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B-13 (Secondary Transition) CAPs and SLCAPs Office of Special Education Monitoring and Technical Assistance Team September 30, 2015 2:00 PM

Agenda B-13 (Secondary Transition) overview Findings of Noncompliance Corrective Action Plans SLCAPs Technical assistance Questions? 3

B-13 (Secondary Transition) Overview

What is B-13? B-13 is a State Performance Plan (SPP) indicator that addresses secondary transition It measures the percent of youth aged 16 and above with an IEP with coordinated, measureable, annual goals and transition services, including course of study, that will reasonably enable the student to meet their postsecondary goals. 5

How is B-13 data collected? Each spring all district serving students ages 16-26 with an IEP participate in a B-13 data collect activity In spring 2015, this activity was completed in CIMS by Transition Coordinators and Transition Coordinator Contacts A random set of student records were reviewed against 10 questions on the B-13 checklist 6

Tell me more about the checklist The checklist was updated in 2015 and includes 10 questions Districts can access the checklist on the CIMS training site: http://cims.cenmi.org/Compliance/PartBSPPComplianceIndicators/B13SecondaryTransition.aspx 7

Findings of Noncompliance

How did OSE determine my district is noncompliant? B-13 is a compliance indicator which means that 100% of student records must comply with all federal requirements Districts were identified as noncompliant if any of the student records reviewed were missing a federal requirement (a “no” on the checklist) Will want to talk about spot checks of 5th IEP here 10

How did OSE notify my district? In the September 28th CIMS Workbook, 438 districts received a Letter of Findings notifying them of noncompliance related to B-13 These letters are available on your district’s Reports page in CIMS The letter includes your district’s overall compliance rate and a summary of your district’s performance on each question on the checklist 11

Corrective Action Plans (CAPs)

What are districts required to do in response to a finding? All districts with a finding of noncompliance must create, submit, and implement a Corrective Action Plan (CAP) Through the CAP process districts must: Identify a RAP Team Create a CAP Submit the CAP for review by OSE Implement the CAP Submit a Progress Report Request CAP Closeout 15

OSE Technical Assistance OSE has created guidance to help districts create their B-13 CAP Visit cims.cenmi.org Go to the B-13 page under the Compliance tab Download “Guidance for Creating B-13 Corrective Action Plans (CAPs)” 16

Step 1: Identify Areas of Noncompliance In the September 28th CIMS Workbook, 438 districts received a Letter of Findings notifying them of noncompliance related to B-13 These letters are available on your district’s Reports page in CIMS Use the summary on page 3 of your letter to help create your CAP and focus your activities 18

Sample 1 This district must respond to noncompliance for questions 2 and 9 19

Sample 2 This district must respond to noncompliance for questions 2, 7, and 9 20

Step 2: Convene your RAP Team Districts use a Review and Analysis Process (RAP) Team to analyze data, create a plan, and implement the plan over the next year Suggested members include: CIMS Coordinator Administrators and teachers from general education and special education Transition coordinators Representatives from agencies likely to provide or pay for transition services Service providers Data specialists Parents 21

Step 3: Complete the CAP Cover Page https://www.cimsmichigan.org 22

Access the CAP Task List Compliance tab 23

Use the Forms Menu to navigate to each CAP task 24

Enter your RAP Team 25

For now, skip the comment boxes 26

Step 4: Address Questions 1-3 on the CAP Activity Page If your district has noncompliance on questions 1, 2, and/or 3, your district must create a CAP Activity Page named: IEP Team Participants. In CIMS, districts use the CAP Activity Page to describe the actions and activities a district will take to solve a specific problem. 27

Enter the CAP Activity Name Enter “IEP Team Participants” for the CAP Activity Name 28

Summarize your root cause analysis Summarize your district’s data analysis. 29

Describe what your district will do to correct the problem Include two activities: Update procedures Conduct professional development 30

Update Procedures: Reference the OSE TA to describe the activity 31

Provide PD: Reference the OSE TA to describe the activity 32

Identify and describe your activities After describing what your district must correct and the actions you’ll take to achieve correction, your CAP must provide details about which activities will be completed, by when, and by whom. Remember: Your due date must come before 4/15/16. 33

Identify documentation Identify the documentation you will provide as evidence that each activity was completed. Documentation may be a document (such as a Word document or PowerPoint) or a link. Your district will be required to provide all documentation identified here. Sample documentation: Agenda Sign in sheet PowerPoint New procedures or policies 34

