Documentation required

Policy summary Policy statement More information and specifications

Documentation required

Policy summary

Certified eMINTS Instructional Technology Specialists or PD4ETS participants who are not members of eMINTS staff and who are providing professional development for official eMINTS or eMINTS4All teachers must submit documentation of professional development sessions and classroom visits to the eMINTS National Center.

Policy statement

Certified eMINTS Instructional Technology Specialists or PD4ETS participants who are not eMINTS staff members and who are providing professional development for official eMINTS or eMINTS4All teachers must provide the following documentation annually to the eMINTS National Center:

• Program and participant information (by August 1)
• Module Use Agreement (by September 30)
• Professional development schedule for the upcoming year (by September 30) – Do not schedule sessions or have sessions until approval has been received.
• First semester professional development schedule with dates of completed sessions (between January 1 and January 15)
• Year-end professional development schedule with dates of completed sessions (within ten business days of the last session)
• Classroom visit schedules – First semester (between January 1 and January 15) and Year-end (within ten business days of the last session)

Provision of the documentation is necessary to establish program fidelity and to document approved uses of eMINTS copyrighted materials.

In the event documents are not received by the deadlines indicated, the PD4ETS participant or eMINTS Instructional Specialist will receive a reminder by e-mail or phone. If documents are not received within ten business days of the reminder, district administration or the supervisor of the PD4ETS participant or Instructional Specialist will be contacted. Failure to post documents may result in loss of module access and affect the status of teachers to be designated as official eMINTS or eMINTS4All teachers.

More information and specifications

eMINTS staff will provide the proper forms for the documentation of professional development and classroom visits. The following documents should be submitted annually by the indicated deadlines:

1. Program and Participant Information

All districts/organizations must submit complete information about their eMINTS project team and program participants no later than August 1 each year. Please send information as soon as it is available. Current correct contact information is essential to providing participants' access to eMINTS services such as eThemes and for communication with the eMINTS National Center office.

2. Module Use Agreement

Certified eMINTS Instructional Specialists and PD4ETS participants planning to use eMINTS professional development modules are required to submit a Module Use Agreement by September 30 specifying how modules will be used in the upcoming year. The Agreement asks implementators to state the number of classroom visits that will occur and to agree to submit professional development and classroom visit schedules during the upcoming year for all eMINTS and eMINTS4All teachers.

3. Professional Development Schedule

A professional development schedule must be submitted and approved by the eMINTS National Center before training sessions for official eMINTS or eMINTS4All teachers begins. Scheduling with teachers and/or actual professional development sessions should NOT occur until the schedule has been approved by the eMINTS National Center. The deadline for the submission of the initial schedule is September 30.

The schedule is to be resubmitted two times during the school year. The dates and the number of hours for sessions that have actually occurred should be added to the spreadsheet. Due dates for submission are:

• January 1 - January 15
• Within ten business days following the last training session of the year


4. Classroom Visit Schedule

A Classroom Visit Schedule documenting classroom visits that have occurred for eMINTS and eMINTS4All teacher should be submitted two times during the school year. The dates for submission are:

• Between January 1 - January 15
• Within ten business days following the last classroom visit of the school year

In the event documents are not received by the deadlines indicated, the PD4ETS participant or eMINTS Instructional Specialist will receive a reminder by e-mail or phone. If documents are not received within ten business days of the reminder, district administration or the supervisor of the PD4ETS participant or Instructional Specialist will be contacted. Failure to post documents may result in loss of module access and affect the status of teachers to be designated as official eMINTS or eMINTS4All teachers.

Reviewed August 27, 2007.