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Text: The Continuous Improvement Plan (CIP). Carolyn Zachry, Ed. D, Education Administrator/State Director, Adult Education Office. California Department moof Education. Tony Thurmond State Superintendent of Public Instruction. The State of California Department of Education seal. Carolyn speaks to us from her video feed in the upper right corner of the slide presentation.

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CAROLYN ZACHRY: Welcome to The Continuous Improvement Plan webinar for the 2025, 2026 school year. I'm Dr. Carolyn Zachary, the State Director and Education Administrator for Adult Education at the California Department of Education.

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Agenda & Objectives. Agenda: Share importance of deliverable, Overview of process, Specific, Relevant, Achievable, Measurable, Time-bound (SMART) Goal Setting, Sample Scenario/Activities, Question and Answer. Objectives: Understand the role of the Continuous Improvement Plan (C.I.P.) in continued funding and be able to articulate at least three goals for an effective C.I.P. process. Understand how to create at least one SMART goal relevant to your program's improvement needs.

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Today, we're going to talk about this important deliverable. We're going to go through an overview of the process. We're going to talk about smart goal setting. We're going to give some samples. We'll have some opportunity to see a walk-through and demonstration of the online CIP portal in the OAR site. And then we'll talk more about when our Q&A session will be happening later this year.

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Annual Deliverable.

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The Continuous Improvement Plan is an annual deliverable. This is now our second RFA cycle or grant cycle that we have been using this deliverable, and it actually has combined multiple deliverables from past years into a single deliverable, related to continuous improvement, because we are always striving to continuously improve our work for our students.

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A red puzzle piece connects pieces in an all-white puzzle. Text: Continuous Improvement Plan (C.I.P.) Defined. Continuous improvement is a planned, ongoing effort to enhance services, or processes through incremental and regular improvements. Increasing efficiency, effectiveness, and quality by regularly seeking ways to improve and achieve better outcomes for learners.

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The Continuous Improvement Plan is a forward thinking document. We are really looking for you to plan for your next academic year, and looking for ways to use data to improve efficiencies, effectiveness and quality of your programs, and to help your learners find better outcomes.

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A row of dominoes begins to fall. Text: Impact on Schools and Learners. School: Enhanced Program Quality: Continuous evaluation and refinement lead to higher standards and better outcomes. Data-Driven Decision Making: Using metrics and feedback to guide program adjustments and innovation. Learners: Personalized Learning: Tailored programs to meet individual needs and goals. Improved Outcomes: Higher rates of completion job placement and further education. Access to Resources: Increased availability of support services.

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The CIP plan really should look at your program quality, and it should enhance your program quality and be driven by data. Also, it impacts your school and your learners by looking at ways for you to tailor your programs to your students' needs, improve their outcomes, and also have access to support services that they might need to reduce barriers.

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A target with three darts in its bullseye. Text: Other Facts. The CIP is a forward-thinking document. If in a California Adult Education Program (CAEP) consortium it should align with annual and three- year plans. Should align with your Western Association of Schools and Colleges (WASC) and Council on Occupational Education (C.O.E.) accreditation. Current CDE focus: Mind the Gaps, Collaboration with partners, especially Title 1 and LWDB, for the overall benefit and access to learning for adults.

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Other facts for you to keep in mind when you're working on your Continuous Improvement Plan is this. Very similarly to your annual plans and your three year plans for CAEP, is a forward thinking document. You are always thinking about the next academic year. Now is a great opportunity, as our CAEP consortia are working on their three year plans, to be looking at the goals your consortia is planning to implement for the next three years, and see how those might fit nicely into your agency's CIP.

Also, you can align this with your WASC and your Council on Occupational Education accreditation documents. Again, we've been working with both WASC and COE, so they are well aware of the CIP, as well as well aware of the CAEP consortia planning documents so that we are all working together for our students. Just want to also remind you on our current focus at CDE is minding the gaps, really looking at our students who have about one hour of enrollment, or they just enroll and never come to your school, and how do you get them to enroll and get over that 12 hour mark, and then those students that persist from pre-test and post-test.

