Welcome! The 2015 B-13 Data Collection webinar will begin in a few moments. Event number: 663 434 336 Event password: 2015B13 To hear the presentation you must join the conference call. To join: Dial 877-668-4490 Enter Access Code 663 434 336 Note: Phones are currently on mute This presentation will be recorded and available for download at http://cims.cenmi.org/Events.aspx. To communicate with the presenters during the presentation, please use the “Chat Box” feature. 1

How to Complete B-13 Checklists in CIMS A Presentation for ISD Transition Coordinators (TCs) and LEA Transition Coordinator Contacts (TCCs) Office of Special Education April 1, 2015

Welcome & Introductions Welcome back. Second year using CIMS. Minor updates – process and checklist largely remain the same. Who’s with us today? 3

Agenda Overview Username and passwords Viewing the student lists Completing the checklists 4

Process Highlights The B-13 data collection is completed in CIMS (https://www.cimsmichigan.org) The work is completed by ISD Transition Coordinators (TCs) and LEA Transition Coordinator Contacts (TCCs) Student lists and checklists are available in CIMS on April 15 Checklists must be submitted by June 30 5

What is CIMS anyway? CIMS stands for the Continuous Improvement and Monitoring System An electronic tool (Workbook) that the state and locals use to: Track tasks and activities as required by IDEA 2004 and the MARSE Schedule monitoring activities related to compliance and improvement Review and analyze the data the state is using when making monitoring decisions 6

Who Uses CIMS? CIMS Coordinators These are local personnel who manage the CIMS Workbook for a local CIMS Coordinators can view, but not edit, their local’s checklist Transition Coordinators (TCs) Are ISD-level transition coordinators TCs have access to complete all locals’ checklists within an ISD Transition Coordinator Contacts (TCCs) Are local personnel who complete the checklists TCCs have access to complete only their local’s checklist 7

TIP: Know Your CIMS Coordinator Every local has a CIMS coordinator who manages the local Workbook If you don’t know who your CIMS coordinator is, ask your: Special Education Director Building principal ISD monitor CIMS Help Desk (Call them at 877-474-9023.) 8

Usernames and Passwords 9

Veteran ISD TCs and Local TCCs If you already have a CIMS username and password, ask yourself: Did I complete B-13 data collection last year? Am I at the same district as I was last year? Do I still know my username and password? If you can answer YES to all three questions, you can access CIMS 10

Veteran ISD TCs and Local TCCs (cont.) What If You Answered No? If you moved to a new local: You must be reapproved for access to CIMS No need to complete the New User form, just provide your username to your TC to request access If you don’t know your username or password: Use the “Forgot Password?” link at https://www.cimsmichigan.org Your e-mail address must match the one on file with CIMS! Still need help? Call the CIMS Help Desk 11

New ISD TCs … How to Get a Username and Password Click “New User” at https://www.cimsmichigan.org Complete the form Call the CIMS Help Desk at 877-474-9023 12

New Local TCC … How to Get a Username and Password Many Transition Coordinators shared a list of new TCCs with the CIMS Team in January. These new users have been loaded into CIMS! To access your account, new TCCs will: Receive an e-mail from the CIMS Team on April 15 Need to call the CIMS Help Desk (877-474-9023), tell them you received an e-mail, and ask for help setting your password 13

New Local TCC … If You Don’t Receive an E-mail … Click “New User” at https://www.cimsmichigan.org Complete the form Contact your TC and request access (they will need to approve your access by contacting the CIMS Help Desk) After your TC contacts the CIMS Help Desk, the Help Desk will set up your access Note: Access will not be immediate! Please be patient. Access to CIMS = 1 day Access to B-13 checklist = 1 day 14

Note for ISD TCs To approve a local TCC for CIMS access, you must: Ask the user if he/she has completed the “New User” form Contact (call or e-mail) the CIMS Help Desk and explain you want to set-up a new TCC. You’ll need to provide: User’s full name User’s local district 15

Viewing the Student Lists 16

How to View the Student List Log in at https://www.cimsmichigan.org Search in the Data Tab Click the Data tab Under “Data Types,” select B-13 Data Collection – April 2015 Click Search, and your local(s) will appear at the bottom of your screen Click B-13 Student List and Summary Report Create report 17