Identify how your district will monitor progress Identify the documentation you will provide as evidence that each activity was completed. Documentation may be a document (such as a Word document or PowerPoint) or a link. Your district will be required to provide all documentation identified here. Examples: Monthly data pulls Monthly record reviews 35

Step 5: Address Questions 4-10 on the CAP Activity Page If your district has noncompliance on questions 4, 5, 6, 7, 8, 9, and/or 10, your district must create a CAP Activity Page named: IEP Development. In CIMS, districts use the CAP Activity Page to describe the actions and activities a district will take to solve a specific problem. 36

Create a second CAP Activity Page After saving your first activity page, the “ADD” button will then appear at the top of your screen To create the second CAP Activity page, click on the “ADD” button to add a second CAP Activity page 37

Tip: Toggling Between Pages To toggle between pages, select which page you’d like to view, and click, “Go.” 38

Enter the CAP Activity Name Enter “IEP Development” for the CAP Activity Name 39

Summarize your root cause analysis View the document “Data Analysis for B-13” on the CIMS training site for assistance. 40

Describe what your district will do to correct the problem Include two activities: Update procedures Conduct professional development 41

Update Procedures: Reference the OSE TA to describe the activity 42

Provide PD: Reference the OSE TA to describe the activity 43

Identify and describe your activities After describing what your district must correct and the actions you’ll take to achieve correction, your CAP must provide details about which activities will be completed, by when, and by whom. Need more than two rows? Click, “Save,” and another line will populate. 44

Identify documentation Identify the documentation you will provide as evidence that each activity was completed. Documentation may be a document (such as a Word document or PowerPoint) or a link. Your district will be required to provide all documentation identified here. Sample documentation: Agenda Sign in sheet PowerPoint New procedures or policies 45

Identify how your district will monitor progress Identify the documentation you will provide as evidence that each activity was completed. Documentation may be a document (such as a Word document or PowerPoint) or a link. Your district will be required to provide all documentation identified here. Examples: Monthly data pulls Monthly record reviews 46

Step 5: Add Activity Pages Your district may also choose to add additional CAP Activity Pages to your CAP, depending on the root cause of your noncompliance. The OSE recommends adding additional CAP Activity Pages if you believe the actions described above will not address the systematic problem that lead to your district’s noncompliance. 47

Step 6: Review and submit your CAP Once your CAP is complete, click, “Print Version” to review your complete CAP. 48

Step 6: Review and submit your CAP 49

Key Due Dates November 12th – CAPs due February 15th – Progress Report due April 15th – Request CAP closeout 50

Questions? For questions about how to complete the CAP process in CIMS: Contact the CIMS Help Desk at 877-474-9023 or help@cimsmichigan.org. For help writing your CAP: Contact your ISD monitor. Not sure how to contact your ISD monitor? Visit the CIMS training site (cims.cenmi.org). From the home page, click on the Resource Library. In the CIMS Overview, click, “Who’s My ISD Monitor?” For clarification about this guidance: Contact Shawan Dortch at the Office of Special Education at DortchS@michigan.gov. 51

Student Level Corrective Action Plans (SLCAPs)

SLCAPs Districts must also complete B-13 SLCAPs to address student-level noncompliance identified during the data collection activity last spring SLCAPs will be available on each user’s Task List, and must be corrected and submitted in CIMS no later than November 12, 2015 53

Tip: Local Student Data Report Allows you to download a complete list of student records that must be corrected Reminder: The Local Student Data Report contains sensitive student-level data that must not be copied, printed, transmitted, or distributed without taking appropriate measures. 54

Tip: Access the report from the B-13 CAP Menu page 55

Tip: View data on screen Noncompliant responses are shown with a “No” 56

Tip: View data in Excel To download the file for further analysis, select “Excel” from the Export Results to menu, and then select the “Execute” button. 57

Access SLCAPs through your Task List or the Data tab 58

Complete the SLCAP in CIMS 59

Enter the date each item of noncompliance was completed 60

Enter comments (if necessary) Don’t forget to save!

Submit the SLCAP in CIMS Remember: Districts must submit each SLCAP. 62

Key Due Dates November 12th – B-13 SLCAPs due 63

Questions? 64

Contact Information CIMS training 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 65