So those are areas that you might want to look at, as well as this continued focus on collaboration with our partners, especially Title I, and the Local Workforce Development Board.

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Text: Gather and Review Data. A grid of nine boxes, each with text inside. Text: Data Integrity Report (D.I.R.) from TOPSpro Enterprise (T.E.). National Reporting System for Adult Education (NRS) Federal Tables Four and Five. Responses to Workforce Innovation and Opportunity Act (WIOA) Program Implementation Survey questions related to transitions, collaboration, planning for professional development, distance learning, and technology. Employment and Earnings Follow-up Surveys. Responses to Teacher Self-Assessment. Responses to Student Technology Intake Survey. Priority industry sectors from Local Workforce Development Board (LWDB) Plan. Supplemental data sources reviewed. Other?

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So your first step in all of this is going to be to gather and review data. It can include the items on this slide, which include your data integrity report from TE, your RNS data, especially tables four and five, your employment and earnings follow up surveys, your teacher self-assessments, your student technology intake survey, as well as many of the other pieces that are on this page.

So you want to gather all of those documents, and you also want to have a team. This, similar to your WASC accreditation, COE accreditation, and your CAEP annual planning, and three year planning should not be done in isolation by just the administrator. This really needs to be done in collaboration with other members of your school's team.

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Three Required Goals. Having three goals in a Continuous Impovement Plan (C.I.P.) ensures focused efforts, responsible progress, and increases the chances of achieving meaningful and sustainable improvements. Goals are designed for the following academic year. One required Technology goal: Use Student Intake Survey and Teacher Assessment Results to inform: New hybrid or online class, Learning Management System (LMS): Canvas or other LMS implementation, NorthStar Digital Assessment (or similar) implementation, Digital literacy efforts.

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So what's required? You are required to have three goals in your Continuous Improvement Plan. These goals, remember, are designed for the next academic year. And one of those goals is required to be in the area of technology. I would recommend that you use your student intake survey and your teacher assessment results to help you inform what that technology goal might look like. A couple of ideas here might relate to expanding online classes, or offering some new hybrid models, or implementing the learning management system of Canvas, bringing onto your sites something like NorthStar Digital Assessment for looking at digital literacy, and any other efforts related to digital literacy.

So just remember, three goals. One has to be related to technology.

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SMART Explained. A graphic with each letter in its own rectangle along with its corresponding word and icon. S, Specific, a figure giving a presentation. M, Measurable, a bar chart. A, Achievable, a bullseye. R, Relevant, two circles interlocking. T, Time-Bound, a clock.

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Now, a SMART goal. We've been talking about SMART goals since the inception of the Continuous Improvement Plan. And a SMART goal has these five parts to it. It's specific, it's measurable, achievable, relevant, and time bound.

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SMARTIE, S-M-A-R-T-I-E. Specific, Measurable, Attainable, Relevant, Time-Based, Inclusive, Equitable.

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And so let's break that down a little bit here. So specific means you want to answer these questions as you're writing your goal. Does the objective state the outcomes that you aim to accomplish? Is it measurable? How do you track your progress?

The other piece that's really important is, is it attainable within the time based, or the timeline that you have established. Is it relevant to adult education? And we owe it Title II. And in this case, we're adding two more items that you don't have to include, but an I for, is it inclusive. So is it inclusive to all of your student population? And also, is it equitable? Again, doing a SMARTIE goal is not required. A SMART goal is a requirement, but we would encourage you to consider these last two letters.

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A field of flowers. Text: Rolling Hills Adult School.

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So let's look at an example. As you know, if you looked at TE at all, Rolling Hills Adult School is our fictitious adult school.

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A hiker climbs stone steps outdoors. Text: First Few Steps. Gather the team: this is not a solo job. Admins, teachers, support, students, and/or partners. Brainstorm and identify gap (encourage brainstorming activities). What are needs? Where should we focus: enrollment, persistence, other? What data should we look at? "Mind the gap," Where can we improve? Survey: What do we know? Look for the opportunities/challenges. Conduct Pre and post surveys. Example: New CASAS Assessment. What data do we have? How well are low and high-level students doing? Are our staff trained?