1. Log in at www.cimsmichigan.org 18

2. Search in the Data Tab 19

3. Click “B-13 Student List and Summary Report” 20

4. Create Report 21

What Do I Do with the Student List? Print a copy and obtain each student’s file Download a copy of the B-13 checklist at https://www.cimsmichigan.org (click the “Data” tab, then select the B-13 page) Print a paper copy of the checklist for each student Review each student’s file using a paper copy of the B-13 checklist Before June 30 complete the B-13 checklists in CIMS 22

TIP for ISD TCs: Pulling Student Lists for all Locals in an ISD If you’re a TC, you may want to have a list of ALL students in ALL locals for your ISD CIMS can create this list for you! To create an ISD-wide student list: Click on Reports from the CIMS Home Page Click on B-13 Student List & Summary Report Download Create report by selecting Document Type and clicking Execute Note: You can also use this to review if there are any “No’s” on your checklists! 23

TIP for ISD TCs: Pulling Student Lists for all Locals in an ISD (cont 24

TIP for ISD TCs: Pulling Student Lists for all Locals in an ISD (cont 25

Completing the Checklists 26

How to Complete the Checklists Log in at https://www.cimsmichigan.org Search for the checklists in the Data tab Click B-13 Data Collection Checklist Records Access, complete a checklist, and SAVE Use the dropdown menu to select a new student name and complete another checklist (SAVE each one) Review the Summary Report Upload student IEPs Change the status to submit the checklists 27

1. Log in at www.cimsmichigan.org 28

2. Search for the Checklists in the Data Tab 29

3. Click “B-13 Data Collection Checklist Records” 30

4. Access, Complete a Checklist, and Save See training manual for detailed information on how to answer each item and determine compliance. All items must be marked yes or NA for compliance. No explanations are needed for this checklist. 31

Note: B-13 Data Collection Checklist Must: Include information from the student’s IEP as of March 1 Reflect initially reviewed data (before any corrections) for each student Don’t forget to include both the Review Date and the Date of the IEP you are reviewing 32

Corrective Action Plan (CAP) If a student’s checklist indicates an area of noncompliance, a Corrective Action Plan or CAP, will be issued to the local in the August 2015 Workbook Through the CAP process, all corrections will be documented and submitted to the Office of Special Education through the CIMS Workbook Explain that data CAPs are based on looking at a moment in time. This year we are looking at March 1 and basing decisions regarding compliance on IEPs that were in effect on that data. Any subsequently corrected IEPs can be used by the monitors to verify correction. They do not affect the compliance rate. 33

TIP: Save, Save, Save CIMS has a 20-minute timeout feature SAVE frequently to avoid losing your work! 34

TIP: How to Complete Opt Out At the top of every checklist, there is an option to state, “I no longer have this student’s IEP,” and select a reason A student must have graduated prior to April 15 to select “has graduated” 35

TIP: Understand Error Messages If you try to save before a checklist is complete, you’ll get an error message Your work will still save, but the checklist is not complete 36

5. Use Dropdown Menu to Select a New Student Name and Complete Checklist Select student’s name in the dropdown menu Click Go 37

6. Review the Summary Report 38

Create the Summary Report 39

What Do I Do with the Summary Report? Check whether… There are any questions where you answered “No” There are any questions that are blank A "No" answer for any item identifies that item as noncompliant. This will result in a finding of noncompliance in the August 15, 2015 Workbook and your local will be required to complete a corrective action plan (CAP). Note: If you have not completed the checklists, all or some of the Summary Report will be blank 40

7. Upload Student’s IEP - NEW Select the fifth student record on the list whose file you are reviewing Upload that student’s IEP and supporting documentation to the IEP Upload Page Add clarifying comments if needed Save Note: You may upload multiple documents as needed. TC or TCC does this work 41

7. Upload Student’s IEP (cont.) 42

7. Upload Student IEPs (cont.) 43

8. Change the Status 44

8. Change the Status (cont.) 45

TIP : Visit http://cims.cenmi.org 46

The data collection window closes June 30, 2015, at 11:59 PM Reminder: Due Date The data collection window closes June 30, 2015, at 11:59 PM 47

Where to Get Help CIMS Help Desk help@cimsmichigan.org or (877) 474-9023 Identify yourself as a TC or TCC, and tell the Help Desk you’re completing the B-13 checklist CIMS Web site http://cims.cenmi.org B-13 Team Maria Peak (mpeak@cenmi.org) Craig Wiles (cwiles@pscinc.com) Shawan Dortch (dortchs@michigan.gov) Kathleen Hoehne (hoehnek@michigan.gov) 48