5-2+Notes

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 * ** Review of agenda, Updates ** |||| **Common understanding, Identification of additional items** (** Questions/Actions are listed below in red **) ||
 * **Recording for today's meeting:**

The Chief Directors approved changing the opt-in fee for districts to .25 cents per enrolled student for the 2013-14 year. This is in response to the surplus created during the 2012-13 year. This will have an estimated cost to the system of about $125,000
 * 1. Chief Director Update**
 * The insurance company, EMC, is offering free access to districts to Safe Schools. Safe Schools offers online trainings similar to our online training system, Evan is investigating this feature from EMC. He is attempting to find out if it is for all schools in the state or just the schools that are customers of EMC.
 * We do offer trainings that EMC does not offer, these trainings are specific to the State of Iowa.
 * We do have districts that have opted out of the training system and are using Safe Schools.

The Chiefs also reviewed prospective costs for the Student Personalized Learning System. These include addition of .25 FTE for Marv Howard to oversee the new system, some one-time costs for additional programming, increased server/bandwidth considerations, and increased support. The Governance Council will be refining the dollar amounts in the upcoming weeks. The Chiefs mentioned while they are still supportive of developing this system, they would not like to do it alone. Since the system benefits many organizations, there should be some additional funding from partners. At this point, they voted to move forward presenting the system at the May 20-21 meeting and go from there.
 * Jason was supportive of this proposal. We have been asked to share this information at the Visioning Committee on May 21.
 * Marv Howard will be attempting to replicate the Online Learning System to be used by students to take online module trainings.
 * We would need to add more FTE to manage this type of system.
 * We would need some programming time, this would be tapered off over time.
 * We would need some tech support to this system.
 * Chiefs do not want to go into this alone, we would need financial support from other partners.
 * We are not committed to this project. It would be a beneficial system, but we would need to plan for this system.

The Chiefs approved the purchase of a new server (approx. $16000) to move the Moodle systems, as well as the potential to house the Student Personalized Learning System in the future.
 * The move over to the new server will be done in June.
 * Evan will be getting more information out regarding the new server to the districts. This would allow us to better serve local AEA's.
 * We would provide custom themes for districts.
 * New server should be purchased within the week.
 * Test server is up and running.

The Media Directors approved purchasing the Soft Chalk license for the 2013-14 year. The cost for the license is $2670 to cover all AEA employees, and an additional $2000 to cover all LEA employees.
 * 2. Soft Chalk**
 * Has anything been pursued for DE consultants.
 * Sue and Evan will have a conversation regarding this.
 * This the software and not the cloud.
 * It is cost prohibitive for us to purchase the cloud, it is $300 per license.
 * This is a great deal because it is typically $600 per license, we are covering the state for under $5000 per year. Not sure why this deal has been made, but Soft Chalk is honoring the agreement.

3. **Services at a Glance** As a review, take a look at the table below for a look at the services offered by the statewide system.



Gary Petersen and Linda Vann have completed work on 1) the Page B module, 2) the Page F module, and 3) the WEF Matrix module. Those can be found on the Moodle system. This concludes their work on the statewide products.
 * 4. Special Ed Professional Development** -

In my opinion, the process used by Gary and Linda to create their content (especially the WEF Matrix) was very effective. I will be visiting with the Special Ed Directors at their May meeting to look at the process used and discuss replicating that process. This includes leveraging AEA PD Online as the entity that handles expenses and assures equality amongst the system.

We will also discuss the possibility of putting the WEF Matrix training on our online system, which would include some development work over the summer.

Also, I have visited with David Happe about other projects. Over the summer, we will be placing statewide resources on Procedures Manual items on the new Moodle server (same link as above).

The Governance Council is creating a reimbursement schedule for development work. Here is our latest draft:
 * 5. Development Reimbursement** -




 * Consult** - In a course starting from scratch, an individual provides content expertise and helps gather resources and determines assessments and activities, but does not build the course directly.


 * Revise or Design** - With a pre-existing course or set of course-like materials, an individual revises the content, putting it into an appropriate format for AEA PD Online, adjusting for Iowa-specific language, adding missing components, checking for the accuracy of links, etc. OR, working with a content consultant on a new course, this person designs the course by building content within Moodle/Soft Chalk.


 * Develop** - In a course starting from scratch, an individual provides both the content expertise listed under “consult” and the instructional design expertise in "design". In other words, she does it all.

Other notes: If this is Core Work, it should be done on contract time. This would be for a different category of categorization, that being 1) something with an external money source, 2) a Director-prioritized project, or 3) something prioritized by the Online Council that is outside the scope of what the statewide staff can do.