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And these are the first steps that the administrator at the Rolling Hills Adult School has done. One, they gathered a team. Remember what I said? This is not a solo job. So the administrator gathered teachers, support staff, students. Your adult ed students can certainly be part of your team and other partners. And they work together to brainstorm and identify gaps in their programming.

And what are the needs, or what's their focus areas? What is their enrollment look like? So they started brainstorming first, and then they looked at the data that relates to those areas that they want to focus on. So for example, they want to look at minding the gap, and where can they improve, and their surveys. And so now they're going to pull their new CASAS assessment data and look at the data they have. Look at where their students, who are low level and high level, how they're doing, and what training staff might need.

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Goal.

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Rolling Hills has a goal to increase student persistence from enrollment to 12 plus hours. And they're going to do this by the end of, again, the next academic year, '25-'26. They're going to increase that percentage of students by 10%, and they're going to achieve this through the implementation of support strategies, such as orientation, counseling, and progress monitoring. So let's break this goal down.

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S, Specific.

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Number one. It's specific. They're being specific by saying they want to increase the percentage of students who persist and complete at least 12 hours of instruction.

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M, Measurable.

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It is measurable because they're going to track the number of students achieving 12 plus hours of instruction, using TopsPro Enterprise.

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A, Attainable/Achievable.

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Is it attainable or achievable? And Rolling Hills staff think that it is attainable and achievable because they're going to implement support strategies, such as orientation, counseling and progress monitoring.

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R, Relavant.

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Is it relevant? And this is meaningful, as it is a goal that the state has established. And it's going to help enhance student retention and success by aligning their school's mission and funding requirements.

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T, Time-Bound. Achieve a 10% increase in student persistence by the end of the academic year. (list the month and year). Example: "By the end of June 2026."

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And is it time bound? It is. The goal is to achieve this by June, 2026.

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Repeat the process 3 times. A graphic of three curved arrows pointing clockwise around a circle. Text: Questions?

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So you're going to repeat this process three times for all three of your goals.

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A target with a dart in the bullseye. Text: State SMART Goal.

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Now, let's talk about our state goal. And the reason I want to talk about our state goal is because we have said that agencies can take our state SMART goal and adapt it for their agency, which means you really only have to then come up with two SMART goals. So this is our state's SMART goal.

With a focus on equitable access and support for underserved populations, by June 30th, 2026, California Adult Education WIOA Title II agencies will work to increase the percentage from 64% to 70% of students who qualify for all programs as measured by CASAS TE NRS Table 4. So what that means is we're going to move students from enrollment to participants, so they will have 12 plus hours.

So let's break this goal down.

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S, Specific. The statewide goal clearly defines what needs to be accomplished: increasing the percentage of students who qualify for all programs as measured by CASAS T.E. NRS Table 4. It also specifies the target population (students served by California Adult Education WIOA Title II agencies) and the desired outcome (an increase from 64% to 70%).

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Is it specific? Yes, it's specific. What we've said is, we're going to, as a state, we're going to work to increase a percentage of our students who qualify for NRS Table 4. And we're going to do that by looking at TE and going from 64% to 70%, which is why it's also measurable.

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M, Measurable. In the statewide goal, success is quantifiable by the percentage of students who qualify, with a clear target increase (6%). This progress can be tracked using data from the CASAS TE NRS Table 4.

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We're looking to have an increase of 6%. And that will be measured by NRS Table 4.

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A, Attainable/Achievable. While ambitious, a 6% increase seems achievable within the given timeframe. It is not so large as to be unrealistic, but it still requires focused effort. The goal also acknowledges the importance of equitable access and support for underserved populations, suggesting strategies will need to be implemented to address potential barriers for these groups.

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Is it attainable? Well, it might be ambitious, but I do think with all of us working together, we can achieve this 6% increase.

