December Workbook Preview for Locals December 11, 2014 3:00 – 4:00 pm Office of Special Education

Meet the CIMS Team! Office of Special Education (OSE) Jessica Brady, Supervisor Jeanne Anderson Tippett, Coordinator Kathleen Hoehne, Consultant Charles Thomas, Consultant Shawan Dortch, Consultant Sharon Fink, Departmental Analyst Public Sector Consultants Lynne Clark and Sarah Greer 2

Agenda December 2014 Workbook Focused monitoring review and preview CIMS refresher Need help navigating CIMS? CIMS feedback Upcoming dates Questions? 3

Wondering About the Part C Workbook? What’s inside? Strand Report Monitoring Activities Report (MAR) Letter of Findings/No Findings (C-1, C-7, & C-8) Closeout letters (C-7) Monitoring Notification Letters For questions, please contact the Part C (EOT&TA) Help Desk. (866) 334-5437 eotweb@edzone.net 4

Part B December Workbook 5

December Workbook Strand Report Monitoring Activities Report (MAR) Letters of Findings Reports of Findings/No Findings Closeout Letters and Letters of Non-closeout from December 2013 Uncorrected noncompliance (UNC) 6

Strand Report Summarizes your local’s performance on State Performance Plan (SPP) indicators Reissued every Workbook with new data and updated statuses Updates include: New data for B-11 (Child Find), B-12 (Early Childhood Transition), B-TVR (Timely, Valid, and Reliable data), and focused monitoring priorities New student data for B-11 and B-12 Updated statuses for all tasks (shaded in blue) Can be accessed from your CIMS Reports Page 7

Sample Strand Report 8

Sample Strand Report 9

Sample Strand Report 10

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 EEM Updates MSDS Reminders Winter Focused Monitoring Information Some messages are targeted and sent only to specific locals Reports of Findings/No Findings message Letters of Findings message 11

Sample MAR 12

Letters of Findings B-11 (Child Find) – 40 locals B-12 (Early Childhood Transition) – 34 locals B-TVR (Timely, Valid, and Reliable) – 9 locals Note – Letters of Findings will also be sent electronically to local superintendents on 12/15/14 13

Timely, Valid, and Reliable Data CAPs TVR (Timely, Valid, and Reliable) findings and CAPs are being issued Based on data from the MSDS data validation activity conducted in CIMS this fall 78 locals participated 9 are receiving findings in the December Workbook Why? Locals are required to submit timely, valid, and reliable data (IDEA § 300.601(b)(1)) High quality data are critical to accurate reporting on all indicators 14

How were findings of noncompliance determined? B-11 (Child Find) One or more students in 2013-2014 with an initial evaluation and IEP that was not completed within 30 school days or an agreed-upon extension Source: MSDS B-12 (Early Childhood Transition) One or more students in 2013-2014 referred by Part C prior to age 3 who were found eligible but did not have an IEP developed and implemented by their 3rd birthday Source: MSDS and subsequent verification activity 15

How were findings of noncompliance determined? (cont.) B-TVR Monitoring priority for the Office of Special Education (OSE) Locals are required to submit valid and reliable information to MSDS Finding issued to locals with one or more students whose IEP data did not match what was entered into MSDS Source: MSDS NOTE: All of these indicators require 100% compliance! 16

Fall 2014 Focused Monitoring Priorities B-9 (Disproportionate Representation – Child with a disability) B-10 (Disproportionate Representation - Eligibility categories) Significant Disproportionality – Identification Significant Disproportionality – Discipline Significant Disproportionality – Education Environments General Supervision Monitoring (GSM) 17

Reports of Findings Fall Focused Monitoring 75 findings for 33 locals Expedited corrections for 13 locals 18

CAP Reminders All findings of noncompliance require the local to develop and complete a Corrective Action Plan (CAP) For a focused monitoring finding, a state technical assistance (TA) provider is assigned to assist with CAP development, progress reporting, and verification. For a data finding of noncompliance, the ISD monitor assists with CAP development, progress reporting, and verification. All CAPs can be found under the Compliance tab in your CIMS Workbook 19

CAP Reminders: Timeline Timeline for December Corrective Action Plans (CAPs): CAP due February 1, 2015 Progress Report due June 1, 2015 CAP Closeout Request due September 15, 2015 20

CAP Reminder: Local Student Data Reports The noncompliant student records for B-11, B-12, and B-TVR CAPs are available under the “Resources” section on the CAP Menu Page to provide more information to RAP teams 21

CAP Reminder: CIMS Training Site Visit http://cims.cenmi.org for more information about indicators and how to complete CAPs 22

Closeout Reports Closeout Reports from findings issued in December 2013 B-11 (Child Find) – 43 of 46 locals B-12 (Early Childhood Transition) – 26 of 28 locals B-TVR (Timely, Valid, & Reliable) – 10 of 13 locals Focused monitoring – 28 of 29 locals 23

Uncorrected Noncompliance (UNCs) Any local that does not closeout their finding of noncompliance within one year is issued a letter of uncorrected noncompliance (UNC) 9 locals will receive an UNC in the December 2014 Workbook All must correct ASAP 24

