Phase 1: Pre-Evaluation
Formal notification of a WSE to the school community is by way of a letter from an assistant chief inspector to the school, informing the chairperson of the board of management and the principal that a whole-school evaluation will be conducted.
Schools in which a WSE is scheduled between January and June receive written notification of a whole-school evaluation during the week following the October midterm break of the previous year.Schools that are scheduled for evaluation between September and December receive written notification during the week after the June public holiday.
Whole-school evaluations will not take place during the first two weeks of the school year, the week preceding or succeeding the Christmas holidays, or the last two weeks in the school year. However, it is recognised that in some instances post-evaluation meetings in relation to WSE may take place during the last two weeks in June when this is necessary to complete the process during a particular school year.
If a WSE is notified and subsequently does not take place, schools will be re-notified about rescheduling in accordance with the terms above.
Following the official notification of the WSE, the reporting inspector will contact the principal teacher at least three weeks before the beginning of the evaluation to outline the format of the evaluation, to arrange meetings and evaluation visits, and to clarify any specific issues.
The school principal is requested to complete a School Information Form (Foirm Eolais). This form includes questions relating to school context, enrolment, attendance patterns, the number of pupils at different class levels, the allocation of teaching staff, and the provision of accommodation and resources.
It is important to state that information already available in the school, such as class lists, staff details, and attendance data does not have to be entered on the form but may be appended to it. The INTO has serious reservations about the requesting of detail already available in the DES and has raised this matter with the Inspectorate. It is expected that this matter will be kept under review.
The inspector will also confirm that the school has formally adopted child protection guidelines as recommended in Children First: National Guidelines for the Protection and Welfare of Children (1999).
The reporting inspector will request background documents from the principal teacher.
Typically, these will include:
- the school timetable and the timetable of all the teachers, including support teachers;
- the names and teaching responsibilities of all members of the teaching staff, including support teachers, and number of pupils assigned to each;
- a list of external tutors teaching aspects of the curriculum during the school day;
- the school plan, including the organisation policies, action plans, and curricular plans;
- the school's procedures for the reporting and management of child protection concerns;
- summary information in relation to the cohort of pupils attending learning support or resource teaching and other supplementary teaching;
- copies of the school's report to parents on the operation of the school;
- the names of members of the board of management and nominating groups;
- copies of the minutes of the three most recent meetings of the board of management;
- the school's policy and practice in relation to the assessment of pupils and any relevant records of pupils' achievement;
- details of the school's attendance strategy;
- copies of the teachers' monthly progress reports (cuntais mhíosúla).
Assessment data, particularly the results of standardised tests and other assessment information may be discussed with the school management and staff. However, this information is not presented in the WSE report.
Initial Meetings
The reporting inspector will convenes three initial meetings as part of a WSE:
- Meeting 1: with the board of management. An additional meeting may be convened with the trustee(s) if requested.
- Meeting 2: with the representatives of the Parents’ Association if affiliated to the National Parents' Council (NPC). Alternatively, if the association is not affiliated to the NPC a meeting is held with the parent representatives on the board of management.
- Meeting 3: with the teaching staff.
A common agenda is used at each meeting which in general, are
attended by two inspectors. The reporting inspector or another
inspector on the evaluation team will chair the meetings. All meetings
are conducted in line with the Professional Code of Practice on Evaluation and Reporting for the Inspectorate (2002).
Common agenda for the initial meetings:
2. Explanation of the whole-school evaluation process
3. Discussion of the following whole-school matters:
- management
- planning
- curriculum
- teaching and learning: curriculum areas
- support for pupils.
4. Matters agreed for discussion
5. Close
Initial Meeting With the Board of Management
The WSE process is explained as part of this meeting and procedures
relating to the operation of the BOM are discussed. Notes taken at
these meetings inform the WSE report. It is open to the BOM to use the
meeting to raise and discuss issues relating to the WSE.
Initial Meeting With Parents
Where a parents’ association, affiliated to the National Parents’
Council, has been formed, the association is invited to nominate three
representatives to meet the WSE evaluation team. The purpose of the
meeting is to obtain the views of parents on matters of a whole-school
nature. At the meeting, issues related to the WSE framework, and other
matters agreed in advance, are included on the agenda for discussion.
The work of individual teachers is not discussed at this meeting.
Where a parents’ association does not exist, the inspectors will
convene a meeting with the parents’ representatives on the board of
management.
A record of this meeting is made available to the BOM and any
issues raised by parents that are pertinent to the day-to-day running
of the school are referred to the principal or board of management for
comment.
Initial Meeting With the Teaching Staff
This meeting provides an opportunity for all members of the
teaching staff to meet the inspector (or inspectors) and to discuss the
whole-school evaluation process. Members of the teaching staff have the
opportunity to discuss any issues that refer to the WSE process in the
context of both the classroom and the whole school. They also have the
opportunity to outline and discuss the context of the school within the
wider community.
Evaluation Teams
Usually, the reporting inspector is the school's assigned district
or divisional inspector. The number of inspectors who work on a WSE
depends on the size of the school. In general, the following guidelines
apply:
| Size of school | Number of Inspectors |
| Up to 4 mainstream classes | 1 inspector |
| 5–12 classes | 2 inspectors |
| 13–18 classes | 3 inspectors |
| 18 or more classes | 4 inspectors |
The reporting inspector has overall responsibility for the WSE, including the allocation of team roles, the choice of evaluation approach, the arrangement of meetings, and the compilation of the final report.