This would be initiated by AEA PD online, not the consultant. There is an equivalency for # of days worked and a timeline for completion.
 * Next step is to the Governance Council.
 * David King said that there would need to be a written agreement and intellectual agreement stating that this is the property of the AEA PD Online System.

6. **AEA PD Online Live** April - Diigo, Agora May - COPPA? June-External Partner Events Build Intel Tools Recorded Event and lead them to the Elements courses? Build Live Recorded event for August Launch? July-External Partner Events, Intel??? Aug-launch Live! as a service

Live!: reserve for recorded, public events Admin: reserve for recordings that are private and may be embedded into courses
 * Biggest challenge is getting an email response.
 * Just posted this week is a 7 minute overview of Seminar
 * Rob is hoping to get people lined up and post information this summer around Agora.
 * He is working on obtaining and posting information around FERPA and COPPA
 * Looking for suggestions of other topics that are out there.

A reminder, our app is available at @http://myapp.is/AEAPDOnline We have had excellent traffic to our blogs and our Twitter feed recently. Below our some of our brochures for upcoming administrator meetings this spring:
 * 7. Marketing -**
 * [|Details]
 * [[file:iowaonlinelearning/aeapdonline administrator brochure2.pdf|Download]]
 * 2 MB
 * [|Details]
 * [[file:iowaonlinelearning/aeapdonline educator brochure.pdf|Download]]
 * 522 KB
 * [|Details]
 * [[file:iowaonlinelearning/aeapdonline opt-in brochure.pdf|Download]]
 * 264 KB
 * The question was raised regarding the services around the 50 cent fee that is charged to districts. Brian brought up the point that Remote Learner and content within courses that were purchased using funds from the AARA grant. These items would need to stay free to district through the duration of the grant.
 * In the past, a lot of the services have been offered for free through the AARA grant. If we begin to charge for these services, it is recommended that more discussion be held.
 * The AARA grant is no longer available, so we would need to begin charging for our services.
 * The Agora should not have been included in the fee-based information, our intention is not to keep anyone out of the system.
 * [|Details]
 * [[file:iowaonlinelearning/aeapdonline blended brochure.pdf|Download]]
 * 660 KB


 * 8. AEA PD Online: Elements (Intel)**

The sub-committee for the Elements series met on 4/23 and reviewed the current year 2 grant status, including future development and the recruitment of a cadre of teachers. The cadre of teachers will have a virtual Q&A on 5/15 at 3:00 and then a full-day planning session on 6/24. As an outcome of that meeting, the cadre will select which courses they would like to offer, and a year-round calendar for the offerings will be developed.

Year 2's funding runs through 6/30. After that time, we can apply for year 3 funds.
 * Project-Based Approaches
 * Collaboration (Sarah Moore)
 * Blended Learning (Evan Abbey)
 * UNI is a partner

9. **"Super Module"** - We will be requiring a "Connecting Your Learning" module in every online course. This will be a Soft Chalk module that can simply be added via link to the course. This would includes: 1. What’s the district/buildings initiatives? (This will be submitted into a large database, including fields of initiative title, description, and optional link, that would help individuals avoid duplication). 2. Self-assessment? What role do you play in that work? How do you think this course might help you in your district/school work? How will this course further the work? How does this work help you school reach its school improvement goals? 3. Overview of example initiatives- (Iowa Core, RTI)--community created database-title, description, link for more information 4. Reflective directions at the end asking them to make connections between the content in the course and state/district/school initiatives.

Then, instructors would be required to ask students to conduct the learning of their course with the localized professional learning. We would provide some sample forums for instructors to use, such as "Reflect on your learning for the course. Explain what you see the fit with your learning is with the Iowa Core or your local professional development efforts."

• 5/1 - Prairie Lakes AEA Superintendents (presentation) • 5/2 - Northwest AEA Superintendents (presentation) • 5/17 - Visit with Green Hills AEA leadership • 6/17 & 6/18 - TICL (booth and presentations) • 6/18 - TIC - Dubuque (booth and presentations) • 6/27-28 - Iowa ASCD competency-based education conference (?) (possibly presentations) • ***7/11-12 - iPad U (?) (possible presentations)** • ***7/25 - Google Mini-Summit (possible presentations)** • 10/4 & 10/11 - 21st Century Conference
 * 10 . Upcoming Conferences & Presentations**
 * •** *7/15-16 - Google SW Summit (possible presentations, booth)
 * • 8/6-8 - SAI (presentations, booth, possible recording for Live!)**


 * Items we are missing? Let me know so that we can get it on the calendar.** ||
 * Discussion || Current Issues, Input Sought from Council ||  ||   ||
 * **1. iEvaluate** - The information below was shared with the Instructional Service Directors, who were supportive of a re-boot.

