Welcome! The August local webinar will begin in a few moments. Event password: Welcome2014 Event number: 664 525 940 To hear the presentation you must join the conference call. To join: Dial 1-877-668-4490 Enter Access Code 664 525 940 Note: Phones are currently on mute This presentation will be recorded and available for download at www.cims.cenmi.org/Events.aspx. To communicate with the presenters during the presentation, please use the “Chat Box” feature.

CIMS Welcome Back Webinar & August Workbook Overview for Part B Locals Office of Special Education Monitoring and Technical Assistance Team August 19, 2014 3:00-4:00pm 2

Welcome! 3

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 (PSC) Sarah Greer and Lynne Clark 4

Agenda August Workbook overview Fall focused monitoring (FM) preview Search feature CIMS refresher Resources Upcoming events Questions? 5

August Workbook 6

Reminder: TWO Fall Workbooks August 15, 2014 – Part B (ages 3-21) September 15, 2014 – Part C (birth-3) Need more information about the Part C Workbook? Attend the webinar on September 19! Visit the EOT&TA website for more information (http://eotta.ccresa.org/) 7

Monitoring Priorities for August 8

August 2014 Workbook Overview Strand Report Monitoring Activities Report (MAR) Determinations reports Focused monitoring (FM) reports and FM corrective action plans (CAPs) Significant disproportionality warning letters B-13 (Secondary Transition) Letters of findings and CAPs Data verification/validation – ISD monitors 9

Strand Report The Strand Report summarizes your local’s performance on State Performance Plan (SPP) indicators Updates include: New data for B-13 (Secondary Transition) and B-GSM (General Supervision Monitoring) Updated statuses for all tasks Rows with updates are shaded in blue Access the August 2014 Strand Report from your Reports Page 10

Strand Report (cont.) 11

Strand Report (cont.) Note: The Strand Report includes B-13 data from the current (April 2014) data collection cycle, findings are included in the August Workbook. NEW! You can now drill down to student level data for B-11 or B-13 on the Strand Report by clicking on the your calculation in the “Local Calculation” column. 12

Strand Report (cont.) 13

Strand Report (cont.) 14

MAR The Monitoring Activities Report (MAR) is included in every Workbook and provides important information to locals Some messages are universal and go to all locals Verify Educational Entity Master Timely IEP Reminder Some messages are targeted, and are sent only to specific locals Reminders to review FM notification letter Reminders to review Reports of Findings/No Findings 15

MAR (cont.) 16

Determinations Reports Determinations report and history are available for 859 locals in the August Workbook NEW! Determinations report and history report are now programmed in CIMS. NEW! You can now drill down to student level data for B-11 and B-13 in the Determinations report by clicking on your percentage shown in the “Raw Data” column For questions about determinations, contact Jessica Brady, Supervisor, Performance Reporting, at BradyJ@michigan.gov 17

Determination Reports (cont.) 18

Determination Reports (cont.) 19

Strand Report and Determinations Note to users of Internet Explorer version 10 or 11: Active PDF and IE 10/11 are not compatible and may affect your ability to print a PDF version of your Strand Report or Determinations Report. This is a known issue for all Microsoft users and hopefully Microsoft will fix it soon! If you experience this issue, please contact the Help Desk and ask them to send the PDF to you. Help Desk 1-877-474-9023 20

Reports and CAPs Closeout Reports from FM activities from Spring 2014 Spring Reports of No Findings B-4AB: 0 GSM: 2 Spring Reports of Findings and FM CAPs B-4AB: 1 GSM: 14 42 findings of noncompliance were issued to 15 locals based on the Spring 2014 focused monitoring activity 21

CAP Timeline Timeline for August 2014 Corrective Action Plans (CAPs): CAP due October 1, 2014 (45 days) Progress Report due February 15, 2015 CAP Closeout Request due April 1, 2015 22

CAP Resources on the CIMS Web site Probe Questions – Are indicator specific and are under the Compliance or Results tab How-to documents – Under the Workbook tab 23

Significant Disproportionality (SD) Warning Letters Letters issued to locals in the August 15 Workbook: Are not yet identified for SD (one year of SD data) Are currently on the list (two years of data in the same area and at risk of being identified again next year) Currently have SD for discipline and whose data put them at risk for SD identification or have SD identification and whose data puts them at risk of having SD for a different ethnicity/eligibility category Sent to 44 locals 24

