[SPAS_SOP-Implementation].pdf

Foreign Service Institute School of Professional and Area Studies (SPAS)

Standard Operating Procedure – Curriculum Implementation

Curriculum Implementation Process

Created

Updated

SOP # Version Approved By Effective Date Attachments

4/29/2016 CES 5 1.0 Mark Pekala 05/03/2016 Yes

Purpose

The purpose of the Curriculum Implementation SOP is to ensure that training is delivered effectively via an implementation plan. This plan takes the design and development phase products and executes an implementation strategy.

Scope

This SOP covers all SPAS Divisions and their offered courses. The intended users include Division leadership, Course Coordinators, Course Instructors, and Course Assistants. The SOP implements the FSI

Policies and Standards for Curriculum Development and Training Evaluation, Policy 5, Implementation.

A link to the Policies and Standards is provided at the end of the SOP.

The SOP will be reviewed annually at a minimum and revised as necessary by the Curriculum and Staff

Development (CSD) Division, in consultation with all SPAS Divisions. Specific requests for SOP updates or revisions should be forwarded to CSD.

Procedures

FSI Standard 5.1 Implementation Plans: Each Division will ensure that all new and revised courses and programs will have an implementation plan.

Each Division develops an Implementation Plan to guide the training event from development to implementation. The plan includes:

Course Implementation Timeline: Important dates and milestones in the implementation process, including responsible parties

Training schedule: Dates for all sessions or number of offerings per Fiscal Year

Lead instructor(s) with overall responsibility and any other course instructors involved and/or guest speakers o Considerations of in-course time vs. preparation time.

Training Location o Room(s), set-up, building access, equipment availability and breakout spaces if needed o Consideration of any special location-related needs such as transporting materials, room availability or time restrictions, and reasonable accommodations requests, etc.

Newly assigned Instructor requirements prior to delivery o All SPAS instructors must complete PD505 Training Tradecraft course and PD520 Enhancing

Training with Learning Technology o Review design documents: macro design document and lesson plans o Observe session in classroom and/or online, as appropriate o instructor preparation:

Knowledge and ability to teach to the specific course objectives (comfort with subject matter)

Ability to facilitate and relate activity outcomes to course content, manage discussions and answer questions (facilitation)

Knowledge and ability to use/facilitate all interactive implementation methods suitable to classroom and/or online training environments

Knowledge and ability to use and troubleshoot all media/AV equipment needed

Each Division shall consider whether an internal SME is best suited to address the learning needs, before inviting outside speakers.

When determining the use of guest speakers consider the following:

o Can the need be filled with internal instructors?

o Can the guest speaker present in other than lecture format?

o Can the guest speaker link remarks to course/session objectives?

o Can the guest speaker answer questions and provide relevant/relatable examples?

o If available, do past evaluations of the speaker’s session and implementation support inviting again?

When preparing guest speakers to deliver content for the course make the following resources known and available: (Some of the below resources will not be available for contract personnel) o CSD Coaching program: CSD staff can observe guest speakers and make recommendations about visuals, presentation styles, and adding interactivity to sessions o Participation in PD513 Training and Presentation Skills course o Provide important information and preparation tips such as:

http://reg.fsi.state.sbu/CourseCatalog.aspx?EventId=PD505 http://reg.fsi.state.sbu/CourseCatalog.aspx?EventId=PD513 http://reg.fsi.state.sbu/CourseCatalog.aspx?EventId=PD513 file://///fsi.m.state.sbu/DavWWWRoot/sites/SPAS/CSD/CSD_Internal/SPAS_CD_TE_Standards_Support_Products/Shared%20Documents/APX%20B%20-%20Sample%20Macro%20Design%20SPAS%20Design%20SOP.docx file://///fsi.m.state.sbu/DavWWWRoot/sites/SPAS/CSD/CSD_Internal/SPAS_CD_TE_Standards_Support_Products/Shared%20Documents/APX%20A%20-%20SPAS%20Lesson%20Plan%20Template.docx http://fsi.m.state.sbu/sites/SPAS/CSD/PresentationCoachingProgram/SitePages/Home.aspx http://reg.fsi.state.sbu/CourseCatalog.aspx?EventId=PD513

Time frame, location, and room set-up

Audience information: experience level, roles, interests, and specifics if necessary

Overall course and session goals and objective(s)

Guidelines or templates for PowerPoint slides that are readable and concise

Examples of materials such as handouts or case studies that are relevant and professional

Preparation for the students o Welcome message/pre-course correspondence, to include where applicable:

Training times/location, campus and hallway maps

Pre-work, prerequisites, or read-ins

Links to learning resources

Contact info (office and cell)

Emergency/inclement weather policy

Shuttle, transportation information

Preparation for implementing training evaluation o Review macro design for course training evaluation strategy: course evaluation level(s), specific evaluation instruments, and timing o Confirm instructor and student access to training evaluation instruments, including:

computers and survey link for online surveys, any required passwords o Clarify instructor and program assistant roles in administering evaluations

Each Division pilots all new courses and major revisions to existing courses.

