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Dear Leaders -
It’s hard to believe that ODE released the Aligning for Student Success: Integrated Guidance for Six ODE Initiatives over a year ago in February 2022. And since that time, our office recognizes that you have worked to plan across programs, solved or worked to de-silo; deepened engagement with students, families, and communities; and managed to process inputs and data to develop your Integrated Application ahead of the submission window, which opens today, March 1, and will remain open through 11:59pm PST, March 31, 2023.
This message contains information on:
- Introduction to the Integrated Programs Reporting and Application Dashboard (RAD)
- Action Item: Complete the five sections of your application for funding and Continuous Improvement Planning for the 2023-25 biennium by March 31, 2023
- Technical Guidance for the Integrated Programs RAD
- RAD Troubleshooting Tips
Introduction to the Integrated Programs Reporting and Application Dashboard (RAD)
Starting now and lasting through at least the 2023-25 biennium, one Smartsheet dashboard will be used for all coordination of applications, grant agreements, Longitudinal Performance Growth Targets (LPGTs), and reporting for the six Integrated Programs.
The link to submit your integrated plan (and the single link for all coordination) is: https://app.smartsheet.com/dashboards/4mHF95mHgpX6fj3WhfJ4GQHCQQ8MqG3cMfj5rgR1
This link is the same for all applicants/grantees and the information within it changes depending on who is logged in. Therefore, you may share this link with others; however, they will need to be listed as a contact for your institution for them to see the same information that you see. To update contact information for your institution, please fill out the contact information update form (https://app.smartsheet.com/b/form/666532aa64df49c59a8f8754d17a5593).
For a walkthrough of the Integrated Program Reporting and Application Dashboard (RAD), see this video (16 minutes): https://www.zoomgov.com/rec/share/q_aWQhzs8IoqD5WqhEscx8N8aGVH7J0r5vxTrjLqO7vrh09yzo9T3P7qUoT5Tgml.6gISsLZd4JG4wBgM
Action Item: Complete the five sections of your application for funding and Continuous Improvement Planning for the 2023-25 biennium by March 31, 2023.
Below contains very basic information on how to complete and submit your application. For more detailed information, see the Integrated Programs Reporting and Application Dashboard Technical Guidance: https://docs.google.com/document/d/1NlfB-YyFkrhIr9uYpJSU612tNdNApvibJDF6ZFM5wc4/edit?usp=sharing
Highly recommended: Walkthrough video for a demonstration of how to fill out your application: (15 minutes) https://www.zoomgov.com/rec/share/xaW-fy1pLpekgflWJVAM0mBOg7bfkttcVeWiUVEueJ91lg3XYUsNqxT17C8sgJ_r.Wps-W_FOrbEoctmC
Again, the link to submit your integrated plan (and the single link for all coordination) is: https://app.smartsheet.com/dashboards/4mHF95mHgpX6fj3WhfJ4GQHCQQ8MqG3cMfj5rgR1
Within the Integrated Programs Reporting and Application Dashboard, you will see a section specific to your Integrated Application. This is where you will find resources and the links to the form for your application.
Application sections are not required to be completed in order but all sections must be completed by end of day, March 31, 2023. Remember that you must submit an application - even if incomplete - by March 31, 2023 in order to remain eligible to receive funding covered under the Integrated Guidance. ODE staff will respond to work with you through incomplete applications. Incomplete applications won’t be reviewed for meeting requirements until they are complete.
Your application will be completed using five forms–one for each section of the application. Smartsheet forms do not allow you to save and return to them so the application has been separated out to allow you to submit in smaller chunks. To accommodate, two actions are recommended: 1) Complete the narrative questions using the Integrated Application Template prior to opening the form(s). You will be able to copy/paste your responses into the form. The question order of the application does not precisely match the template–please make sure you are pasting in the information to the correct question. 2) Find a space and time to complete each section of the application individually and have all of your documents to upload ready for the fifth section.
When you have completed all five sections of the application, click on your institution name in the Application Links and Status box. A “details” tab will appear. Navigate to the “Attachments” part to upload all of your needed attachments. Next, scroll to the bottom of the “Data” part to select the checkbox “Once all sections are complete, please check this box to indicate that your application is complete.” and save. This will alert the ODE staff that your application is completed and ready for review.
Technical Guidance for the Integrated Programs RAD
A technical guidance document has been developed for use with the Integrated Programs Reporting and Application Dashboard (RAD). This document has a number of sections, including information on Smartsheet generally, how to navigate the RAD, detailed instructions on the application and draft LPGT inputting process, as well as some troubleshooting. The guidance will be updated as needed and the most recent update date will be displayed at the top of the document.
You can find the technical guidance document here: https://docs.google.com/document/d/1NlfB-YyFkrhIr9uYpJSU612tNdNApvibJDF6ZFM5wc4/edit?usp=sharing or find the link to it in the Resources section of your RAD.
RAD Troubleshooting Tips
Lack of Access: The two most likely problems that you will have in navigating your dashboard and application are both related to access/permissions. If you receive a message when you follow the link that you do not have access to the dashboard, then we do not have you listed as a contact person for your institution who should have access to the RAD. If you have access to the dashboard but all of your displays are blank (you don’t see institution-specific information), then we do not have you properly associated with an institution. In both cases, please fill out the contact info update form: https://app.smartsheet.com/b/form/666532aa64df49c59a8f8754d17a5593 for assistance. It will not automatically grant you access; the ODE will need to correct a few things in the background–the ODE will reach out when the problem has been remedied.
Application Looks Wrong: The customized application that you receive is specific to how you filled out the Intent to Apply in December/January. If the questions look incorrect (e.g. you’re a K-6 who is seeing high school questions), please reach out to Blake Whitson for assistance: Blake.whitson@ode.oregon.gov.
Lost Information: The application forms will take some time to complete and there is not a way to save progress and return to it. To avoid losing work, it is recommended that rather than writing directly into the form responses, all answers be input into the Integrated Application Template (https://www.oregon.gov/ode/StudentSuccess/Pages/Innovation-and-Improvement.aspx) where you can save your work. Then, when filling out the application, copy and paste the content for the narrative responses into the form. For inputting draft LPGTs and future reporting, be sure to save your sheets periodically to avoid losing work.
For any other questions or problems, please email ODE.EII@ode.oregon.gov.
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