sessions, health and dietary consideration for pax); retrieve food restriction to be considered in menu

Forms review

Manual with signatures of pax; per SUC (if multiple

SUCs in close-out). Manual reg is also done to comply with SUCs finance unit (liquidation)

Bond paper Brown envelope (long) Printer and extra ink

Travel reimbursement

Forms review NOTE: as finalized during the SUC PM meeting (Sept 2011), the close-out forms should have been filled out way before the close-out activity, during the SUCs final site visit to the PHS. In cases where these were not done prior to the close-out activity, please prepare copies of the following:

Print-outs: travel reimbursement form

(per SUC, if multiple SUCs in close-out run)

Reimbursement guidelines (per SUC)

Set-up of exhibit

Close-out forms print and have pax fill out (for pax
who have not filled-out and submitted these forms in advance)

Requirements checklist (per PHS)- 1 per PHS; to be

filled-out by pax, checked by SUC and verified by DOST-ICTO. SUC should organize close-out requirements per PHS (Collect documents per PHS, one brown envelope per PHS; paste requirements checklist on the back of the envelope). Requirements checklist (per SUC) consolidated checklist of requirements of all PHS assigned per SUC; to be filled out by SUC

masking tape
Internet utilization survey Computers with Internet connection Participant Kit at least a big envelope which has the following materials / forms:

Close-out ID
Ballpen Notebook itinerary of travel) Distribution of travel reimbursement form distribution on a per-SUC basis (for close-out runs with multiple SUCs; SUC to handle PHS assigned to them)

Travel reimbursement forms (RER, Close-out program

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Setup of exhibit identify area in close-out venue where the posters/murals can be mounted. Exhibit area may be either inside or outside the plenary hall. Mount the posters/murals. Internet utilization survey - Ensure that all Lab Managers or ICTCs of the PHS will accomplish this online form before the close-out activity ends. If the survey cannot be filled-out at this time, it can be rescheduled during free time of the participants. NOTE: This survey will only be accomplished by schools with active Internet connection.

10:00 10:30 Opening Program

Secretariat: Provide names of speakers to emcee Opening Program (sample) invocation national anthem welcome remarks (usually SUC official or SUC PM) introduction of main facilitator Main Facilitator:

Invocation (assign or video) National anthem (assign or video)

T, SD, Emcee

10:30 11:15 Getting To Know You (GTKY)

GTKY slides Print-outs of the Facebook (FB) profile number of copies: 1 per participant. Print extra copies. NOTE: All FB profiles should be collected and filed.

Have participants fill out the GTKY form (Facebook profile page) After filling out, request them to stand and direct to a clear area where they can play The Boat Is Sinking. The Boat Is Sinking - facilitator will ask pax to group themselves according to:

MF, SF, MD, SD

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age years in service province of origin marital status designation, etc

For each grouping, pax will share info as they have written on their Facebook profile NOTE: The last grouping will determine the group that will work on the next activity (LOE)

11:15 11:45 Leveling of Expectations, Norms (LOE)

Main Facilitator:

LOE slides metacards / zopp cards

This session is one of the most important and must be handled properly to provide a clear direction of the activities. Depending on the size of the group, the main facilitator may opt to do this in teams or individuals Ask participants to write down expectations on metacards. Color code the metacards: Color 1: expectations from close-out activity Color 2: DOST-ICTO / iSchools Project Management Office Color 3: SUC in charge Color 4: facilitators and secretariat Color 5: co-participants Tell the pax to write one idea per card (keywords only), that it should be written in a clear and concise manner, and big enough to be read from a distance.

MF, SF, MD, SD

colored strips of paper size: about 5x7 inches 5 metacards cards per pax (1 pc x 5
colors)

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Processing: group same ideas, summarize and get feedback / answer / comments from the concerned individuals or groups. 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, including the following: attendance be on time use of laptops screens down when RP / somebody is speaking in front, or when there is ongoing workshop or activity mobile phones keep in silent mode Close-out objectives (slides) PM of SUC in charge

11:45 12:00 Presentation of Close-Out Objectives 12:00 1:00 Lunch break 1:00 2:30 Main Facilitator: Team Building Activity 1 Build your own ICT4E device / Activity (1 hour) ICT-themed classroom Group per division; group small divisions together and divide big divisions, if needed. The groups will be given materials to build a model / diorama / prototype of either of the following: 1. An ICT4E device encourage the groups to invent a device that is optimally (if not perfectly) suited for a public high school. The device should be different from the existing technology being used in schools today (e.g., computers, LCD projectors, TV).

