2024-25 PAC Minutes

I. Welcome and Introductions

• Introductions
  • Kelli O'Loughlin, Chair of Colgan PAC, introduced Colgan’s Administrators present at the meeting, congratulated all the volunteers who offered to serve at PAC Colgan for the School Year 2024-25, and observed that the Vice-Chair position was the only one still open for volunteers, and if any of the attendees are inclined to serve, to please see her at the end of the meeting.

  II. Chairperson's Time

  • The PAC Chair for Colgan HS welcomed all attendees to the new School Year (SY) 2024-25. The PAC is open to all. The chair congratulated the students at the PAC meeting that day, as it will allow the PAC to listen to all perspectives.
  • Review and Approve May 2024 Minutes
    • Minutes were approved

  III. School Stakeholder Reports:If you are attending the meeting as a representative of one of these groups, please let the chairperson know prior to the start of the meeting

  • The Superintendent Advisory Council on Instruction (SACI) representative, Mrs. Smith, expressed that SACI finalized the End of the Year Report for the SACI chair to present to the Superintendent. We look forward to hearing details of that meeting’s outcome in October 2025. Equitable budget meetings continue to happen to try to find the best ways for PWCS to be inclusive and mindful of our resources.Be on the lookout for parent surveys on the upcoming PWCS Calendar.

  IV. Principal's Time

  • Welcome and Introduction to the School Continuous Improvement Plan
    • Dr. Healey, Principal at Colgan HS, presented two sets of data points. First, he shared the Accreditation data to examine, and later, the Continuous Improvement Plan (CIP), which was distributed next. One of the CIP's goals is to establish an agenda for reviewing these points during the year. The school division asks Colgan and each of the schools to set up a review of the data now provided.
    • First, Dr. Healey explained the data in the Accreditation Report page by page. Not all the schools’ information has been released yet, so comparable data across the district is not public as of the day of this meeting. The good news is that Colgan did well. However, the state is moving away from this accreditation. This is the last year this system will be used.
    • We will receive a new report for the same SY 23-24 calculated according to the new accreditation system, showing where Colgan would have been under the New Accreditation Model. This report will compare the two accreditation systems.
    • This accreditation data is just one snapshot of what Virginia looks at in public schools, but not all data is represented. We will not see AP testing or SAT results here. There are nine indicators of success right now, all green, showing satisfactory grades. Last year, we had only one yellow, which was still one of the best in PWCS.
    • For example, in terms of academic achievement, achievement gap, in reading, and reading SOLs combined, Colgan reached level 1 on all, which means we are at or above standard. The cumulative three years can be seen in the reading data points because sometimes the system allows us to look at the year prior. Minimum passing grades are 70%. In some groups, we made significant positive jumps, such as going from 85% to 93% in the category of English Learners, and Colgan went from 79% to 92% in the category of Students with Disabilities.
    • In the current accreditation system, we can use substitute testing grades to count as passes within the English categories. This happens with our Special Education cohort and our English Learners. By Federal guidelines, everyone needs to take the SOL, but for VA State accreditation, a substitute qualifying test is valid for graduation and accreditation. Therefore, we will see SOL testing rates alone, which will show lower passing tests.
      • Math: there are no substitute tests, but only one SOL is needed to pass for high school accreditation. This is reflected in the current system. Here, we see big jumps in Students with Disabilities and English Learners and increases in most categories overall.
      • Science: 70% passing is needed, and we maintain a good place there.
      • Chronic Absenteeism: The state defines a student as chronically absent if a student is absent 10% of the total amount of days. Excused or unexcused absences do not alter the classification. The Truancy classification is different: Here, unexcused absences are considered. These are state definitions. Within 180 days of school, a chronically absent student would have missed 18 full days. Colgan received improvement credits due to the reduction of 10% in the gap, even though Colgan did not reach a rate below or at 15%.
      • Graduation/Completion Index: 98.6%. It is worth mentioning that GED students are included here, and English Learners can continue to enroll until the age of 20 to improve their English. Colgan’s Dropout rate is under 1%, which is excellent.
      • College and Career Readiness: 86%. Here, admin would like to showcase their work with externships. These programs allow students to work for two weeks at different pre-approved locations and give a presentation of the work achieved at the end. It started in 2019. It brings incredible value. It used to be a struggle for some seniors to be in class by May, which is understandable as we prepare them to leave high school for new challenges. They need to be ready to move on; this externship allows for a trial.
    • The Colgan Administration would like to point out that these excellent grades should not be taken for granted. Many have said to us in the past, “That is just Colgan,” but that is not the reason for these excellent rates. There is so much one-to-one work involved at the student level, countless hours, and creative approaches to working on these data points. This does not happen by accident.
  • Question: Rana Kahl congratulated the rise in Math scores and asked what the administration would attribute to this rise.
    • Dr. Healey pointed out that PWCS’ math scores are trending in the right direction as a division. Here at Colgan, we have been creating space for a common planning time for teachers, where even Special Education Teachers are included. Key teachers who hold additional certifications are selected to work with special populations. And we have added the Professional development of the seven steps for all learners. Although this is recommended for English classes, we believe it can help everyone. When math teachers see success, their climate of success also improves. This positive environment continues to feed improvements.
  • Regarding Special Ed (SPED)—As I see a drop in numbers within the Special Education data points, I would like clarifications regarding the following: Are we losing SPED students to other programs? Why do we see a drop in test takers? Or is it enrollment?
    • This will be doublechecked, and a data-driven answer will be presented at the next meeting, but for now Dr. Healey explained it is possible that the number of test takers has dropped because more SPED students have passed their SOLs. Previously, they needed to take it multiple times in high school; now, they need one passing math SOL. Once a student has passed one SOL for math in High School, there is no need to pass it again for accreditation purposes. It was also noted that Colgan is about fifty-two students above the budgeted amount.
  • Moving on to the CIP: The strategic plan objectives are very narrowly targeted priorities. This does not mean that these are our only points for improvement at Colgan. At first glance, there is a tendency to ask if other issues are missing importance. However, following the guidance from the county, we only have a few major priorities that the county will look at and align across all other schools. We at Colgan will be looking at many more to improve continually. Colgan is held accountable for these targets.
  • We are now looking at data within the Continuous Improvement Plan (CIP). There is no substitute testing for special categories of students, and therefore, lower numbers will be seen in this data report. A new Strategic Priority has been identified for Students with Disabilities to increase their Reading SOL pass rate, independent of the alternative testing methodology. Colgan will continue using both according to the students’ needs, but the SOL passing rate will be given increased attention.
  • On page 7, we can see improvements in less chronically absent seniors. At Colgan, seniors cannot participate in the externship program if chronically absent. This condition improved the data, cutting it almost in half, as seen here. The importance of school attendance was raised during COVID19. Students and families received mixed messages about not attending at the basic level of sickness, and now we are asking all to attend.
  • The three main strategic Priorities agreed upon will be to have a high-functioning PAC as per the new rubric, decrease the percentage of female EL students identified as chronically absent, and increase the reading SOL pass rate for students with disabilities. When Dr. Healey meets with the strategic planning office, Colgan shows proof of how we are meeting these priorities throughout the year. Mrs. McClellan reminded us that this last document will be reviewed several times yearly.
  • Next week, the administrators will bring an update on the budget.

