Michigan SWIS Facilitator SWIS 5.0 Overview September 9, 2013

PBISApps is a not-for-profit group, developed and operated by Educational and Community Supports (ECS), a research unit at the University of Oregon. The PBISApps team manages a series of educational tools related to the implementation of multi-tiered support systems (MTSS): School-Wide Information System (SWIS) Suite including SWIS, CICO-SWIS, ISIS-SWIS PBIS Assessment PBIS Evaluation PBIS Applications have been implemented in more than 25,000 schools in the U.S. and abroad.

SWIS 4.4SWIS 5.0 NavigationMain MenuSWIS Dashboard and Icons Reports Select one specific report and enter specific data parameters School Summary reports displayed on the SWIS Dashboard Multiple report tabs open at the same time NEW—Day of Week Report NEW—Grade Report NEW—Motivation Report in the Student Dashboard Referral Labels Problem Behavior o Harassment/Bullying o Defiance/Disrespect/ Insubordination/ Non-compliance Motivation Administrative Decision Problem Behavior—can select more than one! o Harassment—enhanced ability to track! o Bullying—now separated! o Defiance/Insubordination/Non-compliance o Disrespect—now separated! Perceived Motivation Action Taken—can select more than one! o NEW—Action Pending o NEW—Additional Attendance/Saturday o NEW—Alternative Placement

SWIS 4.4SWIS 5.0 Data Drill-Down Custom Report Custom Graph NEW—Data Drill-Down feature with savable reports Person Management Add/Revise Staff Display Staff Status Merge Staff Add/Revise Student Display Student Status Merge Student NEW—Person Management feature which allows for managing all students, staff, & non- staff in one place NEW—Person status is displayed and merging and revising is enhanced and easier Seclusion/Restraint Not possible to identify the use of seclusion/restraint and not possible to track the use NEW—Seclusion/Restraint can be identified and tracked Ethnicity Report NEW—Risk Indices added for better data-based decision making around disproportionality Weapons & Harassment Create Extra Info fields to track harassment and/or weapons use NEW—Selecting Use/Possession of Weapons prompts for weapon type NEW—Selecting Harassment prompts for harassment type

For SWIS to sustain, we need someone local and knowledgeable about implementing and using the application. A facilitator fills this role and is what turns SWIS from an application to a tool that transforms school and other educational facilities.

A. Initial Facilitator Training B. School Installation C. Sustaining Implementation Step 1: SWIS Facilitator Certification Training Intro/Orientation Building Fluency Implementing SWIS Step 1: SWIS Facilitator Certification Training Intro/Orientation Building Fluency Implementing SWIS Step 2. Establish Routines Ongoing Communication PBISApps Training Plan Step 2. Establish Routines Ongoing Communication PBISApps Training Plan Step 3: Startup Readiness & Licensing Step 4: Startup Swift at SWIS Training Step 5: Startup Coaching Step 6: Three-month review and final sign-off Step 8: Annual Accountability Reports (District/State) Step 9: Annual Readiness checks Step 9: Annual Readiness checks Step 10: Annual Updates and Renewals Step 10: Annual Updates and Renewals Step 7: Ongoing Communication and Support with schools/facilities Step 7: Ongoing Communication and Support with schools/facilities

SWIS Facilitator Training  Initial certification Training (2.5 days)  Embed Role of SWIS Facilitator into Job Description & Responsibilities  Build routines and procedures for maintaining contact with PBISApps Team and local SWIS Network  Visit Website  Review newsletters, updates, reminders, and other communications  View online videos and webinars  Send feature requests, questions, and bugs  Attend state & national PBIS conferences (as available)  Plan for 5-10 hours per year for SWIS Professional Development

School Installation  Introducing the need for decision systems through presentation, demonstration, and conversation  Work with new school/facilities to get up and running with SWIS  Readiness  Licensing  Swift at SWIS Training  Coaching teams to use SWIS data for decision-making (3+ meetings first year)  Follow-up Readiness Review  Plan for hours per school per year for implementing schools/facilities

New school/facility SWIS request(s) Initial Readiness & Licensing Swift at SWIS Training Coaching and Follow-Up Support Three-Month Readiness Review Coaching and Follow-Up Support Year-End, Wrap-Up Support

Things to Note: Readiness Checklist is organized to align across applications as well as accommodate stand-alone subscriptions Documentation Allows schools up to three months to meet documentation requirements This will require the Facilitator to follow-up and verify later that the final requirements were met. Language for inclusion of non-school facilities (i.e., school/facility, educational facility) Status Checks for Action Planning Not in Place Partial In Place Next Check

SWIS Readiness Requirement 3 The school/facility has an incident referral form and definitions for behaviors resulting in major- vs. minor incidents in place that is compatible with SWIS referral data entry.