One set of the following materials for each group: Colored paper / art paper / cartolina colored markers / crayons popsicle or barbecue sticks a ball of string / yarn scissors glue masking tape

MF, SF, MD, SD, L

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2. An ICT-themed classroom have the groups build a diorama of an ICT4E-themed classroom. Encourage the participants to go beyond the traditional set-up of a computer laboratory they may also invent technology other than the existing ones conceptualize an ICT4E-themed classroom as if they have no limitations in resources Presentation (30 minutes) Have the groups present their models / dioramas. 2:30 3:30 Workshop 1: iSchools Project Goals and Objectives Main Facilitator or SUC PM: metacards manila paper, labeled as follows: MF or SUC PM, SF to assist

Group participants per division Based on their understanding, ask participant to list / enumerate iSchools Projects goal and objectives (use metacards). Have them post the metacards on a manila paper Process by grouping together similar answers Tip on processing the metacards: the group should be the one dictating which category the metacard falls under, 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.

Goals

Objectives

scissors masking tape iSchools goals and objectives (slides)

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Show the original iSchools logframe and discuss how far or near they are from the original design If they are good, commend; if not, nevermind :D Approach 1 One laptop per group; preloaded websites in laptop (both online and offline websites) Print-outs of the website checklist MF, SF, SD

3:30 5:00 Main Facilitator: Workshop 2: Presentation of the school website and library Approach 1 system (if there is reasonable number of websites and online library systems)

Group participants according to division or if any other grouping is appropriate. Each group will look at the websites of its members. A representative will be assigned to report in plenary the websites of its group members, as well as highlight additional features in the websites. The same procedure can be done for the library systems. Processing: Within each group, have pax review the website of another PHS. Have them fill out the website checklist (see Annex)

Approach 2 manila paper with the following table:

Zero -no trng, no output

With trng, no output

Approach 2 (if there are only 5 or less submitted websites and online library systems)

With trng, with output, not uploaded

With trng, with uploaded web site

With out trng, with web site

Straight 5 days or Building Blocks?

Have pax accomplish the survey by putting in the name of their PHS in the proper category ZERO, no training, no draft, no output WITH TRAINING, no draft, no output WITH TRAINING, with output but not uploaded

Names of PHS printed on strips of paper / metacard

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WITH TRAINING, uploaded
WITHOUT TRAINING, with website Additional column for multi-year closeout add additional column that will identify the training strategy the participants attended Ask those with websites to present their output in plenary

5:00 PM Gallery viewing check-in

DAY 2
ACTIVITY 8:00 8:30 Management of Learning (MOL) 8:30 10:30 Workshop 3: Issues and concerns in project implementation Main Facilitator: TO DO'S MATERIALS STAFF MF

Get insights of participants from Day 1 activities, think of a creative way to do this Approach 1: print-outs of consolidated mindmap (issues and concerns) Approach 2: print-outs of Activity sheets for MF, SF, MD, SD

Main Facilitator: Approach 1: print-outs of mindmaps Group participants per division.

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Flash mindmap of issues and concerns on LCD projector. Provide background on how the mindmap was produced. Have the participants review the consolidated mindmap (issues and concerns). Participants will review the mindmap as follows: Round 1: as individual schools What issues and concerns can your schools relate to / your schools also experience? Have participants mark or check nodes accordingly. What issues and concerns are most relevant to your schools? Have participants come up with a Top 10 list Round 2: as a DepEd division What issues and concerns are most relevant to your division? Have them produce a Top 10 list for the division as well. DepEd ICTCs will present Top 10 list of their respective divisions Workshop 3 (PHS and Division; see Annex)

Approach 2: print-outs of mindmap outline Round 1: PHS Have activity sheet no. 3 distributed to PHS Ask PHS to check issues and concerns they encounter in implementing iSchools Top 10 list - The checklist of issues and concerns has 10 categories. Have the participants rank the categories from 1 to 10. Specify an issue or concern for each category Group PHS into divisions (adjust groupings if divisions are too big / too small)