  Comment: We request that SPED students not on SOL tracks be included in the CIP. We do not want their data to fall through the cracks because we need to focus on students taking the SOLs. This request was noted by administrators.

  V. Round Table: Presentation Discussion

  VI. Open Comments

  • We request that a security conversation be added to one of the following meetings.
  • Will our PAC schedule of information and discussion be directed entirely by the rubric? Attendees would like to voice that as a very high functioning PAC as Colgan’s PAC has been, where parents have been able to successfully drive the subjects of discussion as to what the interests of our parents have, Colgan’s PAC should be able to continue to drive some of these important, but Colgan-driven subjects. Several attendees added to this motion of balancing our parents’ needs for Subject-specific interests. The administration specified that they heard the parents here and will look forward to balancing the parents' needs with the county's rubric for PAC.
  • One parent mentioned kids who might have tried to circumvent the Evolv system. Kids must go through the Evolv first and then go out for PE. Colgan is managing the overcapacity issues, but we have not heard this comment before. They will be looking into these processes.
  • Can you discuss the lockdown drill? It is standard in the division. The information was explained during the meeting. For more specific information, contact Colgan Admin.
  • No phones in class and security: If there is an actual situation, phones will be accessible.
  • In the case of a lockdown in one of the neighboring schools, other schools would have directions to follow. A new emergency operations center regulates issues centrally.
  • Underclass award ceremony. Can we add the topic of Inclusion?
  • How are the new cell phone usage rules working? It is going great. There have been no cell phone infractions thus far. Even though students are annoyed, they know this is good for them. Students are being compliant. Teachers are happy to see more interactions and work done in class. Same feedback from other high schools? Some peers would prefer no cell phones during lunch. Still, our experience has proven highly successful and allows students to use it in moderation, as in real work situations.
  • We are in the digital gateway area, and the county is getting areas rezoned to allow for new data centers in the area. One of the areas is less than a mile away.

  Meeting adjourned at 8:27pm.

  Remember to sign in using the QR Code if you haven't already

  **Next meeting: Monday, October 14, 2024, 7 pm in the Colgan Library

I. Welcome and Introductions

• Kelli O'Loughlin, Chair of Colgan PAC, introduced Colgan’s Administrators present at the meeting and asked everyone to introduce themselves.

II. Chairperson's Time

• • Review and Approve September 2024 Minutes
    • Approved
  • Vice-Chair Nominations (if any)
    • Adrianna Berk offered to step into the role at the end of the meetin
  • Special Recognitions
    • Colgan PAC would like to recognize those who have volunteered in the past, but it will be postponed since the person is absent today.
  • CIP questions for September
    • The County’s High Functioning PAC’s Rubric request will be covered during the Principal’s time.
    • The clarification request on data for Math Special Ed students needs to be postponed. Administrators contacted the POC for this data, who requested more time to gather past information to provide a more comprehensive response.
    • County Rubric for High Functioning PAC (cover in Principal's time)
    • Other questions after time for reviewing CIP document
  • Review of Questions asked at Open Comment
    • Clarify data on # of Math Special Ed students

III. School Stakeholder Reports:If you are attending the meeting as a representative of one of these groups, please let the chairperson know prior to the start of the meeting

PAC’s Chair wanted the group to know that in the past, she had asked for new stakeholder representation on several groups via email, to no avail. This year, she would like to bring this request to the group. If they have cleared this with the lead for each stakeholder, anybody can bring the information to the meeting, added Dr. Healey.