UNC Refresher for Locals What do locals need to know? Locals receive a MAR message notifying them that their finding is an UNC The state assigned technical assistance (TA) provider will meet with local staff to review the original CAP, and develop a new CAP and progress reporting schedule The TA provider will contact the local ASAP 25

UNC Refresher for Locals What do locals need to do in CIMS? Locals have TWO items related to the finding on their Task List: UNC – Found under the December 2014 Workbook. There is no new work here! The original CAP – Found under the December 2013 Workbook. Complete all work here! How does verification and closeout work? After the local and TA provider decide it is time for verification of activities and closeout of the UNC, the local needs to change the status of the original CAP to Verification & Closeout Request Submitted. 26

Focused Monitoring Review & Preview 27

FM Common Findings Discipline Determination of a change of placement Lack of consideration of whether a series of removals constituted a pattern Reviews of existing evaluation data (REEDs): Lacking a required IEP team member Not all evaluations identified on the REED were conducted Not specific about what new data was needed 28

FM Common Findings (cont.) IEP Development Required participants not in attendance at IEPs Documenting provision of notice (mode and date of delivery) Annual goals Not measurable Not aligned with the needs in the PLAAFP Programs and services not specifically identified 29

FM Common Findings (cont.) IEP Implementation Documenting provision of supplementary aids and services as specified in IEPs Documenting provision of programs and services Lack of valid and reliable data submission 30

Winter 2015 FM Priority Areas B-4A (Suspension/Expulsion) B-4B (Suspension/Expulsion by Race/Ethnicity) GSM (General Supervision Monitoring) Timeline Week of January 5 – Notification January 26 – FM activities begin February 27 – FM activities end 31

Winter FM Notification Note – FM notification letters will not be included in the December Workbook If your local is participating, your superintendent will receive an e-mail the week of January 5 Letters will also be posted to the CIMS Web site 32

Indicator B-4A (Suspension/Expulsion) The percent of students with an IEP suspended/expelled for greater than 10 days in 2013-2014 Counts out-of-school suspensions only Locals that suspended/expelled more than 5% of their students with IEPs in 2013-2014 will be considered for focused monitoring 33

Indicator B-4B (Suspension/Expulsion by Race/Ethnicity) The percent of students with an IEP in specific racial/ethnic groups suspended/expelled greater than ten days out of school Counts out-of-school suspensions only Locals with a percent greater than or equal to 3.6 for any racial/ethnic group will be considered for focused monitoring 34

General Supervision Monitoring (GSM) ISDs who will have at least one local selected for GSM based on the rotation schedule include Clare-Gladwin RESD C.O.O.R. ISD Iosco ISD Bay-Arenac ISD Barry ISD Branch ISD NOTE: These are not the only locals who will receive a GSM visit. There will also be locals who have been referred. 35

FM Helpful Hints If your local is selected for an on-site review: Contact your ISD monitor Consider appropriate Review and Analysis Process (RAP) Team members Under the “Focused Monitoring” tab in the CIMS Workbook, review … Your student list Your “Pre-Visit Reports” Note: These items will be available in CIMS in mid-January Review guidance documents specific to the monitoring area on the CIMS website (http://cims.cenmi.org/) 36

CIMS Refresher https://www.cimsmichigan.org 37

Open Workbook  Acknowledge Reports Reports must be acknowledged by January 15, 2015 You cannot view reports or complete work in your Workbook until you have acknowledged your reports Where should you start after acknowledging your reports? Review Strand Report Review MAR Review Reports page – Does my local have a finding? Decide if you need to convene a RAP Team 38

1. Click “Click Here” 39

2. Click “Acknowledge Reports” 40 40

Assemble a RAP Team If you have a finding 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(s) Parents Service providers Data experts or program specialists 41

Complete Tasks with the RAP Team CAPs (Found under the Compliance tab) B-11 CAPs B-12 CAPs B-TVR CAPs B-10 FM CAPs SD-Id-B10 FM CAPs SD-Disc FM CAPs SD-EE FM CAPs B-GSM FM CAPs 42

Provide Feedback After completing tasks, provide feedback, and your Workbook will be complete Talking point – tasks may take up to a year to complete if you have a CAP 43

Need Help Navigating CIMS? Visit the CIMS Web site Contact your ISD monitor Call the CIMS Help Desk 44

CIMS Web site – http://cims.cenmi.org 45

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?” 46

CIMS Help Desk Need help completing a task in CIMS? Having trouble with your username and password? Contact the CIMS Help Desk (877) 474-9023 help@cimsmichigan.org 47

Questions? 48

Contact Information CIMS Web site: http://cims.cenmi.org/ CIMS Help Desk help@cimsmichigan.org or (877) 474-9023 Office of Special Education Jessica Brady, Supervisor, bradyj@michigan.gov Jeanne Anderson Tippett, Coordinator, andersontippettj@michigan.gov Shawan Dortch, Consultant, dortchs@michigan.gov Kathleen Hoehne, Consultant, hoehnek@michigan.gov Charles Thomas, Consultant, thomasc29@michigan.gov Sharon Fink, Analyst, finks@michigan.gov 49

Have a Happy Holiday Season! 50