Round 2: Division

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Top 10 list have each group come up with a Top 10 list of issues and concerns for the entire group (ideally for each division)

Session Facilitators Ensure that there is discussion within the group Session Documenters: Collect mindmaps after the workshop Collect top10 list of each division and submit to Main Documenter Main Documenter: Consolidate Top 10 of all DepEd divisions 10:30 12:00 Workshop 4: Best practices Main Facilitator:

Group participants into 5 one for the lab managers, the rest count to 4 (alternative: any other appropriate grouping, as long as the lab managers are grouped as one) Group according to the categories: ICT integration in teaching and learning School administration and governance Teacher capacity building Technical sustainability Financial sustainability

Session Documenters: Ensure that this workshop is properly documented so the best practices can be shared to all the participants. Main Documenter:

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12:00 1:00 Lunch break 1:00 1:30 Presentation of Top 10 Issues and Concerns 1:30 3:00 Workshop 5: Strategies and Recommendations Main Documenter: present consolidated list divisions' top 10 issues and concerns Approach 1: Print-outs of the integrated mindmap of operations plan file from ICTO to be printed by SUC copies: 1 per PHS size: cartolina size, or as long as the map is readable; edit for printing (e.g. use desktop publishing software) Approach 2: print-outs of Activity Sheets for Workshop 5 (PHS and Division; see Annex) Paper (bond paper / cartolina) where the mindmaps / mindmap outlines will be printed Highlighters or crayons, 3 colors Workshop instructions (slide) Script for the commitment oath MF, SF MD, SD, L Consolidate documentation

Main Facilitator: Approach 1: print-outs of mindmaps Have mindmaps distributed to participants (1 mindmap per PHS) Using highlighters / crayons, ask PHS to highlight mindmap entries whether it is a process, project, or policy: Color 1: Process

Immediately doable at the school level, does

not need additional resources Color 2: Project Doable at the school level, but needs additional resources (e.g. funds, resources, equipment) Needs decision from management (DepEd Division, Region, Central) before any action can be done

Color 3: Policy

Ask participants to write down recommendations and strategies not yet included in the mindmap, and highlight these accordingly.

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Using the mindmap and their inputs as reference, ask each PHS to identify 3 recommendations / strategies that they can immediately do upon returning to their schools. Tell them to be as specific as they can. Afterwards, group participants according to division; adjust accordingly (e.g., split division if too big, combine divisions if too small). This time, ask the groups to identify 3 recommendations / strategies they can immediately do as a division.

Approach 2: print-outs of mindmap outline Round 1: PHS Have activity sheet no. 3 distributed to PHS Ask PHS to check whether the recommendations / strategies can be addressed via Process, Project or Policy Top 3 recommendations and strategies. Write down 3 recommendations and strategies that the PHS can do immediately after the close-out activity.

Round 2: Division Group PHS into divisions Have each group come up with 3 recommendations and strategies they can immediately do after the close-out activity. This will also be used for Workshop 6. MF, SF, At least 1 laptop to be used by group MD, SD assigned with ICT number software: Audacity (for audio recording), Kino (for video recording); both can be

3:00 5:00 Workshop 6: Top 3 recommendations and strategies (preparation)

Main Facilitator: Have all divisions prepare creative presentations of their 3 recommendations / strategies:

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downloaded at Ubuntu Software Center a live number could be a skit, poem, song, play, dance an ICT number participants may choose to record their number in audio or video form.

Note: most of them choose to present a live number. If this happens, assign an ICT number to at least one group. Session Documenters: Make sure that this workshop is thoroughly documented: final output lyrics, script, final written work, final audio / video output Get the 3 strategies and recommendations per division

DAY 3
ACTIVITY 8:00 8:30 Check-out Event Evaluation TO DO'S Secretariat: Have participants fill out the online evaluation form Instruct participants to claim reimbursement only after filling out the evaluation form. It is recommended that each SUC assign its own staff to distribute reimbursements for the PHS assigned to them. Call on each group to present their number / Google Google doc link (output of group assigned present Google doc) Script of commitment oath-taking MATERIALS Computers online evaluation form loaded in browsers link from ICTO STAFF R, L, T

