Getting Started with I-SWIS I-SWIS Readiness Review Meeting

Agenda Introduce I-SWIS and Tier 3 systems Review Readiness Requirements Determine initial status Develop action plan for meeting and maintaining I-SWIS readiness Identify personnel who will be trained as coordinators or School-Wide Read Only users

Introduction to I-SWIS

What is I-SWIS? The Individual School-Wide Information System (I-SWIS) is a web-based decision system that improves individualized (Tier 3) supports by providing school personnel with accurate, timely, and practical information for making decisions about the fidelity and outcomes of individualized supports.

I-SWIS is one specific decision system offered through the PBIS Apps group. This group is embedded within a research unit at the University of Oregon that also provides technical assistance for PBIS implementation.

Qualities of I-SWIS Flexibility Match to specific student needs Match to the intensity of supports Access matches responsibilities Quality Incorporates recommended practices for Tier 3 supports Indicators of missing data or abandoned plans Equity Provides foundation for minimum guidelines across plans Clear roles and responsibilities There are three key qualities of I-SWIS that I want to highlight. First is the flexibility of I-SWIS. The measures can be individualized to match the specific needs of the student and the intensity of supports provided to the student. Second is the quality. I-SWIS was designed to incorporate recommended practices in providing individualized student supports and there are features that will indicate that certain plan components are missing in I-SWIS or when data aren’t being entered. Third is equity component. The I-SWIS readiness checklist and features provide a strong foundation for developing minimum standards and guidelines across all student case files and monitoring fidelity and outcomes to ensure that students receive and benefit from their supports as intended.

How Does I-SWIS Fit Into PBIS? PBIS is a framework for organizing practices, systems, and data into multiple “tiers” of support to reach desired outcomes. I-SWIS supports data-based decision making at Tier 3. How does I-SWIS fit into our PBIS implementation? ***replace with MTSS, RtIi behavior, or other term that is familiar to school personnel *** You will hear references to PBIS and similar frameworks because I-SWIS was developed out of work related to PBIS. These two graphics may be familiar if you have received PBIS training. PBIS stands for Positive Behavioral Interventions and Supports. It is not an intervention or practice, although you may hear it referred to as such. Actually, it is a framework for organizing all the practices used in the school to support students, the systems that support staff to implement those practices such as training and scheduling, and the data collected about adult and student performance so that everything we do is aimed at reaching our high-priority goals or desired outcomes. We organize our goals, practices, systems, and data into tiers so that we are addressing the needs of all students. Tier 1 PBIS refers to the universal plan and supports that are available to all students and staff, this is represented by the large green section of the triangle. Tier 2 refers to the additional layer of supports that are quick and easy to add on top of the universal supports if there are indications that a student is at-risk for school failure. Tier 2 interventions are standardized for a group of students such as Check In Check Out. Tier 3 refers to the third layer of supports that are provided as quickly as possible to students who continue to struggle with Tier 1 and Tier 2 supports. Students who receive all three layers of support require intensive or individualized assessments and supports that are uniquely fit to the student’s strengths and challenges. PBIS: Positive Behavioral Interventions and Supports

Tier 3 PBIS in a Nutshell Focus on 3%-5% of students Instruction is individualized and/or intensive Setting is individual or in small groups Data are individualized and monitored frequently (daily or throughout the day) Coordinator Student Support Team Zooming into Tier 3 PBIS a bit further we see that the focus is on those 3-5% of students who require instruction that is individualized and often intensive In many cases the instruction is delivered individually or in small groups, although there are strategies for incorporating the instruction into classroom instruction. The data should also be highly individualized and monitored frequently, often daily or multiple times a day. Student supports are developed and monitored by uniquely formed teams that include personnel, specialists, family members, and others who know the student and can provide the needed supports. These support teams are assigned to case managers or coordinators. These coordinators and other stakeholders form a separate team that monitors the overall health of PBIS Tier 3 implementation as well as the fidelity and outcomes across all students receiving Tier 3 supports.

Discussion on PBIS Systems How are PBIS (or MTSS) systems currently working? Tiered Fidelity Inventory (TFI) or other fidelity indicators? Proportion of students meeting expectations with Tier 1 only? Proportion of students meeting expectations with Tier 1 and Tier 2 supports? Proportion of students expected to need Tier 3 supports for the current school year

Questions and Concerns Turn and Talk Hopes and Dreams What are three potential benefits of using I-SWIS? Questions and Concerns Identify one question and one concern about using I-SWIS?

Overview of features in I-SWIS This is a good place to demonstrate the very basic features of I-SWIS (e.g., main page, student dashboard, measure report, school-wide reports) using the SWIS Suite Demo Account or you may choose to show the 6-minute video below. To access the Demo account…. Open the Chrome, Firefox, or Safari browser to www.pbisapps.org. Click on App Demos and then the “SWIS, CICO-SWIS, & I-SWIS Demo” button. To access a video of someone else demonstrating the basic navigation of I-SWIS… In presentation mode you can click on either of these pictures to open the video or use the url below: https://screencast-o-matic.com/watch/cqj3cktXXU Hint: Open the video at least 15 minutes before you start the meeting so that the video is loaded/ready.