• • Question:As a member of the CFPA, the member requested to know what information is expected from each group. She discussed this with the CFPA leadership, who were concerned about adding extra meetings to their busy volunteers. If PAC could delineate expectations, it would be helpful.

• SACI
  • The Superintendent Advisory Council on Instruction (SACI) representative, Mrs. Smith, distributed a summary of notes and commented on SACI’s first official meeting on October 10, 2024. The room was packed as never before, and this attendance was attributed to the release of the best practices for a High Functioning Principal Advisory Council (PAC) recently released and added to all schools’ improvement plans. A task force was created about two years ago to research, observe, and catalog the best practices of PACs in Prince William County. Kimberly Werle, Associate Superintendent of Eastern Elementary Schools, and Vanessa Olson, Chair of SACI, led it. The administrators will go over the details.
  • Expectations on what it means to be a good member of SACI were also presented. It was reiterated that SACI does not create policy but provides feedback and recommendations from a parent’s point of view regarding the group or school they represent. This is important to bring back to our PAC because PAC members should also consider improving all sections of our school and leave personal matters to personal meetings with each corresponding Administrator. This will keep our school goals in mind and help us become efficient at the school and personal levels.
• This year, the Best Practices Conference, which includes PTO organizations and PAC members, could be brought back. It would be a creative setting for exchanging best practices with community leaders from each school. This time, the newly created Department of Community Engagement at PWCS is expected to lead it.
• Please complete the PWCS Calendar Survey. Most of our parents' comments that all three options seem almost the same and that there is no point in completing the survey are understandable. But that is a key comment to bring up with the county. Take advantage of the comment section and add as much information as necessary.

IV. Principal's Time

Dr Healey would like to thank the PAC for all the comments brought forward during the last meeting. Dr. Healey conducted personal observations on different days, and he was surprised to find out that kids were trying to sneak out from the busses to the trailer first instead of going to school, and other students were trying to be sneaky instead of entering through the main entrance with the Evolv machines. As a result, staff initially assigned to inside supervision was transferred to outside supervision. This solution is the best given our limited resources, but it is of some concern. Last year’s highly-publicized Patriot HS students’ fight event occurred before the beginning of class. It brought discussions about the school staff being stretched so much between handling the Evolv and having enough staff to monitor the hallways.

About the changing of cell phone guidelines, the governor and VDOE provided guidance that school boards should prohibit cell phone use from bell to bell. The Board of Education of PWCS still needs to vote before December 2024. There is a possibility that all HS might change mid-year, which could bring pushback from students and a loss of trust from the HS students toward the system, as they might feel being punished even though they are complying with it so well, thus far. Colgan HS is doing very well with our hybrid guidelines, allowing students to organize themselves during lunch and connecting with parents if needed.

Dr. Healey is reading the book Anxious Generation and understands the need for educational changes, starting with the younger generations. He would be more supportive of changes completed before the new school year rather than changes mid-year.

• • Comment: An HS Student expressed that she thinks students might feel punished and will not like having to go to the office for a phone call.
  • Comment: A PAC member expressed having discussions with people close to the matter and not taking the PAC Member’s comments well about how effectively our school handles this hybrid method of cellphone control at the high school level. This member also wondered about the author’s revenue agenda versus accepting other divergent viewpoints.

• Enrollment and Staffing update. Budget update if available
  • Dr. Healey and Mrs. McClellan presented the enrollment and staffing update, as the budget update has yet to be released to them. Colgan currently has +52 students over budget, which will trigger additional funds to cover these students. Once Colgan receives the budget numbers, they will be provided to the group in November. We have already spent some of this money on staffing. If we have additional money once the students’ needs have been met, we will present additional needs assessments.
    • Question: Were these 2,865 students originally budgeted as the school's actual total capacity, or are we still over capacity?
      • Answer: We are around 800 over the original capacity. This equates to a whole grade level.
    • • Question: How many teachers are sharing rooms?
        • Answer: About 35 teachers. We currently have ten trailers. We could have ten more trailers to alleviate the 35 rooms needed, but the location allowed to place them would make it difficult for the security and management of these classrooms. Moreover, it would not provide additional bathrooms, cafeteria rooms, gyms, or other general amenities.
    • • Question: CFPA – does it grow with the additional students? Do we need more money?
        • Answer: Colgan has the only program for CFPA in PWCS, and we are built for it. It would be hard for us not to take students who apply for the CFPA program and pass the requirements. We have only turned down non-CFPA student transfers thus far because of the importance of the program to the county. Everyone wants an exact number of admissions, but auditions have a natural cut-off number due to passing the requirements to enter the program. So far, it has been balanced, and the number of admissions fluctuates according to whether students can meet the requirements needed to enter CFPA. Therefore, we are not overcapacity because of the CFPA.
• Standards of Excellence for Advisory Councils
  • The administrators reviewed the researched criteria and rubric to which each school will be held accountable and to which a PAC would be considered highly effective. Colgan’s PAC matched almost 100% of the points requested in the Rubric for PAC Excellence, and most items have been followed for some years already. For example, the Chair has been occupied by a parent, The PAC invited the parent liaison last year to participate in meetings, and Colgan’s PAC has updated its Bylaws at least twice, ending in 2018. The only point that has never been requested is translation services, but some options are available. The Chair and Mrs. McClellan talked about maybe reviewing the Bylaws. The PAC Chair asked for feedback.
    • One parent commented that PAC in OP has a more graphic newsletter. Even though it was extremely long, she liked to read it, and the students looked for shoutouts. Outreach could be improved by maybe including it in a weekly newsletter, even though Colgan’s PAC seems much better attended than those she attended at OP or other schools.
    • Another parent commented on how the lingo is used in Corporate settings: Advisories might indicate appointed people instead of open to the public. This perception could be preventing others from attending.
    • Another parent commented that leadership or governance classes could bring attention to the PAC’s meetings and provide points for attendance or for bringing their parents [unless the points system doesn’t align with diversity and equal accessibility].
    • Another parent commented on adding a PAC information Leaflet to the Parent Liaison’s table at the beginning of the year events for parents, as this is another way the community can engage with schools
  • The missing items from the last meeting's open comments, such as requesting an invite from the security Point of Contact to discuss vape usage in the bathrooms and discuss diversity further, will be left for a later date so that we can brainstorm the topics that the PAC wants to discuss.

