April Workbook Overview for Part B Locals April Workbook Overview for Part B Locals Office of Special Education Monitoring and Technical Assistance Team April 18, :30 AM

April 18, 2013 Meet the CIMS Team! 2 Office of Special Education –Susan Liebetreu –Pam Kittel –Jeanne Anderson Tippett –Sharon Fink Public Sector Consultants –Michelle Richard –Lynne Clark

April 18, Agenda April 2013 Workbook Monitoring review and preview CIMS refresher Resources Upcoming dates Questions?

April 18, Wondering About the Part C Workbook? The Part C webinar was held on April 16 th Check the EOT&TA Web site to view the recording ( Please contact the Part C (EOT&TA) Help Desk with any questions! –(866)

April 18, 2013 April Workbook 5

April 18, Monitoring Priorities for April

April 18, April Workbook Overview Strand Report Results Transmittals Monitoring Activities Report (MAR) Letters of Findings/No Findings for B-3 IEP Implementation Validation & CAPs Monitoring Reports of Findings or No Findings & FM CAPs Monitoring notification letters Data alert letters Data collection activity

April 18, Strand Report Summarizes your local’s performance on State Performance Plan (SPP) indicators Updates include: –New data for many indicators (B-1, B-2, B-5, B-7, B- 8, B-14, B-3 IEP, and FM indicators) –Updated statuses for all tasks Can be accessed from your CIMS Reports Page

April 18, Strand Report Sample – Review of Data

April 18, Strand Report Sample – Review of Data (cont.)

April 18, Strand Report Sample - Review of Monitoring Priorities

April 18, Strand Report Navigation Note The “Back” button in the CIMS Workbook will not take you back to the Reports page To return to the Reports page from the Strand Report: –Use the Back button in your browser –Use the Reports tab to search for your Reports page

April 18, 2013 If you’re a Mozilla Firefox user, you will not see “thumbs up” or “thumbs down” on your Strand Report in CIMS C = Thumbs up D = Thumbs down Please note, the print version shows the icons correctly! 13 Note re: Mozilla Firefox

April 18, 2013 Results Transmittal If your local does not meet the state target on a results indicator, then your local completes a Results Transmittal Results Transmittals: –Are a form within CIMS –Guide discussions at the local level between District/School Improvement Teams and RAP teams How do I know if I have to complete one? –Look at your Strand Report for a “thumbs down” –Look at your Workbook Task List 14

April 18, 2013 Results Transmittals Based on Data Reviews B-1 (Graduation) B-2 (Dropout) B-5AB (Educational Environments) NEW B-7 (Preschool Outcomes) B-8 (Facilitated Family Involvement) B-14 (Post Secondary Outcomes) 15

April 18, Results Transmittal Form – Data Review

April 18, Results Transmittal Form - Improvement Planning

April 18, 2013 Results Transmittal Timeline Results Transmittals are due June 15,

April 18, Monitoring Activities Report (MAR) The MAR is included in every Workbook and provides important information to locals Some messages are universal and go to all locals –Significant Disproportionality notice –MSDS reminder –Public Reporting reminder –Determinations notice Some messages are targeted and are sent only to specific locals –Reports of Findings/No Findings message –Monitoring notification –B-13 data collection notice

April 18, Sample MAR

April 18, 2013 Letters of Findings/No Findings & CAPs B-3/IEP Implementation –Based on data collected by ISD monitors in fall 2012 –If your local participated in this activity last fall, there will be a Letter of Findings or a Letter of No Findings A Letter of Findings results in a required corrective action plan (CAP) –Access your CAP from your Task List or the Compliance tab –Look on the CAP Menu Page for a list of noncompliant student records called “Local Student Data Report” –Work with your ISD monitor to complete your CAP 21

April 18, 2013 Reports of Findings/No Findings & FM CAPs Based on Winter Monitoring activities: –B-4A/B (Suspension Expulsion) –GSM (General Supervision Monitoring) A Report of Findings results in an FM CAP –Access your CAP from your Task List or the Compliance tab –Work with your technical assistance (TA) provider to complete your CAP 22