More information and examples are available at in the Resources section

Discussion ItemTaskWhoBy When 1.Identify Major and/or Minor Problem Behaviors to include on the form from the SWIS list of problem behaviors. 1.Define all problem behaviors using the SWIS Office Referral Definitions as a guide. a.Identify any problem behavior sub-categories for customized field (e.g., texting in class, listening to iPod). b.Determine the number of secondary behaviors to collect. c.Identify how primary and secondary behaviors will be recorded on the form. 1.Identify all Locations to include on the form from the SWIS list. a.Identify any location sub-categories for customized field (e.g., east hallway, west hallway). 1.Discuss staff confidence levels around identifying the Perceived Motivation of problem behavior. 1.Identify list of Actions Taken used at the school and to be included on the referral form. a.Identify any sub-categories for customized field (e.g., call home, sent, letter sent). b.Determine the number of secondary behaviors to collect (Default: 0). c.Identify how primary and secondary behaviors will be recorded on the form. 1.Use the compatibility checklist to ensure that other required information fields are included on the form. SWIS Referral Form Discussion Outline

More information and examples are available at in the Resources section

SWIS Readiness Requirement 4 Within three months of SWIS licensing, the school/facility is committed to having in place a clearly documented, predictable system for managing disruptive behavior (e.g. School-wide PBIS).

Sustaining School Implementation  Build routines and procedures for ongoing communication and support across 3-20 schools/facilities.  Annual Licensing Renewal (Verify school contacts and billing information)  Annual Accountability Reporting (using SWIS data for district & state reports)  Readiness & Data Integrity Checks  Communicate updates and reminders from PBISApps Team  Refresher trainings, check-ins, and team-coaching  Trouble-shooting & User Management in SAMI  Orient and train new building- and district-level staff as needed  Plan for 3-5 hours per school per year for sustaining schools/facilities (checking in, support, coaching, training, reminders)

Ongoing Readiness Tasks: Review SWIS Readiness Requirements with new administrators and others as needed. Provide information about how school/facility is currently using or could use SWIS Data for decision making. Work with new and inherited school/facility to regain or maintain readiness. Provide SWIS User Trainings for new users and boosters for current users.

9-page document One page to complete and return to us Designed for online completion Space for electronic signatures

School Profile Administrator login information (only) All other users set up through SAMI Billing Profile Leave blank if the school pays License Agreement & Data Sharing Administrator signature Facilitator Information Facilitator signature

License Agreement The person assigned the responsibility of signing legally- binding documents will sign the license agreement. In most schools this is the: Administrator Dean Vice Principal Superintendent. Optional Data Sharing Agreement Schools opting to participate in sharing their data with state and district evaluators for research purposes will sign this agreement. This piece is not required in order to use the SWIS Suite.

Applications Use the drop-down to indicate which applications the school wants to access.

Submit Page 6: Fax Mail Educational and Community Supports 1235 University of Oregon Eugene, OR Attn: SWIS Accts Manager Allow 2 weeks for activation A notification will be sent to you as soon as the account is activated. Invoice is sent to the payer indicated on the license agreement. Letter is sent to the school welcoming them to SWIS.

What is the current referral process at the school? Who are the individuals who will enter data at least twice weekly (daily entry is preferred)? What teams and individuals will most likely access the data at least twice weekly for analysis and decision making? What other individuals will want access to reports infrequently (e.g., monthly, quarterly, annually)? How will these individuals request data as needed and who will provide reports?

DescriptionRole School Admin A School Admin user has full access to enter and review data within SWIS. The role of School Administrator is typically limited to one or two school or district-level administrators who support and/or participate in the school-wide implementation of CICO. Data Entry A Data Entry user has access to enter data and generate common reports within SWIS. *Formerly: Full Access User The role of data entry is typically limited to one or two staff members who enter referral data, maintain person records, enter schools days & enrollment, and/or monitor data integrity. Data Analyst A Data Analyst user has access to view reports within SWIS for decision making and evaluation. The role of data analyst is typically limited to one or two staff members who are responsible to monitor data integrity and generate relevant SWIS reports to summarize for decision- making team(s) within the school or district. Reporter A Reporter has access to view common reports within SWIS. Formerly: Read-Only User The role of Reporter is given to a small number of staff within the school who regularly monitor and report SWIS data (e.g., grade level team leader, school counselor)