V. Round Table Time: Presentation Discussion

VI. Open Comments

• Can we have an update on the Homecoming Event? A: It was great. Colgan had 1800 students in attendance. There were minimal problems and issues.
• Will we have a newsletter similar to OP? I believe OP uses smores. A: Admin would be happy to review alternatives and evaluate staffing needs.
• Sped – Kuddos on Colgan’s nondisabled advocating for inclusion. Thank you for giving the space for other staff to be creative.
• CFPA- Another Kuddos for allowing the auditorium to be used by other classes for the first time. Thank you for adding other students to this opportunity that other.
• An Invitation to a new Artistic Forum creation was distributed to those in attendance.

I. Welcome and Introductions

• Please remember to sign in using the QR code

II. Chairperson's Time

• Review and Approve October 2024 Minutes
  • Motion to approve October 2024 minutes approved
• Vice-Chair Nominations: Adrianna Berk
  • The Chairperson announced the nomination of Adrianna Berk for Vice-Chair for ratification.
• Other Notes
  • The chairperson shared that she had been attending different groups in an effort to connect and find new ways to gather information from various stakeholders.
  • The Chairperson asked for any other stakeholders present besides the SACI representative, to which there were none.

III. School Stakeholder Reports:If you are attending the meeting as a representative of one of these groups, please let the chairperson know prior to the start of the meeting

The Superintendent’s Advisory Council on Instruction (SACI) Meeting on November 14, 2024, focused on the presentation of the State of the School Division by the Associate Superintendent for Teaching and Learning and the Director of Research, Accountability, and Strategic Planning. Mrs. Smith made her notes available to all attendees, along with additional links to important data or information on PWCS websites.

• Summary of the State of the School Division: A copy of the slides about the State of the PWCS School Division can be found in the link to the 2024 State of the Schools Presentation
• Per pupil cost: PWCS is third from the bottom within our tri-county area.
• 97% of schools are fully accredited under the old system, and we look quite good under the new system, where we will have a weighted index, but the core ideas will remain the same.
• Participation in advanced courses increased by about 10% overall. It increased by 6.5% among Hispanics and 5.2% among all English learners.
• SAT participation increased by almost double, and the drop in attaining the benchmark dropped due to the increased participation.
• Khan Academy: availability for sophomores, juniors, and seniors at the
• Chronic Absenteeism in decline
• PWCS Interactive Dashboard and VDOE School Quality Profile are now available on the PWCS Accountability Website
• A SACI Parent open forum question that day gained the acknowledgment of many parents in the room. The member commented that they see an increase in racial slurs and hate speech by kids who do not even understand the damage they cause. Could the county research a proactive approach to prevent more of these cases? All cases are being monitored and addressed.
• SACI Website: The yearly topics are now available on the SACI webpage
• SACI's Work Session centered on creating questions regarding the latest instructional shifts (Virginia Literacy Act, New Standards of Learning, Updated Resources) and assessments (Overview of Federal, State, and Local Assessments).