I-SWIS Readiness

What Does it Meant to Be I-SWIS Ready? New initiatives require significant time and effort from personnel Many new initiatives fail or fizzle out when there we don’t plan The I-SWIS readiness requirements identify the minimum indicators that a school has the capacity to embed I-SWIS into routines and procedures The requirements also facilitate ongoing communication about refining and improving the systems, practices, and data used to achieve good outcomes for personnel and students

Adopting I-SWIS Find a certified I-SWIS facilitator Work with I-SWIS facilitator to refine and document Tier 3 systems and get I-SWIS ready Complete the license agreement and submit to I-SWIS facilitator Schedule training and coaching sessions with I-SWIS facilitator Build sustainability plan with I-SWIS facilitator Here is a simple version of the checklist for a new site to adopt I-SWIS. The first step is to find a certified I-SWIS facilitator. There are certification courses across the U.S. if your district or region does not already have a local certified I-SWIS facilitator. Next is to work with the facilitator to refine and document Tier 3 systems and to get ready for I-SWIS. There are specific requirements that must be met before the school can formally adopt I-SWIS. Once the school is I-SWIS ready then the licensing paperwork is completed and sent to the facilitator. The facilitator reviews it and submits it to the PBISApps team.

Maintaining I-SWIS (Everlasting Readiness) Keep your I-SWIS facilitator in the ‘loop’ Review I-SWIS readiness annually Visit PBISApps.org for updates and tips Monitor data confidentiality and integrity (accuracy) regularly Complete overall PBIS fidelity checks annually (e.g., Tiered Fidelity Inventory) Everlasting Gobstoppers… you can suck it and suck it and suck it and suck it and it will never get any smaller! ~Roald Dahl To maintain I-SWIS over time there are some routines that need to be put into place. First, build strong communication routines with your I-SWIS facilitator, let them know if there are changes in staffing or procedures that might impact Tier 3 systems or I-SWIS. Second, review the I-SWIS readiness checklist every year. Your facilitator will prompt formal reviews periodically but annual internal reviews will make those formal checks much smoother. Third, users will be logging into the PBISApps.org website to access I-SWIS but the website contains many resources about the different updates and recommendations for getting the most out of your decision system. Fourth, monitor data confidentiality and integrity. Do this by checking the School-Wide Reports in I-SWIS and sending reminders to staff about keeping their account information and reports confidential. Finally, PBISApps recommends that the PBIS team annually complete a fidelity survey such as the TFI or Tiered Fidelity Inventory to monitor the overall health and fidelity of the PBIS framework. If you are a fan of Roal Dahl, this reminds me of his Everlasting Gobstopper candy. If you schedule just a bit of time each year to maintain I-SWIS then Tier 3 supports will not only last and last but it will get better and better over time.

I-SWIS Readiness Checklist For each item we will identify the current status In place Partial Not in place For items partial or not in place we will build an action plan and schedule a follow-up meeting

I-SWIS Readiness #1 and #2 Administrative Support for Tier 3 PBIS and use of I-SWIS actively engaged in Tier 3 systems planning actively engaged in meeting and maintaining fidelity to Tier 3 and I-SWIS readiness available to negotiate personnel and resources for tasks related to Tier 3 and I-SWIS Tier 3 System Support Team A representative team exists to support Tier 3 systems across the school The team meets at least twice monthly to (a) review I-SWIS data, (b) modify and adjust systems and practices across the school to improve fidelity and outcomes at Tier 3 1 2

I-SWIS Readiness #3 Coordination Capacity At least one individual at the school has the skills needed to complete Tier 3 coordination tasks: set up and monitor individual case files as well as the overall status of supports across assigned case files to ensure minimum requirements are met serve as a liaison between students, school personnel, families, and system teams (e.g., Tier 3 PBIS team) communicate and collaborate with stakeholders to monitor progress and make decisions 3

I-SWIS Readiness #4 4 Tier 3 System Documentation There are clearly-documented procedures and materials for: student identification (e.g., screening, nomination) and eligibility for Tier 3 supports training and ongoing communication with stakeholders (e.g., implementers, family members, students) assessment (e.g., functional behavior assessment) selecting function-based interventions that are evidence-supported and contextually appropriate monitoring both fidelity of plan implementation and student outcomes collaborative and data-driven decision making 4

I-SWIS Readiness #5 5 Personnel and Time for Data Tasks At least one school personnel has time protected in their schedule to manage the I-SWIS account For each student case file in I-SWIS there is at least one school personnel with time protected in their schedule to act as the coordinator for the student support team and manage data tasks (collection, entry, analysis, communication) in I-SWIS Fidelity and outcome data across case files will be current within three days at all times 5

I-SWIS Readiness #6 6 I-SWIS Training and Coaching Coordinators will complete the full 4-hour Swift at I-SWIS training from a certified I-SWIS facilitator and regularly review updates School-Wide Read Only users will complete at least two hours of training from a certified I-SWIS facilitator and regularly review updates All personnel with access to one or more I-SWIS case file will have training related to their assigned tasks (e.g., data entry, managing case files, generating reports) 6

I-SWIS Readiness #7, #8, and #9 Technology Maintenance All personnel with access to one or more I-SWIS case file have reasonable access to a computer that is adequate for completing assigned tasks in a timely manner The IT personnel are aware of the use and purpose of I-SWIS and are available to support technical issues if needed Readiness and Facilitation At least one administrator and Tier 3 leadership personnel (e.g., team facilitator, behavior specialist) agree to regularly review and maintain I-SWIS readiness requirements At least one certified I-SWIS facilitator agrees to provide ongoing training, coaching, and support on the use of I-SWIS at the school 7 8/9

Team Work Makes the Dream Work! Coordinators will train and give access to specific student case files as needed Who will be the primary user and manager of I-SWIS at the school? Usually 1 Who will be trained as coordinators to set up and manage student case files? Usually 2-4 Will anyone need read-only access to all case files to analyze and share reports out? Usually 0-2 Complete full Swift at I-SWIS training (4 hours) with I-SWIS facilitator Complete part of the Swift at I-SWIS training (1-2 hours) with I-SWIS facilitator

Action Plan Next Readiness Meeting: _____________________ Target Swift at I-SWIS Training Date/Time: ______________________ Task Who By When 1. 2. 3. 4. 5.

I-SWIS Facilitator Contact Information Name: Email: Phone: