On this page can be found information regarding the UnaMesa Academy AICRC project.
Membership in this site is by invitation and only members are able to make changes however the pages here can be viewed by the public.

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Background on AICRC and UnaMesa

American Indian Child Resource Center (AICRC) is interested in optimizing their processes by digitizing the paper forms currently being used for information gathering. The UnaMesa Association will guide them through this process, making tools available to them and helping to tailor these tools to AICRC's particular needs. The tools and training will be provided through the UnaMesa Academy - an educational program set up by UnaMesa.

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AICRC Academy Program

The first meeting between AICRC participants and the UnaMesa Academy trainers took place on Monday, Oct. 20th, 2008 at the AICRC facilities.
The second meeting will take place on Friday, Oct. 24th, 2008.

Participants

The Director
Case Management Staff - 2 persons
Tutor Supervisor
Volunteer

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IEC TiddlyWiki 'starter' document:

Click on the following link to download a copy of the IEC TiddlyWiki starter document to your computer: aicrc.html v0.1.6

Release notes for version: 0.1.6:

• in Narrative form, added activity checkboxes for "Colleges/Careers", "Technology", "Youth Leadership", and "Other" (with accompanying fill-in field). Replaced "Walking", "Running", "Sailing", and "Intramural Sports" with single "Physical Education / Sports" checkbox.

Release notes for version: 0.1.5:
incorporates changes discussed during IEC Academy session held on Friday 10/24/08, as well as additional enhancements based on post-session feedback (mostly from Paul Lamb), including:

• added "QuickEdit toolbar" for easier formatting when editing wiki-styled content (such as the Instructions tiddler)
• added Email Address to Parent/Other Contact info in Enrollment form
• added ability to rename Narrative title (default is still current day/date)
• narrative droplist (in main menu) is now sorted by date, most recent first
• when "Student Information" has been entered, student name is now displayed in upper-right corner of page header. Clicking student name will display Student Information tiddler (if not already displayed, of course).
• the "revision information" displayed at the bottom of the main menu is now a special "check for updates..." command link that automatically retrieves and installs updates to the document by directly importing them from the 'distribution file' posted above. You just click the link... the rest of the process happens by itself: your document is compared with the online version, and anything that is newer is imported into your copy so that it will be brought up-to-date with the latest fixes and enhancements. Note: when new/updated tiddlers are installed, you will need to save-and-reload the file for them to take effect before you continue working with that document.

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Forms

ALL of the forms used by the Indian Education Center at AICRC are here: http://private.projects.unamesa.org/AICRC+forms.
( should these forms be made available on this wikispace also?)

Student Files/Forms - current process

There is one file per student.

There are four types of documents in a student file:
1. Annually Updated forms
a. Enrollment Form (paper) (Oakland Indian Education Center Enrollment Form.pub)
b. Emergency Contact (paper) (Oakland Indian Education Center Emergency Form.pub)
c. Rights & Responsibilities (paper) (Oakland Indian Education Center Rights Responsibilities.pub)
d. Student Plan of Action (paper) (Student Success Plan.doc)

2. Daily Updated Forms
a. Narrative, Paper (daily reports from Tutors. Each tutor has about ten students in thier caseload. Content is basically the activities in which the student participated and how many hours were spent.) (New Narrative.doc)
b. Case Management Notes, Paper (Daily or weekly notes made by Program Staff. CM Notes are CONFIDENTIAL, for IEC Staff. These notes are NOT shared with parents or Tutors. Content is basically student performance, behavior, and learning. Staff often RED FLAG student files that required follow up or extra attention. A different Staff member may do the follow up.) (Case Management Notes.doc)
Case Managers document contact with parents, teachers, counselors etc. (paper) (Staff Daily Log Sheet.doc)

3. Evaluation Forms
a. Student evaluates IEC programs (paper) (youth08-09.tmp)
b. Parents evaluate IEC programs (paper) (AICRCparent10+tempREX.doc)
c. Tutors Evaluate Student Participating in IEC Programs. (paper) (AICRCstaff10+tempREX.doc)

4. Scanned Documents (I don't have samples of these forms)
a. Individual Education Plan (IEP). This document comes from the student's school.
b. Report Cards. These come from the student's school.
c. STAR Test Results. These scores come from the student's school.
d. Federal 504 forms (certifies that child is Indian, for funding purposes)

Indian Education Center (IEC) Forms

Reporting Student Participation
The Indian Education Center also has Reporting Forms, which tally information from the Daily Updated Forms for Internal Purposes (AICRC) and per Funder's requirements. In general, Funders require IEC to track the number of students who participate, the number of hours each student participates, and the number of hours in which students participate in specific activities. All of the tallying and reporting is done in Excel.

Currently, one IEC Staff member hand tallies student participation using daily "student sign in sheets." The Activity Schedule is fixed, so she knows if a student signed in that day then they participated in the day's scheduled activities.
She has one Excel spreadsheet for each student (digital) (Blank: OFCY individual student tally.xls; Sample: KH-Sept08.xls).
She then aggregates the individual spreadsheets (again, by hand!) to the Funders reporting spreadsheets (digital) (Copy of 0708 SOW and Reporting Workbook.xls; Copy of AICRC Year End Report 0708.xls).

Currently, IEC Staff do not have the time to hand-tally on a more frequent basis, but see the value of monitoring student participation fluxuations. IEC Staff are considering whether it makes sense to produce tallies by week/month/quarter/year, or by Fall/Spring/Summer/Annual. Nitana would prefer the tallies to be generated using the check boxes on the Tutor's Daily Narrative forms. I'm attaching these tally spreadsheets to this email.

Parents
Currently, staff print Progress Reports for parents (one/semester). Staff would love to make email reports an option for parents. (They will discuss this at the next Parent meeting.) Staff would love to create Progress Reports for parents every six weeks, to coincide with school progress reports. This could be something simple like a TWForm feature that simply exports the relevant tiddlers from the student's TWFile as "Parent Progress Report."

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Workflow

There are currently 60 cases that the IEC oversees. Approximately 35 of these students are daily participants in programming.

A Student File begins with the Enrollment Form. This is the primarily location of student information. I'm thinking it makes the most sense to start the Academy with this form, and then add the Case Management and Tutor Narrative pieces. Please let me know if you think differently.

Each student file also has an Emergency Contact Form and a Rights & Responsibilities form. As these documents are updated annually, and were just done at the start of the school year, I'm thinking that these documents might be good projects for later training IEC staff how to create their own forms. These types of forms are common among agencies, so might also make good multi-org-training projects. Please let me know what you think.

Students are brought to AICRC from school. Students sign in on a paper sign in sheet (staff likes the idea of someday going digital with this). Students engage in two hours of tutoring, plus the day's scheduled activities. Tutors complete the Narrative forms for each student daily (or are supposed to; sometimes they wait till the end of the week). Case Managers spend school-hours conferring with teachers, schools, and school counselors to monitor student progress. Case Managers log these contacts on the Staff Daily Log Sheet (paper)(Staff_Daily_Log_Sheet.doc). Case Managers review student IEC files, monitor Tutoring progress, and flag files for follow-up. Case Managers make their notes daily on the Case Management Notes form (paper)(Case_Management_Notes.doc).