A pilot is the first full-length presentation of the entire course, conducted by regular instructors, for project staff and a sample of the target audience, including Stakeholder personnel where possible.

The purpose is to validate, review, and revise:

o Technical content o Instructional strategies and activities o Course timeline

Note: Refer to FSI/EX/ISD for procedures to pilot distance learning courses.

Each Division creates an after-action document at the completion of each course pilot, to: (See example in Appendix B)

Course Data, including course title, date, location, instructor(s), a list of course observers; a brief description of how the pilot course was observed; how learner feedback was collected; how learner file://///fsi.m.state.sbu/DavWWWRoot/sites/SPAS/CSD/CSD_Internal/SPAS_CD_TE_Standards_Support_Products/Shared%20Documents/APX%20B%20-%20Sample%20Implementation%20After%20Action.docx feedback was conducted/collected how often during the course; and how student knowledge was evaluated (test, exercise), scope (comprehensive, sectional), and corrective actions.

Pilot Report, including a narrative summary of the observer feedback based on written comments, a summary of the student evaluations, and a summary of evaluation/practical exercise results. All completed feedback forms will be attached to the completed report.

Action Plan, including a list of identified problems, the recommended solutions, and the specific staff assigned to follow up on each recommendation with a timeline for completion.

Review, the report will be reviewed by the appropriate Division Director for review and the SPAS

Dean/Associate Dean if required.

FSI Standard 5.2

Performance Monitoring: Each Division will have a plan for monitoring and evaluating the performance of all members of the training team based on course design, development, and implementation.

Each Division creates and maintains a performance monitoring and evaluation plan to ensure that all members of the training team, including FSI Instructors, guest presenters, and Course Designers, Developers, and Implementers are monitored and provided with feedback at least annually.

Performance monitoring plan to include:

o Who monitors o Mode of monitoring o Evaluation review (Level 1 and 3) o Mode for feedback implementation o Standards for acceptable performance o Corrective actions where necessary o Consequences for poor performance

Resources

SPAS CSD is available for consultations and any required assistance regarding curriculum implementation. Contact information is FSI-SPAS-CSD@state.gov or (703) 746-2348.

Appendices

A. Classroom Implementation Checklist sample

B. After Action Document Sample

C. SPAS/POL Guest Speaker Prep Sheet

D. PD520 Learning Technology after action

E. FT610 Iraq Fam after action mailto:FSI-SPAS-CSD@state.gov file://///fsi.m.state.sbu/DavWWWRoot/sites/SPAS/CSD/CSD_Internal/SPAS_CD_TE_Standards_Support_Products/Shared%20Documents/APX%20A%20-%20Sample%20Implementation%20Checklist.docx file://///fsi.m.state.sbu/DavWWWRoot/sites/SPAS/CSD/CSD_Internal/SPAS_CD_TE_Standards_Support_Products/Shared%20Documents/APX%20B%20-%20Sample%20Implementation%20After%20Action.docx file://///fsi.m.state.sbu/DavWWWRoot/sites/SPAS/CSD/CSD_Internal/SPAS_CD_TE_Standards_Support_Products/Shared%20Documents/APX%20C%20-%20Sample%20Implementation%20guest%20speaker%20guidelines.docx http://fsi.m.state.sbu/sites/SPAS/CSD/CSD_Internal/SPAS_CD_TE_Standards_Support_Products/Shared%20Documents/APX%20D%20-Sample%20Implementation%20After%20Action%20PD520.docx http://fsi.m.state.sbu/sites/SPAS/CSD/CSD_Internal/SPAS_CD_TE_Standards_Support_Products/Shared%20Documents http://fsi.m.state.sbu/sites/SPAS/CSD/CSD_Internal/SPAS_CD_TE_Standards_Support_Products/Shared%20Documents

Reference

A. Policies and Standards SharePoint Portal http://fsi.m.state.sbu/PoliciesStandards/default.aspx