April 18, 2013 CAP Timeline Timeline for Corrective Action Plans (CAPs): –CAP due June 1, 2013 (45 days) –Progress Report due October 1, 2013 –CAP Closeout Request due December 1,

April 18, 2013 Monitoring Notification Letters Monitoring priorities for spring FM: –B-5 (Educational Environments) –GSM (General Supervision Monitoring) Monitoring notification letters were: –Issued in the April Workbook – ed to superintendents –Posted on the CIMS Web site Spring monitoring starts April 29, and Reports of Findings/No Findings will be issued in the August Workbook 24

April 18, 2013 B-4 (Suspension/Expulsion) Data Alert Letters Some locals received a B-4 Data Alert letter in their April Workbook This letter serves as a warning that your suspension/expulsion data does not currently meet state targets and may lead to additional monitoring in the future 25

April 18, 2013 Data Collection: B-13 (Secondary Transition) Checklist The B-13 Checklist/data collection is available in CIMS under the Data tab Who completes this activity? –CIMS coordinators and ISD monitors are able to view it –Transition Coordinators and Transition Coordinator Contacts complete it When is it due? –April 15 – July 1, 2013 –CAPs for noncompliant data will be issued in the August 15 Workbook 26

April 18, 2013 Data Collection: B-13 Checklist (cont.) Want to know more? –View this year’s webinar online at under the Events tab How do I know if my local has B-13 Checklists? –Check your MAR to look for the message –Check under the Data tab –This year, 678 locals are participating 27

April 18, 2013 Monitoring Review & Preview 28

April 18, 2013 Winter 2013 Monitoring - By the Numbers 3 types of monitoring activities: –On-Site Review –Desk Audit –State Verified Self Review 2 priority areas –B-4 A and B –General Supervision Monitoring 46 locals monitored 33 locals were issued a finding 29

April 18, 2013 Common Findings IEP Development ‒ Annual goals not measurable ‒ Required participants not in attendance at IEPs ‒ PLAAFP statements not specific ‒ Lack specifics for time, frequency, or condition of supplemental aids and services ‒ Lack of consideration of positive behavior intervention supports for students whose behavior impedes their learning or that of others 30

April 18, 2013 Common Findings (cont.) IEP Implementation –Lack of provision of programs and services –Lack of provision of progress reports Lack of valid and reliable data submission Caseload limits of the MARSE or ISD plan not maintained 31

April 18, 2013 Common Findings (cont.) ●Discipline –Lack of provision of educational services after the tenth day of removal –Lack of consideration of whether a series of removals constituted a pattern of behavior that results in a change of placement. –Lack of provision of procedural safeguards –Untimely Manifestation Determination Reviews –Lack of development of FBAs and or BIPs as appropriate 32

April 18, 2013 FM CAPs Reminder Locals that participated in Winter Monitoring received a Report of Findings or No Findings in their Workbook If your local has a Report of Findings, work with your TA provider to complete your FM CAP 33

April 18, 2013 Spring Monitoring Notification 21 locals will be participating Monitoring notification letters were: –Issued in the April Workbook – ed to superintendents –Posted on the CIMS Web site Spring Monitoring starts April 29, and Reports of Findings/No Findings will be issued in the August Workbook 34

April 18, 2013 B-5 (Educational Environments) Results Indicator Percent of children with IEPs aged 6 through 21 served: A.Inside the regular class 80 percent or more of the day; B.Inside the regular class less than 40 percent of the day; and C.In separate schools, residential facilities, or homebound/hospital placements. 35

April 18, 2013 Indicator B-5 (Educational Environments) § Monitoring Activities (a)The SEA must carry out activities to ensure § (LRE Requirements) is implemented byeach public agency. (b)If there is evidence that a public agency makes placements that are inconsistent with § , the SEA must – (l) Review the public agency’s justification for its actions. (2) Assist in planning and implementing any necessary corrective action. 36

April 18, 2013 Statewide B-5 Trends MeasureTarget 2010 Data 2011 Data 2012 Data 80% or more in GE≥63%62.8%63.7%62.7% Less than 40% in GE≤11.9%12.7%12.5%11.9% Separate Facilities≤4.8%5.3%5.7%5.5% 37