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R, Relevant. The statewide goal aligns with one of the purposes of WICA Title 2: AEFLA, which is to assist adults to become literate and obtain the knowledge and skills necessary for employment and economic self- sufficiency. Improving learner persistence rates directly contributes to this purpose.

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Is it relevant? Of course, it's relevant to our WIOA Title II, because we owe a Title II. We're working to assist adults to become literate and obtain knowledge and skills necessary for employment and self-sufficiency. So for improving learner persistence rates, that's going to directly contribute to this purpose.

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T, Time-bound. The statewide goal has a clear deadline of June 30, 2026. This provides a timeframe for planning, implementation, and evaluation of strategies to achieve the desired outcome.

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And then is it time bound? Yes, we have our time frame of June 30th, 2026.

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Action Plan. A row of boxes that says, from left to right, Supporting Strategies (key action steps), Measure of Success, Staff Accountable, Due Date, SLP/CDE support.

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Now, the next part of your CIP, once you have your SMART goal set out, is to do an action plan. Because remember, a goal without a plan is just a wish.

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Antoine de Sant-Exupery.

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And these are the areas that you're going to be looking at. Supporting strategies, how you're going to measure success, your staff that are accountable, your due dates along your timeline for the year, and any support you might need from our state leadership projects of CASAS, CALPRO and OTAN, or any support you might need from my office.

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A table with the column headings: Supporting Strategies (key action steps), Measure of Success, Staff Accountable, Due Date, and SLP/CDE support, and with three rows. The first row says, supporting strategies: review most recent quarter of Table 4 data, Measure of success: Review of each quarterly data will show incremental increases, Staff Accountable: Assigned Data Review Team, Due Date: Ongoing, SLP/CDE support: CASAS. Row two reads, Investigate learner barriers who enroll and do not progress to 12 hours, List of barriers developed, Front Office Staff, After the start of each semester, N/A. Row three says, Review final data, Increased percentage of students identified as participants on NRS Table 4, All staff, May 2026, CASAS.

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So here is an example of an action plan. This is for our state goal. So the first thing we're going to be doing is, we're going to continuously monitor quarterly data. So every quarter, we're going to look at Table 4 data. And we're going to review each of the quarterly data to show that it's going to show incremental increases.

The staff that are accountable will be assigned to a data review team in my office, and we're going to get support from CASAS. The next thing we're going to do is we're going to investigate learner barriers who enroll but do not progress to 12 hours. We're going to develop a list of those barriers. We're going to get that from all of you by reaching out to your staff, perhaps your front office staff, to get that information. We're going to do that each semester. And then we're going to review our-- there's many other items in between this, but I've reduced the action plan to just this one table for now. But you can have an action plan that is very detailed, which your staff can then follow.

And then in May of 2026, we're going to go ahead and review our final data and see if we have accomplished our 6% increase. And then most importantly, what we're going to do, if we hit our goal, is to celebrate.

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The word Celebrate appears with confetti and streamers around it.

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We want to evaluate our success and our struggles. Maybe we didn't meet 6%. Maybe we only meet 5% But let's celebrate that we got to 5% And what was our barrier for getting to that final 6%? And so that is the process. Now, I'm going to turn this over to Jong, who's going to lead you through the OAR site and the online CIP reporting. Jong?

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The California Adult Education Online Application and Reporting website open to the CIP Test Adult School home page.

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Thank you, Carolyn. My name is Jong Choi, and I'm the Lead Application Developer with OTAN, and I'm going to walk you through the continuous improvement plan on the California Adult Education reporting site. From here on out, I'll refer to the Continuous Improvement Plan as the CIP and the California Adult Education reporting site as the reporting site. After you've logged in, you should see the landing page for the reporting site, and you'll notice there's an orange banner that indicates that this is a development site, and the url is slightly different.

But when you'll be filling out the CIP, it will be on the actual reporting site without the banner. So once you've come to this landing page, you're going to click WIOA at the top of the menu.

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He clicks WIOA in the upper right.

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This will take you to the WIOA dashboard. And here, under the WIOA navigation, you should see the Continuous Improvement Plan.

