April Workbook Overview for Part B Locals April Workbook Overview for Part B Locals Office of Special Education Monitoring and Technical Assistance Team April 8, :30 PM

April 8, 2014 Meet the CIMS Team! 2 Office of Special Education –Jeanne Anderson Tippett –Shawan Dortch –Kathleen Hoehne –Charles Thomas –Sharon Fink Public Sector Consultants –Lynne Clark –Sarah Greer

April 8, Agenda April 2014 Workbook Monitoring review and preview CIMS review Resources Upcoming dates Questions?

April 8, Wondering About the Part C Workbook? The Part C webinar will be held on April 16 th A recording of the webinar will be available on the EOT&TA website ( Please contact the Part C (EOT&TA) Help Desk with any questions! –(866)

April 8, 2014 April Workbook 5

April 8, Monitoring Priorities for April

April 8, April Workbook Overview Strand Report Results Transmittals Monitoring Activities Report (MAR) Letters of Findings/No Findings for B-3 IEP Implementation Validation & CAPs FM Reports of Findings or No Findings & FM CAPs Monitoring notification letters Data alert letters Data collection activity

April 8, 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-6, 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 8, Strand Report Sample – Review of Data

April 8, Strand Report Sample – Review of Data (cont.)

April 8, Strand Report Sample Review of Focused Monitoring Priorities

April 8, 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 8, 2014 Results Transmittal If your local does not meet the state target on a Results indicator (such as B-1, B-7, B-8, or B-14), then your local completes a Results Transmittal Results Transmittals: –Are forms 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 13

April 8, 2014 Results Transmittals Based on Data Reviews B-1 (Graduation) B-7 (Preschool Outcomes) B-8 (Facilitated Parent Involvement) B-14 (Post Secondary Outcomes) 14

April 8, Results Transmittal Form – Data Review

April 8, Results Transmittal Form - Improvement Planning

April 8, 2014 Results Transmittal Timeline Results Transmittals are due Sunday, June 15,

April 8, 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 –EEM reminder –Public Reporting reminder –Determinations notice Some messages are targeted and sent only to specific locals –Reports of Findings/No Findings message –Monitoring notification –B-13 data collection notice

April 8, Sample MAR

April 8, 2014 Letters of Findings/No Findings & CAPs B-3/IEP Implementation –Based on data collected by ISD monitors in fall 2013 –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 20

April 8, 2014 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 21

April 8, 2014 April 2014 CAP Timeline Timeline for Corrective Action Plans (CAPs): –April 2014 CAPs due June 1, 2014 (45 days) –April 2014 CAP Progress Report due October 1, 2014 –April 2014 CAP Closeout Request due December 1,

April 8, 2014 Spring FM Important Dates 23 April 15 – Workbook opens and Notification letters issued April 28 – May 16 – Spring monitoring activities occur

April 8, 2014 Focused Monitoring Notification Letters FM priorities for Spring FM: –GSM (General Supervision Monitoring) FM notification letters will be: –Issued in the April Workbook – ed to superintendents –Posted on the CIMS and MDE Web sites Spring monitoring starts April 28, and Reports of Findings/No Findings will be issued in the August Workbook Note: OSE will contact monitors with participating locals in the first week of April 24

April 8, 2014 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 8, 2014 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 (TCs) and Transition Coordinator Contacts (TCCs) complete it When is it due? –June 30, 2014 –CAPs for noncompliant B-13 data will be issued in the August 15 Workbook 26

April 8, 2014 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 688 locals are participating 27

April 8, 2014 Focused Monitoring Review & Preview 28

April 8, 2014 Winter 2014 Focused Monitoring - By the Numbers 2 types of monitoring activities: –On-Site Review –Desk Audit 2 priority areas –B-4 A and B –General Supervision Monitoring 84 locals were monitored 60 locals were issued a finding 29

April 8, 2014 Common Findings IEP Development ‒ Annual goals not measurable ‒ PLAAFP statements not specific ‒ Lack of consideration of positive behavior intervention supports for students whose behavior impedes their learning or that of others 30

April 8, 2014 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 consultation with appropriate personnel to determine needed services 31

April 8, 2014 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 32

April 8, 2014 Spring Focused Monitoring Notification 15 locals will be participating in GSM Focused Monitoring notification letters will be: –Issued in the April Workbook – ed to superintendents –Posted on the CIMS Web site Spring Monitoring starts April 28, and Reports of Findings/No Findings will be issued in the August Workbook 33

April 8, 2014 §§ 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 34

April 8, 2014 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. Referrals from other sources GSM: Selection Criteria 35

April 8, 2014 CIMS Refresher 36

April 8, 2014 The CIMS Process 37

April 8, 2014 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 38

April 8, 2014 New screenshot coming once it’s ready in demo. 1. Click “Click Here” 39

April 8, Click “Acknowledge Reports”

April 8, 2014 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 41

April 8, 2014 Complete Tasks with the RAP Team Compliance –B-3/IEP Implementation CAPs –FM CAPs Results –B-1Graduation –B-7Preschool Outcomes –B-8 Facilitated Parent Involvement –B-14Postsecondary Outcomes 42

April 8, 2014 Provide Feedback After completing tasks, provide and submit feedback, and your Workbook will be complete! 43

April 8, Resources Visit the CIMS Web site Contact your ISD monitor Call the CIMS Help Desk

April 8, 2014 CIMS Web site – 45

April 8, 2014 Sample Indicator Page 46

April 8, 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 8, 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 8, CIMS Help Desk Need help completing a task in CIMS? Having trouble with your username and password? Contact the CIMS Help Desk –(877)

April 8, 2014 Upcoming Dates December 2013 Workbook –Progress Report due: June 1 –Request CAP closeout: September 15 April 2014 Workbook –Acknowledge reports: May 15 –Submit CAPs: June 1 –Submit Results Transmittals: June 15 –B-13 Data Collection: June 30 (completed by Transition Coordinator and Contacts) 50

April 8, Questions?Questions?

April 8, Contact Information MDE –Jessica Brady, Supervisor, –Jeanne Anderson Tippett, Coordinator, –Shawan Dortch, Consultant, –Kathleen Hoehne, Consultant, –Charles Thomas, Consultant, –Sharon Fink, Departmental Analyst, CIMS Web site: CIMS Help or (877)