Key Action I.1

Plan your process

What is the goal?

The goal of this key action is to plan your selection process.

Why this key action is important

This key action begins once you decide that you need to select new materials. The way you approach selecting the materials sets the stage for how stakeholders will think and feel about the materials and implementation journey. If your process has a clear and compelling vision, especially one that includes engaging teachers and incorporating perspectives of all members of the community, odds are you’ll build a team of champions who will stick through the process even when the going gets tough. Among early implementers, those who were clear about the plan from the start built clarity and confidence, and those who skipped this key action often experienced confusion, suspicion, and downstream investment challenges.

Explanation of language

We use the term Selection Team to refer to the central system team responsible for guiding this process across a system (full district or network of schools). In school systems that delegate materials selection to the school, the Selection Team would be a school level team. This team, facilitated by a Selection Team Leader, designs and manages the process. The Review Committee is a broader group that engages in the review of materials.  

steps

guiding questions

notes & resources

  • 1.
    What subject and/or grade span are you seeking new materials for?
  • 2.
    How will the Selection Team be named?
  • Typically, the school system leader (Director of Schools) or Chief Academic Officer names the Selection Team Leader. The resource Selection Team Process and Team Member Criteria lays out the different ways the Selection Team, Selection Team Leader, and Review Committee can be chosen. At this point in the process, focus on the Selection Team Leader and the Selection Team. You will learn more about the Review Committee in Step I.1.D: Form the Review Committee.
  • 3.
    What perspectives are needed on our Selection Team?
  • 4.
    Who will serve on the Selection Team?
  • Because this team’s job is to plan and manage the process, keep the team as small and nimble as possible while ensuring key perspectives are represented. See Selection Team Process and Team Member Criteria for considerations in building the team.
  • The Selection Team will come together to design the process in Step I.1.C: Map the schedule of events. That process will dictate the specifics, but Selection Team members should have the time to dedicate several full days of training, planning, and regular meetings across the selection process. Check out the Selection Timelines.
  • 5.
    Who will lead the Selection Team?
  • The Selection Team Leader is typically the instructional leader for the system or the leader for that content area. Selection Leader Competencies lists the key skills and competencies needed.
  • 6.
    When and how will we launch the work with the Selection Team?
  • 1.
    What are our wishes for the selection process?
  • 2.
    Are there any state adoption deadlines or considerations that we need to factor into our process?
  • 3.
    Are there any local policies that we need to factor into our process?
  • Agenda for Planning the Selection Process is a sample agenda for a planning meeting.
  • There are usually process must-haves that are worth naming from the start. For example, state laws and adoption requirements, bargaining agreements, or local board policies may or may not affect your process.
  • 4.
    Do we plan to pilot the materials?
  • 5.
    If so, how do we plan to pilot the materials?
  • Piloting affects your timeline considerably. Although this step is optional, many early implementers found piloting materials helpful in surfacing the challenges and best practices for using the materials. It also helped build investment and excitement around the materials. Many early implementers found piloting materials quite critical to making an informed decision.
  • Guidance on Pilots and Selection provides piloting options and the pros and cons experienced by early implementers.
  • 6.
    How will the final selection decision be made?
  • 7.
    When do we need to have our final decision?
  • 1.
    What is our ideal selection date?
  • In this step, your Selection Team backward maps the selection process. Download the Selection Plan template, which you can use to organize your decisions and next steps. This template can serve as an organizing document during Phase I.
  • 2.
    What key events do we want to include in our selection process?
  • 3.
    What is the timeline of events for our process?
  • 4.
    Who is responsible for each event?
  • Go to the Description of Selection Events for a list of common events in the selection process that can be used as a starting point. Begin setting up times for events in the Selection Plan.
  • Our sample Selection Timelines can serve as a starting point for you to use.
  • Most systems found it helpful to order materials three months in advance of when they’re needed. Make sure to factor this into your timeline.
  • 5.
    What Selection Team routines do we need to support this process?
  • Some regular meetings and/or email updates serve to keep Selection Teams on the same page.
  • 1.
    Given how the selection decision will be made, what is the Review Committee’s job?
  • 2.
    What is the time commitment?
  • 3.
    What compensation or recognition can we offer?
  • The Review Committee plays a particularly critical role in the selection of materials.
  • Look back at your notes from the Selection Team Process and Team Member Criteria to revisit the role of the Review Committee and the Selection Plan for your key events timeline to identify the time commitment and any key dates for the Review Committee.
  • The Review Committee Job Description is a sample job description for the Review Committee members that you can use as a starting point.
  • 4.
    What perspectives do we need?
  • 5.
    How many committee members will we need?

 

  • 6.
    How will we recruit and advertise the opportunity?
  • 7.
    What process will we use for nominations and applications?
  • 8.
    How will we select Review Committee members?
  • 1.
    What groups in our community have an interest in the outcome of this process?
  • 2.
    What will each stakeholder group want to know?
  • 3.
    What communication channels already exist that we can use to communicate with each group?
  • Proactively thinking through your stakeholders’ needs and questions and designing your communications to address their needs builds confidence that you have everyone’s interests at heart.
  • Use the Selection Plan template, which allows you to identify key stakeholder groups, and see the Stakeholders for Selection resource for a list of the common groups and subgroups.
  • You will keep coming back to this stakeholder list throughout the process.
  • 4.
    What are the key messages that we want to reinforce in all communications about our materials selection and implementation?
  • 5.
    What will each stakeholder group want to know about this selection process?
  • 6.
    What will each stakeholder group want to know about why we designed this particular process?
  • 7.
    How do we plan to proactively communicate this information? Who will deliver the communication? When?
  • 8.
    What questions do we expect we will get? How will we answer them?
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Mini Workbook for This Key Action

Download Workbook I.1