April 18, 2013 B-5: Selection Criteria Locals with fewer than 46% of students with IEPs in general education ≥ 80% of the day in Exceptions: –Locals were excluded if they were monitored for B-5 in school year or –Locals with large special programs if recalculation is above state threshold –Special programs such as alternative schools, virtual schools, or strict discipline academies Data Source: Michigan Student Data System (MSDS) Special Education Count data –Fall 2012 –Data available through CEPI 38

April 18, 2013 General Supervision Monitoring (GSM) Response to the U.S. Office of Special Education Programs (OSEP) visit in November

April 18, 2013 §§ and (a)(1)(2) State monitoring and enforcement The Office of Special Education (OSE) must review policies, procedures, and practices related to the provision of a FAPE. The State is responsible for ensuring that the requirements of IDEA are carried out and that each educational program for children with disabilities meets the State’s educational standards. GSM: Authority 40

April 18, 2013 Rotation Schedule –From a list of locals within the ISD, eliminate those being monitored in the current cycle for any other indicator –Randomly select from locals that have not had a previous monitoring activity –If none remain, randomly select from locals that have not had a monitoring activity in the past 4 years –If none remain, randomly select from the full list. GSM: Selection Criteria 41

April 18, 2013 CIMS Refresher 42

April 18, 2013 The CIMS Process 43

April 18, 2013 Open Workbook  Acknowledge Reports Reports must be acknowledged by May 15 You cannot complete work in your Workbook until you have acknowledged your reports What to do? –Review Reports page – Does my local have findings? –Review Strand Report – What are our next steps? –Review MAR –Decide if you need to convene a Review and Analysis Process (RAP) Team 44

April 18, 2013 New screenshot coming once it’s ready in demo. 1. Click “Click Here” 45

April 18, Click “Acknowledge Reports”

April 18, 2013 Assemble a RAP Team If you have a finding or a Results Transmittal, you need to convene a RAP Team Suggested RAP Team members include: –A CIMS coordinator (special education director or district designee) –Special education administrators/general education administrators/ISD monitor –School improvement team representative –Parents –Service providers –Data experts or program specialists 47

April 18, 2013 Complete Tasks with the RAP Team Compliance –B-3/IEP Implementation CAPs –FM CAPs Results –B-1Graduation –B-2Dropout –B-5 Educational Environments –B-7Preschool Outcomes –B-8 Facilitated Parent Involvement –B-14Postsecondary Outcomes 48

April 18, 2013 Provide Feedback After completing tasks, provide and submit feedback, and your Workbook will be complete! 49

April 18, Resources Visit the CIMS Web site Contact your ISD monitor Call the CIMS Help Desk

April 18, 2013 CIMS Web site

April 18, 2013 Sample Indicator Page 52

April 18, CIMS Web site: Probe Questions Probe Questions are available on each indicator’s page to help your RAP Team analyze your local data, policies, practices, and procedures Print a copy before your RAP Team meeting!

April 18, ISD Monitors ISD monitors are available to help locals navigate CIMS, understand monitoring activities, complete CAPs, verify corrections, and more! Don’t know who your ISD monitor is? –Visit the CIMS Web site –Click “CIMS Overview” in the “Resource Library” –Click “Who’s My ISD Monitor?”

April 18, CIMS Help Desk Need help completing a task in CIMS? Having trouble with your username and password? Contact the CIMS Help Desk –(877)

April 18, 2013 Upcoming Dates December 2012 Workbook –Progress Report due: June 1 –Request CAP closeout: September 15 April 2013 Workbook –Acknowledge reports: May 15 –Submit CAPs: June 1 –Submit Results Transmittals: June 15 –B-13 Data Collection: July 1, 2013 (completed by Transition Coordinator and Contacts) 56

April 18, Questions?Questions?

April 18, Contact Information CIMS Web site: CIMS Help Desk or (877) Office of Special Education –Jessica Brady, Supervisor, –Susan Liebetreu, Coordinator, –Pam Kittel, Consultant, –Jeanne Anderson Tippett, Consultant, –Sharon Fink, Departmental Analyst,