IV. Principal's Time

• Budget Update
  • Dr. Healey presented Colgan’s budget update and distributed data points for all members to review.
    • The final number of students came with 56 students above the projection
    • The allocation of money increased by $593,410 due to the increased number of students from the initial forecast.
    • Colgan monitored these numbers weekly and over the summer. Therefore, most funds have already been allocated to serve these students. Several teachers already provided their second planning section to cover the increased number of students received before the final budget allocation. This is a calculated risk necessary to diminish the impact of these changes on students’ schedules.
    • The Special Education budget is highly regulated and separate from the rest. To complete the 15 allocated teachers, we still need to hire two Special Education Level I teachers.
    • Given the gradual increase in this student population, Colgan initially fought to hire 13 special education teachers instead of 12.5. Mid-year, it is very difficult to locate a teacher certified in special education, and we still need to hire two more. Special Education budgeting is precise about how it needs to be spent, so it is challenging to miscalculate our forecasts. We might need to hire a recent graduate or TPOTA.
    • Activities funds are raised and spent on those same activities. These funds are kept separate and earmarked for those specific activities.
• Overview of new School Performance and Support Framework
  • Dr. Healey provided an overview of the upcoming School Performance and Support Framework, using handpicked slides from the VDOE website to explain it. The VDOE website has more information. A spreadsheet was also distributed, and next year’s system was prepared based on this year’s Colgan High School numbers.
    • The new system will contain a weighted index composed of a Mastery, Graduation, and Readiness section for the High School-Level School Performance and Support Framework.
      • 50% mastery: It is based on a graduation cohort of the year prior. If you think of the graduating cohort of 2023, most of their Math SOLs would be from when that cohort was in 9th grade in SY 19-20 (during the Pandemic), English ratings would come from when they were in 11th grade in SY21-22 for that cohort, to give an example.
      • 15% graduation: 4-year adjusted cohort with a standard or advanced diploma at the end of 4 years.
      • 35% readiness This section now considers 3E points for advanced enrollment classes, employment in high-demand fields, and military testing like the ASVAB.
      • There has yet to be a decision on whether work-based learning counts within this framework. If this part is approved, Colgan would receive 93 points, falling first among similar school rankings; if not, Colgan would obtain 85 points, making Colgan third highest in the county. The School is proud of its teachers’ and students’ efforts and achievements.
• Additional notes:
  • The monthly newsletter Sharktails started on November 1st. Parents gave it many kudos, and it was well received.

V. Round Table Time: Presentation Discussion

VI. Brainstorming: Future Topics

• The group worked on a brainstorming session to bring future topics to the PAC. They focused on the upcoming Safety and Security Session and other potential miscellaneous sessions. Several post-it notes were written and placed on the two boards for the PAC leadership’s further review.

VII. Open Comments

• The chairperson will be meeting with Ms. McClellan to finalize the updates, and they will be ready to present to the PAC by January for review.
• A parent wanted to remind everyone that the cell phone policy is coming for a vote on 12/4 for notes.

I. Welcome and Introductions

• Please remember to sign in using the QR code

II. Chairperson's Time

• Review and Approve November 2024 Minutes
  • Approved
• Vice-Chair Nominations: Adrianna Berk (if in attendance)
  • The Chairperson announced the nomination of Adrianna Berk for Vice-Chair. Ms. Berk accepted the nomination. A vote was taken. Ms. Berk became the Vice-Chair of PAC for the remainder of the 24-25 year. 25-26 school year will be considered her second year.
• Special Recognition (if in attendance)
• Presentation of PAC By-Laws amendments (discussion and voting in February)

III. School Stakeholder Reports:If you are attending the meeting as a representative of one of these groups, please let the chairperson know prior to the start of the meeting

• A. SACI
  • Notes from the Superintendent’s Advisory Council on Instruction (SACI) Meetings on December 12, 2024, and January 2025 could not be presented. However, notes and slides have been added as an addendum for attendees.

IV. Principal's Time

• • A. Safety and Security Presentation

Mr. Martinez and Ms. McClellan presented information on Safety and Security based on previously collected questions. Safety and Security has a fully staffed team that can cover the school’s grounds beyond regular school hours to ensure proper coverage for openings, closings, and events.

• • Parking
    • All parking spaces are now numbered
    • Decals did not match this year because they were purchased before painting the spots. This will be avoided next year, and both decals’ and spots’ numbers will match.
    • The Colgan website provides information for new drivers who need a spot. Spots are available on a first-come-first-served basis until all are taken.
    • If a student needs to park and does not have the pass, please email Mr. Martinez
    • Spots covered in snow were provided with alternate spots
    • The school division sets the parking price ($100 for the year). The Central Office keeps 50%; the other 50% is returned to the school for risk management and safety measurement purchases.
    • The additional $25 requested for painting the Senior spots is fundraiser money that goes into the Senior Class Fund.
    • Cars without a decal will receive a sticker. Communication with the Security Office is key to avoiding this. A meeting and possible further decisions are made if there are multiple violations. Towing a car is a last resort after parents have been involved.
    • Fender bender accidents are common. Parents are called. Sometimes, PWC Police is also involved.
    • Drop-off at 234 is not a safe practice, but the school does not have jurisdiction there.
    • The map for drop off and any additional rules would be welcomed by all parents at the beginning of each year. It was suggested that a mid year review of traffic flow would be helpful.
  • Bathrooms' Monitoring
    • There is one security officer assigned to each wing. There is a patrol schedule, and the admin helps with it.
    • Bathrooms are checked periodically, and security ensures that not all ten or twelve people are entering at once. They look for graffiti or vandalism.
    • In the morning, most bathrooms are locked due to staff being shifted to the entry points. This avoids having to monitor them. Bathrooms in Common A & B are opened and more easily monitored. Once the staff becomes available, the rest of the bathrooms are unlocked.
    • Vaping issues countermeasures include increased patrolling; some students tell the officers.
    • What are the consequences of smoking pot in the bathroom? Suspension from school starting at 5 days. Other consequences depending on the situation.
  • EVOLV
    • There were new rounds outside to regulate those few students who thought they could avoid the main entrances.
    • Students cannot go directly to the trailers
    • If students have tutoring starting at 7 am, they must go in immediately. They can enter the school at 6:50 am if they are car riders.
    • Students know how to enter now, and there have not been any bottlenecks.
  • MISCELLANEOUS
    • Colgan has a room full of Lost and found items. Please get in touch with the security team. There are headphones and many other items.
    • f a high-value item is missing, the security team takes additional steps, such as reviewing the CCTV (closed-circuit Television), which has helped find computers and phones.
    • Suppose an item is complained to have been stolen. There is a process of questioning those involved, checking CCTV, visiting the area, and making a report. If there is proof of theft, the information is passed on to the Admin to evaluate the consequences. Consequences can vary depending on the type of item, cost, issue, and whether it has been recovered. Once these points have been gathered, disciplinary consequences will be implemented. Sometimes, the police must be involved in the case of high-dollar items.