8:30 10:00 continuation of Workshop 6: Top 3 recommendations and

Main Facilitator:

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strategies (presentation) Doc Afte each group has presented, have an SUC official (if in attendance) or the SUC PM to lead the commitment oath-taking Metacards 4 colors 1 set of metacards per pax (1 pc x 4 colors) MF, SF, MD, SD L

10:00 10:30 Teambuilding Activity 2

Main Facilitator:

This session intends to strengthen the relationship among participants belonging to the same DepEd division. Tell the participants that the next activity will be a review of their personal experiences in relation to the iSchools project Ask participants to recall relevant experiences in implementing the iSchools project, then write it down on color-coded metacards Color 1: Gains Color 2: Disappointments Color 3: Bloopers Color 4: Wishes

Remind participants to only write keywords; they will have an opportunity to share with other participants

Processing

Participants will be given 4 opportunities (equivalent to 4 rounds) to share what they wrote to the following groups Explain that per round, they will only share one metacard Remind that each participant will be given a maximum

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of 1 minute to share Groups: Round 1: by position (Lab Mgr, Principal, ICTC) Round 2: by gender Round 3: by physical trait (e.g. length of hair, body size or built Round 4: by division

For rounds 1, 2 and 3, encourage them to group with participants from other divisions in the different rounds (Rounds 1,2,3). It is okay 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 (plus additional adlib) Affirm all of them, ask them to give themselves a round of applause. Background music to invoke solemnity in the MF, SF, MD, SD, activity T

10:30 10:45 Symbolic Close-Out

Main Facilitator: Retain grouping from previous activity (grouping by division) Ask the groups to form a circle, facing each other, shoulder to shoulder.

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Tell them that the last activity is for them to show their affirmation/appreciation to/for each other. Invoke silence, ask participants to settle down; take a minute to invoke silence before proceeding. 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, English or their own dialect) it on the left shoulder of the one in front of them then whisperSALAMAT SA LAHAT NG TULONG MO (in Filipino, English, or their own dialect)

put down their right hand, raise their left hand, put

put their right and left hand on the shoulder of the

one in front of them, lightly massage the shoulder and whisper SANA MAIPAGPATULOY NATIN ANG MGA TAGUMPAY NATIN AT MATUTO TAYO SA MGA HAMON AT PAGKAKAMALI (In Filipino, English, or their own dialect) Ask them to turn around (about face), then do the same. While still in their groups, ask them to face each other, raise their hands and high-five as a group while yelling, GOOD LUCK AND MABUHAY! (or have them come up with their own team yell or chant). Congratulate and thank everybody at the end of the exercise. Certificates (CAs, CPs, certificates of commendation), duly signed Emcee, SD

10:45 12:00 Impressions from participants Emcee:

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Awarding Group Photo Distribution of CAs, CPs Lunch Travel time Impressions from participants from DepEd ICTCs, selected principals, selected lab managers ask selected speakers to share their impression of the project, of the close-out activity and their support of the project CA Certificate of Appearance signed by SUC PM CP Certificate of Participation this is issued only to participants with complete attendance signed by SUC PM and ICTO PM (photo, video), R

Awarding: certificates of commendation to PHS with complete requirements, with online websites Closing remarks from SUC PM/s and ICTO team lead

envelopes

Secretariat: Inform participants who will deliver impressions a day ahead so they can prepare CAs, CPs, certificates of commendation: Make sure that all certificates are already printed and signed. put everything in an envelope - CAs, CPs, reimbursements in separate envelope (if not yet distributed) label all envelopes with the participants name arrange alphabetically For close-out runs with multiple SUCs, distribute CAs and CPs by SUC Ensure an orderly, systematic, and fast way of doing this

ANNEX

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A B C D E F G

Website Checklist (for workshop 2, approach 1) Activity Sheet Teambuilding 1 (Sudoku Puzzle) Activity Sheet Teambuilding 1 (Crossword Puzzle) Activity Sheet Workshop 3, Approach 2 (for PHS) Activity Sheet Workshop 3, Approach 2 (for Division) Activity Sheet Workshop 5, Approach 2 (for PHS) Activity Sheet Workshop 5, Approach 2 (for Division)