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From the left menu, he clicks on Continuous Improvement Plan.

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Here we are on the Continuous Improvement Plan landing page.

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Text: Continuous Improvement Plan Fiscal Year 2025 to '26.

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You'll see some information about the plan, as well as these helpful links. To start your plan, click this button here, Start Plan.

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He clicks the Start Plan button at the bottom. A page titled, Review of Previous CIP SMART Goals, appears with a table titled SMART Goal 1.

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Now that you are in the second year of the grant cycle, you should have submitted a previous CIP. Your previous year's smart goals will display first. And with this indication that this is the review of your previous CIP smart goals, you're going to answer whether this goal has been completed or not.

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Below the table is the question, Has this goal been completed? with two choices, Yes or No, with radio buttons next to them. He clicks the Yes radio button.

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If you answer yes, the goal is complete. No further action is required.

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He clicks No, and text appears below.

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If you select no, you'll be presented with some questions. Your response to these questions do not need to be submitted to CDE with your CIP.

Let me repeat that. Answers to these questions do not need to be submitted to CDE with your CIP. These questions are just for you to reflect on and help guide you in creating your smart goals for your current plan. If you select no, that your goal has not been completed, the application will automatically carry that forward into your current plan.

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He clicks Yes again.

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I'm going to say that this first module is complete, and the other two are not complete.

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He scrolls down to the tables SMART Goals 2 and 3, and clicks no for both.

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And then I'm going to click the Save button.

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He clicks Save at the bottom of the page.

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After saving, you should arrive at the plan summary. This is just an overview of the plan. Under the plan summary, it's going to list the items that need to be completed before you're eligible to submit your plan. As you can see, you've carried over goals from last year with no changes. Please update these goals and action steps to be relevant for the current year. You must enter three SMART goals. Currently, you have two, since you've carried two over from your previous plan. And at least one of these three SMART goals must be technology related. And finally, you'll need to enter some contact information that we can contact in case there are issues with your plan.

Now, I'm going to move over to the surveys option in the menu.

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He clicks on Surveys in the left Continuous Improvement Plan Navigation menu.

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And this is just going to give you access to the teacher self-assessment and student technology intake survey data and URLs. You can see right here that you can provide your staff the URL to the teacher self-assessment where they can begin the survey. The second URL is for the student technology intake survey and can be provided to students to take the survey. Below here, you can view a summary of the of the survey results through these two links.

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PDF links: View Summary of Teacher Self-Assessment Data, View Summary of Student Technology Intake Survey Data.

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Now I'm going to move over to SMART goals.

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He clicks SMART Goals from the CIP Navigation menu at the left.

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OK, you'll see here at the top that the SMART goal one was carried over from your previous CIP, but no changes have been made. You're going to update this goal or action steps for your current plan.

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He points to a small eye icon just above the SMART Goal 1 table.

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You'll also notice this little eye icon, which indicates that this goal was not complete from your previous Continuous Improvement Plan, and was carried forward. So you're going to have to edit this SMART goal to be relevant for the current plan. I'm going to click the Edit button.

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He clicks the edit button next to the eye icon above SMART Goal 1. A text box opens.

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Now I'm going to update the narrative to be relevant,

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He types into the box, Updated to 2025-26.

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and I'm also going to select that this goal is technology related and hit the Save button.

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He checks the box next to, This goal is technology related, which appears above the text box.

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The goal was successfully updated. Now I'm going to return back to the plan summary.

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He clicks Plan Summary from the left menu.

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And you'll see here through the validation items that the technology goal requirement has been met. And now you just have these three other items that need to be resolved before you can submit your plan. So I'm going to return back to the SMART goals, and I'm going to update this other SMART goal to be relevant for the current year.

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He clicks edit on SMART Goal 2. He types Updated to 2025-26 into the text box.

He clicks Save below.

The text, Goal Successfully Updated, appears above. He clicks on SMART Goals again from the left menu.