V. Round Table Time: Presentation Discussion

VI. Brainstorming: Future Topics

• Safety and Security
• Miscellaneous

VII. Open Comments

• Teachers’ communications to the students: Are they supposed to be cc’ed to the parents as well? Parents understand that HS students need to become independent but wonder if they can gather more information. The admin informed me that all communication is being sent through the system and can be recovered within the PWCS system if needed.

I. Welcome and Introductions

• Please remember to sign in using the QR code

II. Chairperson's Time

• Review and Approve January 2025 Minutes
  • Motion to approve January 2025 Minutes: Approved
• Special Recognition (if in attendance)
• Discussion of PAC By-Laws amendments
  • Number ten was reworded to express the timing of the process in reference to the last PAC meeting, providing further flexibility. This time, nominations should occur in March.
• Voting on PAC By-Laws
• Becky motioned for the bylaws to be accepted with the changes as established today. A second motion was made, and all present approved it.

III. School Stakeholder Reports:If you are attending the meeting as a representative of one of these groups, please let the chairperson know prior to the start of the meeting

• SACI
  • SACI: The Superintendent’s Advisory Council on Instruction (SACI) January meeting was canceled due to severe weather. We will distribute notes that encompass the information from January and February at the next meeting.
• The Athletic Boosters Committee
  • The Athletic Boosters Committee is seeking a new president, vice president, and one more position. There are two concessions volunteers, and one is stepping down. They are looking for volunteers. They meet on the third Monday of the Month.

IV. Principal's Time

• Budget Overview FY26
  • The timing of the superintendent’s Budget proposal’s approval process was explained.
  • Feb 19th, the first draft for Colgan will be finished.
  • In Early May, Colgan can make adjustments based on the changes of the School board and the Board of County Supervisors (BOCS)
  • Colgan does not anticipate any big swings in the student population. Most tweaks are done at the class level based on their choices.
  • Colgan always had more students than projected, and therefore, Colgan has never had to return any money.
  • 91-93% of the budget goes to personnel decisions. 1% of your budget can be carried over, which gives us a cushion for possible issues.
  • All dept heads make their requests, and then we have discussions of availability based on the needs to succeed in the instructional requirements. Several classes are consumable-based, and those have higher requirements, such as art or CTE courses.
  • Dean of Students is a new position brought forward by the county that has not been fully defined.
  • Only eight schools are receiving a Graduation Coach, and Colgan will not be one of them. However, it is a great position, and Colgan hopes it will be considered in the future.
  • The ESOL budget has changed from last year. The projected number of ESOL teachers is 4.9. With budget processes for this type of position, the principal loses autonomy. However, rounding the number up will help the school get the appropriate budget instead of Colgan having to look for this portion of the budget elsewhere. This is considered a win-win situation for all.
  • Level II autism program added. We have a space issue when adding this third program, which is still being discussed, but we are hopeful.
  • Any student accepted to Colgan’s CFPA program is considered gifted in the arts because it is audition-based. For funding purposes, the school does not double dip. This number comprises at least one level of giftedness as per County guidelines.
  • Flexibility in using the school budget has been decreasing as the county seeks to standardize more portions of the school management.
• Advanced Placement (AP) Data: presented by Mrs. McClellan
  • 2024’s data was added to our ongoing tracking document
  • Advanced Placement (AP) test requests without taking the class can be asked here at Colgan, and they follow this schedule:
    • November 15 wo/ extra fee.
    • March 15 is the final deadline but with an additional late fee.
  • New AP courses with data for next year will be AP English 10 + Seminar, AP PreCalc, and AP African Studies.
  • Parents appreciated the AP/DE conference and the opportunity to listen to students taking these classes.
  • The conference gathered information about what students can do over the summer and what the syllabus looks like the year before attending that class so students can have better expectations.
  • This year's AP testing will be entirely digital. Seven test subjects were taken digitally last year. However, some tests, like science and math, are still hybrid. The AP Seminar is project-based, but a portion is test-based.

V. Round Table Time: Presentation Discussion

VI. Open Comments

• a time to bring up issues for discussion at our next meeting
• open discussion of the issue will be limited until appropriate information can be gathered
  • No additional questions or subjects were raised.

