Compliance Monitors Community of Practice: Getting Ready for the New School Year Compliance Monitors Community of Practice: Getting Ready for the New School Year A Presentation for ISD/SEA Monitors and Technical Assistance Providers at MAASE Summer Institute August 12, :15-3:30 p.m.

August 12, 2013 Agenda 2 Looking back on Diving in to the August Workbook Looking forward to

August 12, 2013 Looking Back:

August 12, Highlights SLCAPs o Must be submitted within given timeline o Beginning spring 2013 consequences may be applied: Determinations may be effected OSE may file a state complaint Financial sanctions may be applied New Monitor Mentoring Program − 11 new monitors participated 4

August 12, Highlights (cont.) Monitor Training −Provided prior to each cycle General Supervision Monitoring −Developed the 3 year rotation schedule −Selection for GSM not restricted to the rotation schedule −Encompasses referrals from other units 5

August 12, 2013 GSM Rotation Schedule 6

August 12, by the Numbers 3 workbook cycles for Part B 2,528 Part B CIMS Workbooks issued 290 findings issued 1,341 Results Transmittals issued in April locals collected B-13 data 109 locals participated in an FM activity 7

August 12, 2013 Data CAP Verification Of the 290 findings that were issued, 164 of them were Data CAPs from December Verification process relied on MSDS spring collection rather than duplication of data submission Data reports now loaded for each of these CAPs on the CAP Verification page

August 12, 2013 B-11, B-12, and Timely IEPs Verification Appendix Four sections –CAP activities –New data submission –Student record review –Verification notes Note: This process is different than B-13 - and no student names are provided in CIMS 9

August 12, 2013 B-11, B-12, and Timely IEPs – CAP Activity Verification Key question: Were all CAP activities completed? –Remember, locals are required to list all CAP activities (and what evidence will be available to confirm it was completed) in their CAP –Refer back to the CAP and comment on each activity 10

August 12, 2013 B-11, B-12, and Timely IEP – New Data Submission Key question: Were data verified through a new data submission? For some CAPs, the state is able to verify compliance by reviewing data submitted through ongoing data collection activities Review the report and select a response: 11 AnswerNext Step Yes, data submission was compliant Save and change the status to “Closeout request submitted to MDE” No or N/A, data submission was noncompliant or not available Review student records and complete the next section of the form

August 12, 2013 B-11, B-12, and Timely IEP – New Data Submission (cont.) 12

August 12, 2013 B-11, B-12, and Timely IEP – Student Record Reviews Key question: Are the data now at 100% compliance? For some CAPs, student records must be reviewed to verify compliance because new data were either not available or not compliant These reviews will be documented through the Student Record Review fields The following fields are required: –Verification date –Student name –UIC –Record compliant? 13

August 12, 2013 B-11, B-12, and Timely IEP – Student Record Reviews (cont.) 14

August 12, 2013 B-11, B-12, and Timely IEP – Student Record Reviews (cont.) Please pull 8 student records (if available) Enter student data If all records are compliant  Change status to submit to MDE If any records are noncompliant: –The local can retrain/provide targeted training –Following the training, the ISD monitor must return to the local to verify correction by pulling additional records that have been completed subsequent to completion of the additional training If noncompliance persists, the CAP can not be closed 15

August 12, 2013 Diving in to the August Workbook August 12, 2013

17 Monitoring Priorities

August 12, 2013 August 2013 Workbook Preview Strand Report Monitoring Activities Report (MAR) Determination Reports Focused Monitoring Reports −Spring 2013 Reports of Findings and No Findings (B-5: Educational Environments and General Supervision Monitoring) −Fall 2013 notification letters −Reports of closeout and non-closeout B-13 (Secondary Transition) Letter of Findings Results Transmittals (B-3: Statewide Assessment) – not being issued this year Data validation activities (Tasks completed by ISD monitors only.) 18

August 12, 2013 Determinations 2013 Important Note: –Determinations will be available August 15, 2013 –Determinations will be issued in the August 15 workbook only –Encourage your locals to update the EEM and have a CIMS Coordinator identified in order to access your workbook and Determination Report on August 15,

August 12, 2013 Tasks for ISD Monitor Only IEP Implementation/B-3 Checklists – due December 1 RevisedRevised MSDS Validation Checklists – due October 15 Locals selected according to the following scale: −1 local – ≤ 25 locals in ISD −2 locals – 26 to 50 locals in ISD −3 locals – 51 to 75 locals in ISD −4 locals - ≥ to 76 locals in ISD 20

August 12, 2013 MSDS Validation Checklist 21 Access the student list through the MSDS Validation Worksheet Review student records Complete the MSDS Validation Record in CIMS Submit the MSDS Validation Record

August 12,

August 12, Log into CIMS

August 12, Click Data Tab

August 12, Select Data Type

August 12, Click Search

August 12, Click Link in Name Column Note: Sample only. All tasks will be labeled Aug 2013.