Monitoring Activities FYI MSDS Validation: ISD monitors will be completing MSDS Validation monitoring activities with locals across the state This activity is the responsibility of the ISD monitor and are not included in the local or ISD Workbook. If your local was selected to participate, there will be a notice in your MAR. Please collaborate with your ISD monitor. 25

Monitoring Activities FYI (cont.) B-12 Data Verification: ISD CIMS Coordinators will be completing B-12 Data Verification for locals across the state who are responsible for IEPs for preschoolers (~130 entities) This activity is the responsibility of the ISD CIMS Coordinator and is in the ISD’s Workbook. Please collaborate with your ISD to complete this work when it becomes available (October). 26

Monitoring Review and Preview 27

Spring 2014 Monitoring - By the Numbers 1 type of monitoring activity: On-Site Review 2 priority areas Suspension/Expulsion (delayed from Winter monitoring) General Supervision Monitoring 17 locals monitored 15 locals were issued a finding 28

Fall 2014 FM Priorities B-9 (Disproportionate Representation – Child with a Disability) B-10 (Disproportionate Representation – Eligibility Categories) Significant Disproportionality – Discipline, Education Environments, and/or Identification GSM (General Supervision Monitoring)- designates a broader monitoring focus 29

Fall FM Notification Letters Fall FM begins in September Participating locals were sent notification letters: In the August Workbook Via e-mail (to the superintendent) on August 15 Not sure if your local is participating? Check your Reports Page or the CIMS Web site: 30

Fall 2014 FM Activities 49 On-site reviews Timeline Fall FM will occur from September 15 - October 24 Dates for on-site visits are included in your notification letter Reports of Findings/No Findings will be issued in the December 15, 2014 Workbook 31

Fall 2014 FM Site Map GSM SD-ID B-10 SD-Disc SD-EE Charlevoix Gogebic Ontonagon Houghton Keweenaw Baraga Iron Marquette Dickinson Menominee Delta Alger Schoolcraft Luce Mackinac Chippewa Emmet Cheboy gan Presque Isle Antrim Otsego Montmorency Alpena Leelanau Benzie Grand Traverse Kalkaska Crawford Oscoda Alcona Manistee Wexford Missaukee Roscommon Ogemaw Iosco Mason Lake Osceola Clare Gladwin Arenac Oceana Newaygo Mecosta Isabella Midland Bay Huron Muskegon Kent Montcalm Gratiot Saginaw Tuscola Sanilac Ottawa Allegan Ionia Clinton Shia wassee Genesee Lapeer St. Clair Van Buren Berrien Cass Kalamazoo Joseph Calhoun Barry Eaton Ingham Livingston Oakland Macomb Branch Jackson Washtenaw Wayne Hillsdale Lenawee Monroe GSM SD-ID B-10 SD-Disc SD-EE

FM Helpful Hints If your local has been 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 early September Review guidance documents specific to the monitoring area on the CIMS website (http://cims.cenmi.org/) 33

Search Feature 34

Question 1: What are you searching for? 35

Question 2: Search Types Hold the Ctrl key to select more than one item. 36

Click Search, and results return at the bottom of the screen. 37

Search Function: District History Leave everything blank and click Search. 38

Search Feature: Export Results 39

Search Feature: Sort Results 40

Search Feature: Need Help? 41

CIMS Refresher https://www.cimsmichigan.org 42

The CIMS Process 43

Open Workbook  Acknowledge Reports Reports must be acknowledged by September 15, 2014 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 MAR Review Reports page – Does my local have a finding? Review Strand Report Decide if you need to convene a RAP Team 44

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

2. Click “Acknowledge Reports” 46 46

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 Parents Service providers Data experts or program specialists 47

Complete Tasks with the RAP Team CAPs (Compliance tab) B-4AB FM CAP B-GSM FM CAPs B-13 CAPs 48

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 49

Resources Visit the CIMS website Contact your ISD monitor Call the CIMS Help Desk 50

CIMS website – http://cims.cenmi.org 51

Sample Indicator Page 52

CIMS website: Probe Questions Probe Questions are available on each indicator page to help your RAP Team analyze your local data, policies, practices, and procedures Print a copy before your RAP Team meeting! 53

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 website Click “CIMS Overview” in the “Resource Library” Click “Who’s My ISD Monitor?” 54

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 55

Upcoming Dates December 2013 Workbook Request CAP verification & closeout: September 15 April 2014 Workbook CAP Progress Reports: October 1 Request CAP closeout: December 1 August 2014 Workbook Acknowledge reports: September 15 CAPs due: October 1 56

Questions? 57

Contact Information 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 58