I. Welcome and Introductions

• Please remember to sign in using the QR code

II. Chairperson's Time

• Review and Approve February 2025 Minutes
  • Approved with amendments
• Special Recognition (if in attendance)
• Nominations for Chairperson (Secretary and Vice Chair have 1 more year of a two-year term)
  • Request for nominations from the floor for the positions of Chairperson of PAC Colgan, and Vice-Chair, and explaining what the roles entail.
  • Voting at May meeting

III. School Stakeholder Reports:If you are attending the meeting as a representative of one of these groups, please let the chairperson know prior to the start of the meeting

• SACI
  • The Superintendent’s Advisory Council on Instruction (SACI) met on March 13, 2025, to present the Continuation Improvement Plan (CIP) and next year’s budget. Key highlights included a delay in constructing the fourteenth high school, based on demographic data indicating a decline in student enrollment. However, parents expressed concerns, noting that this trend is not reflected in their local schools and citing anticipated residential development in the area. Improvement funds will be allocated using data-driven methods to promote equitable distribution across the county. Colgan High School is scheduled to receive LED lighting upgrades, and several schools will have solar panels installed. These solar panel allocations were also based on data, prioritizing older buildings with higher energy costs to ensure the best return on investment. During the budget discussion, parents appreciated the funding allocated for anti-vaping initiatives in high schools and shared their hopes for expanding the program into middle schools. A more detailed summary of the SACI meeting notes was distributed during the session. 

IV. Principal's Time

• Update CIP goals and additional information
  • We held a mid-year CIP review with the Colgan team. Overall, our data looks strong, and we are focusing on identifying and addressing our weakest data points. Regardless of performance trends, we remain committed to investing significantly in the success of all our students. The targeted focus that you will see is due to Colgan’s relatively strong overall school data. Some key highlights are as follows:
    • Continuous Improvement Plan (CIP) Updates
      • 1. Improving English Reading SOL pass rates for students with disabilities
        • Two self-contained English 11 classes have been established, now co-taught by a special education teacher and a certified English teacher.
        • Initial improvements are being observed despite challenges.
      • 2. Reducing chronic absenteeism, particularly among female English Learners (ELs)
        • Mentorship and check-in programs are helping address attendance concerns.
        • Chronic absenteeism among female EL students has decreased from 35.7% last year to approximately 24% this year.
        • Parent communication regarding absenteeism letters remains a challenge; efforts are underway to increase understanding.
      • 3. Ensuring active and effective operation of the School Advisory Council (SAC), where Colgan scored well and we are on track.
      • 4. Senior Graduation Support
        • Intensive efforts are underway to support at-risk seniors who are not on track to graduate.
        • Personalized interventions are being deployed for students with academic, physical, or mental health challenges.
  • Staffing and Budget Updates
    • Only one teacher has officially resigned. A few others are exploring relocation.
    • Five new teachers have already been hired to backfill previous vacancies and reduce teacher course overloads.
    • New positions added: one assistant principal, one special education teacher, one custodian, and support for a new Level 2 Autism program.
    • A new Dean of Students position is being added to improve consistency in discipline enforcement.
    • A valued finance specialist is leaving for a private-sector job; recruitment is underway.
  • Achievements and Recognition
    • Two students were named U.S. Presidential Scholars (2 of only 4 in Prince William County).
    • One National Merit Finalist and several Commended Students recognized.
    • Robotics teams earned top awards and will advance to the VEX Robotics World Championship in Dallas.
    • A sophomore student won the Grand Prize at the Prince William Water Art Invitational.
    • Multiple winter sports successes, including state and regional championships in boys’ swimming.
  • Events and Celebrations
    • Embark with the Sharks: Freshman transition event scheduled for April 9.
    • Spring Musical: “Guys and Dolls” runs April 3–5.
    • Autism Acceptance 5K: April 5.
    • Multicultural Night: April 8. Celebrates global cultures through student-led booths and performances—highlighted as a key community-building event
    • Prom 2025 Update:
      • Prom venue moved from Foxchase Manor to the Marine Corps Museum to reduce costs.
      • Attendance is now limited to juniors, seniors, and their guests; freshmen not permitted.
      • Ticket prices were reduced to $50 (lower than most area schools).
      • Security and guest protocols were updated to ensure a safer, more manageable event.

V. Round Table Time: Presentation Discussion

• Q&A
  • Vaping and Student Behavior
    • School is increasing enforcement of vaping rules due to repeated incidents.
    • Vape detection technology will be installed; enforcement will involve Saturday school and mandatory educational modules.
    • Students caught vaping THC will face in-school suspension.
  • Dean of Students position for next year: The goal is to create a position to standardize the discipline rules among all high schools. They will not do all of the disciplining, but they will funnel the decision-making and standardize it with other schools.

VI. Open Comments

• a time to bring up issues for discussion at our next meeting
• open discussion of the issue will be limited until appropriate information can be gathered
  • Open Forum
    • Q1: Is Colgan considering a flex period? OP has flex periods regularly. It is also free time for students, so they love it.
      • Colgan has embedded flex time within each quarter to allow time for studying and making up work. It is usually provided twice a month.
      • Some teachers have not reported a good return on their investment in that time, but some have reported having to provide enrichment work, and the usage remained inconsistent.
      • The question remains whether teachers are consistent in using flex time. The school will review its communication around embedded flex periods for academic recovery and enrichment.
    • Q2: Math: Is it typical to give tests at the end of the quarter, with make-ups given after the end of the quarter? Wouldn’t having retakes for all assessments be better, as practice provides mastery?
      • Prince William County Public Schools is reviewing its grading policy for consistency, and it is also reviewing the opportunity for retakes.
      • Current regulation mandates retake options only for summative assessments.
    • Thank you for including the PAC meeting in the newsletter and for the great new chairs in the library.