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Now you just need to enter one more SMART goal before you can submit your plan. So I'm going to do that by now clicking the New SMART Goal button.

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He clicks New SMART Goal button above SMART Goals 1 and 2. An empty text box appears.

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I'm just going to indicate that this is a test and click the Save button.

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He types in Test into the box.

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You'll see a section to start adding your action steps to this new goal.

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Below, the categories of the SMART goal table appear: Supporting Strategies (key action steps), Measure of Success, Staff Accountable, Due Date, and SLP/CDE Support.

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Start by clicking the Add Step to Action Plan.

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He clicks the button below the categories. On the next screen, empty text boxes appear next to each category.

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Write your narratives for your supporting strategies. Write your narrative for your measure of success, the staff that is accountable, the due dates, and your state leadership project and CDE support.

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At the bottom of the screen above the Save button it says, I have more action steps to add, with an empty checkbox next to it.

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Now, if you have more action steps to add, you can click this button, "I have more action steps to add", and it will save this item and bring you back to this page where you can continue with your next action step. For now, I'll say this is the only action step that I need, and it will appear in the table below.

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He clicks the Save button, and goes back to the SMART Goal table, now with one row under the row of categories. He clicks on Plan Summary from the left menu.

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Now I'm going to return back to the plan summary, and you'll notice that all the items that you needed to fix your previous goals, as well as have your technology goal and have three goals, have all been met. And now you just need to enter a primary contact information.

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He clicks Contact Information from the left menu.

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So I'm going to go to the contact information and enter,

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He enters information for the fields shown: Name, Email, and Phone.

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and click Save.

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It goes back to the Plan Summary page.

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Now you'll notice that all the validation items are no longer there, and you can continue to your plan submittal.

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He clicks. the Review and Submit button at the bottom of the left menu.

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You can always click the Review and Submit button and go to submit your plan if all your requirements have been met. But also, in the review and submit, you have this option to print a draft copy of your PDF prior to submitting your Continuous Improvement Plan.

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At the top of the Review and Submit page is a link that says, Preview and print a draft copy of your Continuous Improvement Plan. Below is an empty field for Title.

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Now, the last step you need to do is just enter your title here, and click "I certify and would like to submit to CDE".

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He clicks the button and a new page says, Continuous Improvement Plan Submit Success.

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Now that your plan has been submitted, you should receive a confirmation email that your plan was submitted, which should include a PDF copy of your plan. You can also click this link here to download a copy of your submitted plan.

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He clicks the Home link at the top of the page.

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Your submitted plan can also be found under the deliverable summary in the WIOA dashboard.

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He clicks Deliverables Summary from the left WIOA Navigation menu. He scrolls down through the table to the Continuous Improvement Plan. In the Date Submitted column is a PDF link.

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And you'll see the link here to download your plan, as well as that your plan has been submitted. Now at this time, your plan is being reviewed, and you will be notified when your plan has been approved.

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He clicks Continuous Improvement Plan from the left menu.

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Now you can return back to the Continuous Improvement Plan home page, and you'll notice that there is no longer an Edit and or a Start button. This is because your plan is is submitted and is being reviewed. And that's all I have on how to complete your CIP. I'd like to turn this back over to Carolyn.

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A photo of a child on a stepstool drawing a large rocket in chalk on a wall as a dog watches. Text: Not Rocket Science.

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Thanks so much, Jong, for walking us through that site. Now, I just want to say that developing your Continuous Improvement Plan is not rocket science. It's really all about what you, as an agency, want to do to help your students to be more successful year after year.

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Coaching and Assistance. Reach out to OTAN and CALPRO: Support@otan.us. Homepage, California Adult Literacy Professional Development Project. Thank you!

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If you need additional help and resources while you're going through this process, we encourage you to reach out to OTAN and CALPRO for specific professional development opportunities. There will be webinars, as well as our live Q&A session at the beginning of February.

Please also consider reaching out to CASAS for any of your data questions that you might have. We thank you for watching this webinar, and look forward to working with you on your successful implementation of your Continuous Improvement Plan. Have a great day.