Issues: 1. Original audience = out-of-state admin, short-term basis 2. iEvaluate being accepted for Evaluator 3 3. Instructional design was not a focus in the original design, and could be improved 4. AEA concerns over being able to run Eval 3 courses (especially AAR)

Discussion point Would it be beneficial to re-boot iEvaluate into a series of courses that would fill the need for Evaluator 3? This would include a clean-up of the original course, and adding a 2-credit AAR course and other 2-credit electives. The demand is there, as our current courses are filled with administrators.
 * We would like to have project management of the Evaluator 3 course, this would be unlike the original iEvaluate course.
 * Evan will start this discussion with Matt Ludwig

Follow-up Questions • Who are the stakeholders, other than Matt L, in this discussion? • How does SAI factor into this decision? • Would we look at an alternative pricing structure for these courses? • Who designs and teaches these courses?


 * 2. Online Council** - Roles and Responsibilities

Background: The purpose of the Online Council has changed over the years. It was originally set up to be a committee for coordination of online professional development efforts. It was asked that each AEA provide a person with the ability to allocate resources (i.e. a Director) to the group. Over time, the group morphed to provide the vision for what would become AEA PD Online, and then chose the host AEA. After the host AEA was selected, the needs of the Online Council changed, as there was now 1) dedicated statewide staff, 2) a set budget overseen by a Governance Council, and 3) direct communication with the Director Groups. In most cases, the members on the Online Council from each AEA changed to individuals without resource allocation abilities (non-Directors), and its monthly meeting format was not conducive to ongoing management.

This past year, with AEA PD Online picking up the AEA K-12 Online responsibilities, the focus of the Online Council has changed again from its original sole focus on professional development.

With all these changes, it is perhaps time we as an Online Council discussed what our role and responsibilities are. For example:

• Is its role simply to be a source of communication and feedback from the statewide effort to the local AEA? In this case, meetings should stay somewhat frequent, but membership and attendance is not as critical. • Or is it more of an internal advisory group for the AEAs, there to set yearly goals and help analyze system data? In this case, meetings could simply take place 2-3 times per year, but membership and attendance at those meetings is more critical, and the AEAs should select someone who has the authority to speak for the AEA • Or is it more of a director group for the work of AEA PD Online? In this case, meetings should maybe be more frequent, and the membership should involve Directors. • Or is it an action committee, not directing the work, but helping the statewide staff to complete the action steps? In this case, members should include individuals with allocated time and skills to work on online statewide projects.
 * What was the initial purpose of this council?
 * It was initially set up as a sharing group.
 * What decision making ability does the council have?
 * Initial decision making purpose was to get AEA PD Online off the ground. Each AEA appointed a representative to the council to have a voice in the initial decisions.
 * Currently, we are unsure what the direction of the council should be. If we do not have the ability to vote on behalf of our AEA, then we are really an advisory group.
 * Evan believes that we should still meet in the fall.
 * That meeting has been productive in setting goals and priorities for the year.
 * This is an internal advisory group.
 * Sue/Gwen would like this group to meet quarterly to keep the DE in the loop.
 * Evan would like to set up an arrangement to meet a little more often to keep the DE informed.
 * What options would best suit the AEA PD Online team to move forward?
 * It would not be updates, as it is now.
 * The Online team meets weekly to discuss current needs.
 * It is more effective than waiting a month for a decision on a need.
 * These monthly meetings seem to be a systems check and communication venue. We are not a decision making body and we seem to rehash topics monthly.
 * It is a better opportunity to ask questions.
 * We have a better perspective on the work that is being done.
 * More focused on day-to-day projects.
 * Evan sets an agenda, team members can add to it. You can attend and weigh in on the topics that are of interest to you.
 * Should this group be disbanded?
 * It is felt that the information is being effectively communicated to each AEA through other forms of communication by Evan.
 * How should we proceed?
 * Do we want to make a recommendation and send it out by email to the Advisory Group?
 * Evan will send out a Google form regarding the roles and responsibilities of this group.


 * 3. Tech Integrationists**

We would like to look at our partnership with the tech integrationists and find ways to work collaboratively on common topics. Deb Versteeg is leading the group of integrationists who serve on the Online Council in putting together a facilitated discussion with their group in May. We will have Deb briefly discuss these efforts and see if there is any feedback from the rest of the Council. Future agenda items?** ||||  ||
 * Closing || What needs to be communicated?
 * Closing || What needs to be communicated?
 * Agenda items:
 * Continue discussion regarding Roles and Responsibilities of the Council.