  Remember to sign in using the QR Code if you haven't already

  Meeting adjourned at 8:32pm

  **Next meeting: Monday, May 12, 2025, 7 pm in the Colgan Library**

I. Welcome and Introductions

• Please remember to sign in using the QR code

II. Chairperson's Time

• Review and Approve March 2025 Minutes
  • approved with correction on the attendance
• Special Recognition (if in attendance)
• Complete nominations for Chairperson (Secretary and Vice Chair have 1 more year of a two-year term)
• Voting for new Board Members
  • Adriana Berk was confirmed as the new Chairperson. Becky Maurer accepted the nomination for Vice Chair and confirmed. Claudia Smith will continue as Secretary to complete her second year.

III. School Stakeholder Reports:If you are attending the meeting as a representative of one of these groups, please let the chairperson know prior to the start of the meeting

• SACI
  • The Superintendent’s Advisory Council on Instruction (SACI) met on April 10 to hear Dr. McDade present the Continuation Improvement Plan (CIP), next year’s budget, and answer questions. SACI also met on May 8, 2025, to vote on the SACI Annual Report and next year’s officers. Key highlights included discussions on the reduction of federal funds, which would primarily affect free breakfast and lunch programs for those in need, and students with disabilities. PWCS is evaluating contingency plans and preparing the Strategic Plan 2026-2030, incorporating input from past SACI meetings and aligning priorities with emerging needs. Dr. McDade openly acknowledged inappropriate student behavior (e.g., slurs) and the need for stronger communication and policy. Some High School Parents expressed concern about the lack of health education past grade 10. Regarding new incoming DEI policies from our current government, Dr. McDade affirmed that PWCS continues to be in compliance with federal regulations, and this should not necessitate any changes as long as we are following the law. Rezoning might be necessary due to school capacity issues and will be addressed in the coming years. No Deans of Students are scheduled at the elementary level yet, due to insufficient behavioral data, which is currently under review. Lastly, during the May 8 meeting, SACI voted and approved the Annual Report, which will be delivered to Dr. McDade and presented to PAC next year.

IV. Principal's Time

• Appreciation extended to members, especially outgoing seniors and their parents
• Budget Updates
  • The counselor-to-student ratio will be reduced from 300:1 to 250:1 thanks to the approved budget; Colgan will receive two additional counselors.
  • Space constraints persist; an estimated $35,000 is needed for office conversion.
  • Minor changes to the budget based on student numbers to follow in the fall.
• Staffing Changes
  • Sixth assistant principal hired (announcement pending clearance)
  • The Special Ed program did not have as high an enrollment as originally expected, and we will see a reduction from four to three units.
• Prom Update
  • Returning to the Marine Corps Museum was successful; Colgan reduced the cost to $50 per ticket.
  • 0 tickets were sold; positive feedback all around.
• Senior Externships
  • 502 seniors are participating in the two-week externships.
  • Students return to give presentations. Colgan has been successful in replacing the end-of-year lag.
• AP/Dual Enrollment Orientation
  • Colgan is looking to schedule orientation meetings after graduation for AP/DE students to preview coursework and make informed decisions. Students will have the opportunity to learn about each class from current students.
• Testing
  • Colgan was at the time in the intense testing window with AP, SOL, and CTE exams.
  • Most results will return promptly.
• Flex Time Survey
  • The PAC discussion of our previous meeting prompted our group to survey our staff on the current flex model versus an institution-directed model. 57% of staff want to maintain the current model. Some provided new ideas as well.
  • Colgan plans to form a Flex Task Force in 2025-26 to reevaluate options with input from all stakeholder groups.

V. Round Table Time: Presentation Discussion

VI. Open Comments

• • Student Concerns Raised
    • Dress Code
      • Perceived as stricter this year
      • Students desire clearer, consistent enforcement. It felt as if some are more targeted than others based on who is doing the enforcement. Students are unsure of what is allowed, and at the same time they would like to express their creativity.
      • Request for inclusive policy that avoids body shaming. It might feel as this in certain cases. Maybe more information ahead of the start of class might help.
      • Clarification was presented on why female employees talk to female students about clothing infractions and vice versa. Mentions of wanting to remain tactful and being easy to approach.
    • Counselor Scheduling
      • Difficulty accessing counselors; suggested use of electronic appointment scheduling system like other schools.
    • Canvas Usage:
      • Inconsistencies in Canvas use by teachers. Some teachers use canvas extensively and others not enough. It would be helpful if all classes use it the same way.
      • Request for mandated use to post calendars and schedules for all to see. Can this be evaluated for next year, maybe?
    • Event Awareness
      • Students unaware of events like the 5K
      • Suggested improved communication via dedicated student emails and Instagram. Other parents mention that we might be getting too many emails already, and that it is difficult to manage an overload of information as well.
• Parent Concerns raised
• • Praised for balanced enforcement of the cell phone policy, and the trust in the students to become responsible about its usage. Moreover, diabetes-related phone use accommodations mentioned positively.
  • Appreciation for student voice being considered in advisories.
  • Mental Health Resources: Suggestion to increase visibility of in-school therapists.
  • Encouraged teacher communication and better Canvas consistency.
  • Support for advisory follow-ups and student-led feedback mechanisms.