August 12, Click MSDS Validation Worksheet

August 12, Create Worksheet (with the Student List)

August 12,

August 12, Review Student Records at Local Student records must be reviewed at the local Before going to the local, arrange with the CIMS Coordinator or special education contact to have the necessary student records ready for review Prior to your visit, print copies of the MSDS Validation Record (checklist) from the CIMS training site (under the Data tab)

August 12, Checklist Guidance QUESTIONMDE GUIDANCE Does the information in CIMS match the student’s IEP?  Visit the local to review the student’s IEP (that was in effect on March 20, 2013) to determine if the demographic information listed in CIMS matches the student’s IEP.  If the information in CIMS (which came from MSDS) matches, select yes. If it does not match, select no. MSDS Validation of this student cannot be completed for the following reasons: If a student is no longer enrolled in the local, check the appropriate reason, save the record, and move onto the next student record.

August 12,

August 12, Access the MSDS Validation Menu Log into CIMS Access the MSDS Validation Menu by clicking on the Data Tab and selecting the local whose records you are reviewing

August 12, Click MSDS Validation Record

August 12, Review Checklist

August 12, Complete only if student record is not available. Opt Out OR Answer Question

August 12, Opt Out OR Answer Question (cont.)

August 12, Switch to Another Checklist by Selecting a Student and Clicking Go

August 12,

August 12, Click Link and Apply Status

August 12, More Than One Local? Some ISD monitors must review records from more than one local These reviews are separate tasks within CIMS −Different links when you search under the Data tab or view your Task List −Different Menu Page −Different Student Lists −Note: You must submit each task. (If you have two locals to visit, you will submit twice.)

August 12, 2013 Questions? Content Questions? –Review “How to Complete MSDS Validation” (under the Data tab on the CIMS training site) –Call an OSE staffer Technical Questions? –Contact the CIMS Help Desk –

August 12, 2013 NEW – Search Tab 44

August 12, 2013 Question 1: What are you searching for? 45

August 12, 2013 Question 2: Search Types 46 Hold the Ctrl key to select more than one item.

August 12, Click Search, and results return at the bottom of the screen.

August 12, Leave the first two prompts blank. 2.Type the name of a local in the Organization box. 3.Click Search. District History 48

August 12, 2013 All Workbook tasks will be included in the results – both current and historical items. Include a full district name to narrow results. District History Hints 49

August 12, 2013 Export Results 50

August 12, 2013 Sort Results 51

August 12, 2013 Need Help? 52

August 12, 2013 Looking Forward:

August 12, Overview Three Workbooks –August 15 –December 15 –April 15 Three focused monitoring cycles −Fall −Winter −Spring 54

August 12, Overview - FM Fall FM cycle –Significant disproportionality  Identification  Discipline –B-9/B-10 (Disproportionate Representation) –General Supervision Monitoring Findings issued in December 15, 2013 Workbook 55

August 12, Overview – FM (cont.) Winter FM cycle –B-4A (Rates of Suspension/Expulsion) –B-4B (Rates of Suspension/Expulsion by Race/Ethnicity) –General Supervision Monitoring Findings issued in April 15, 2014 Workbook 56

August 12, Overview – FM (cont.) Spring FM cycle –B-5 (Educational Environments) –General Supervision Monitoring Findings issued in August 15, 2014 Workbook 57

August 12, Overview – Data Data Reviews –B-11 (Child Find) and B-12 (Early Childhood Transition) Findings in December 15, 2013 Workbook −B-3 (Statewide Assessments)/IEP Implementation and Timely IEPs  Findings in April 15, 2014 Workbook −B-13 (Secondary Transition)  Finding in August 15, 2014 Workbook  Question 5 has been rewritten 58

August 12, 2013 MI School Data Remember that student information is now in MiSchoolData! Log in at Click Special Education Inquiries for B-3 assessment information Click Annual Public Report – SPP for indicator specific information Click Data Portrait for disability and demographic comparisons NOTE: Further information can be obtained by accessing information from Paul Bielawski’s session 59

August 12, 2013 Where can I learn more? CIMS website: –Basic training documents about how to use the MI-School Data portal to find B-3 data are posted –Training documents for B-9 are coming soon 60

August 12, 2013 Upcoming Events August 15 – CIMS Workbook available August 20, 10:30 a.m. –New CIMS Coordinator webinar for locals August 20, 1:30 p.m. –Welcome Back webinar for locals September 11, 9:00 a.m. –FM Training September 16 –Monitoring Begins –New Monitor Training 9:00 a.m. September 17, 10:30 a.m. –COP call 61

August 12, 2013 Reminder Did you review/update your contact information on the Combined ISD/SEA Monitor list? 62

August 12, 2013Questions?Questions? 63

August 12, 2013 Contact Information MDE –Jessica Brady, Supervisor, –Susan Liebetreu, Coordinator, –Pam Kittel, Consultant, –Jeanne Anderson Tippett, Consultant, –Kathleen Dopp, Consultant, –Sharon Fink, Departmental Analyst, CIMS Help Desk –(877)