VTPBiS REGIONAL COORDINATOR MEETING: MARCH

AGENDA PBIS DATA SHARING TEAM INITIATED PROBLEM SOLVING (TIPS) SUMMER INSTITUTE TRAINING SEQUENCE INCLUDING VTPBiS INTENSIVE LEVEL WRAPAROUND ROLL OF SU/DISTRICT COORDINATOR CPI TRAINING OF TRAINERS

Intro to TIPS “People aren’t tired from solving problems – they’re tired from solving the same problems over and over.”

Problem Solving Meeting Foundations Team Initiated Problem Solving (TIPS) Action and Outcome Driven Collect and Use Data Review Status and Identify Problems Develop Refine Hypotheses Discuss and Select Solutions Develop and Implement Action Plan Evaluate and Revise Problem Solving Meeting Foundations Team Initiated Problem Solving (TIPS) Model The outer circle ( Problem Solving Meeting Foundations) refer to the process and procedures and team uses to function. Roles are determined and defined, meetings are scheduled for the year, electronic equipment and internet access are available, and an agenda is established.   The inner circles and arrows define a problem-solving model designed to improve the decision-making and problem solving of PBIS Team. This model is called “TIPS,” which stands for “Team-Initiated Problem Solving.” The model uses data for during problem solving and decision making, during meetings. We will also apply a metric for determining if rates of problem behavior at a school or below, at, or above the national average to determine if there is a problem or not. TIPS teaches teams to use their SWIS data to define precision problem statements. Once the problem statement is precise, a variety of solutions are discussed based on prevention, teaching, reward, correction and extinction and teams will determine which solution(s) they want to implement. The TIPS model then moves the team to action planning ,evaluation and measurement determination. We are finding it more difficult to use these skills in the REAL context, the purpose of this session is to build the skills and build the fluency of using those skills.

Main Messages Having data is necessary but insufficient Building effective team process (roles/protocols) is essential. Use an electronic agenda that prompts problem solving Problem solving starts with precise problem statements. Use data-based decision rules to build, implement and modify solutions. At first we were so excited to have data but there is growing frustrated about how to et the information out to folks Need to be able to help people have the tools to make decisions. Team meeting processes are so hard to do well Need to help teams be able to engage in decisions to make the smallest change for the best results. Good meeting – what happens before during and after is what makes it effective. Electronic agenda projected on screen is most productive. Helps focus on time structure and prompt problem solving. Must go beyond “they have lousy attitudes” to operationally defining behavior.

Improving Decision-Making via Problem Solving Action Planning & Evaluation Problem Solving Problem Solution Steps in the problem solving model. Information/ Data

Organizing for an effective problem solving conversation A key to collective problem solving is to provide a visual context that allows everyone to follow and contribute Problem Use Data Out of Time Solution

Define roles for effective meetings 4/16/2017 Define roles for effective meetings Core roles Facilitator Minute taker Data analyst Active team member Administrator Backup for each role Typically NOT the administrator We need primary people with a back up person for each role needed. It is encouraged to NOT have the administrator play a primary role for facilitator, data analyst, or minute taker. Administrators need to be flexible with what might come up and it is unpredictable when a situation causes administrator absence from a planned meeting. Since we know that this might occur, let’s avoid problems and set up the roles so that the team is not dependent on administrators being at the full meetings 100% of the time. Can one person serve multiple roles? Are there other roles needed? 8

Any tasks assigned get copied to the meeting minutes of the next meeting as a follow up item Meeting Agenda Item: Meeting Foundations Tasks: What, by whom, by when

PBIS Team Meeting Minutes and Problem-Solving Action Plan Form Today’s Meeting: Date, time, location: Facilitator: Minute Taker: Data Analyst: Next Meeting: Date, time, location: Facilitator: Minute Taker: Data Analyst: Team Members (bold are present today) Today’s Agenda Items Next Meeting Agenda Items 01. 02. 03. Administrative/General Information and Issues Information for Team, or Issue for Team to Address Discussion/Decision/Task (if applicable) Who? By When? Problem-Solving Action Plan Implementation and Evaluation Precise Problem Statement, based on review of data (What, When, Where, Who, Why) Solution Actions (e.g., Prevent, Teach, Prompt, Reward, Correction, Extinction, Safety) Who? By When? Goal, Timeline, Decision Rule, & Updates This slide is animated to teach the different parts of the meeting minute form each click adds the next section Most schools have the title at the top and write/type as the meeting progresses Make a point that we don’t need to document everything that happened (i.e., NM rolled her eyes KJ entered the room, SW continued to repeat the same issue, we took at 5 minute bathroom break) Our Rating Yes So-So No 1. Was today’s meeting a good use of our time? 2. In general, did we do a good job of tracking whether we’re completing the tasks we agreed on at previous meetings? 3. In general, have we done a good job of actually completing the tasks we agreed on at previous meetings? 4. In general, are the completed tasks having the desired effects on student behavior? Evaluation of Team Meeting (Mark your ratings with an “X”)

Meeting Foundations 4/16/2017 Example of meeting foundation checklist items getting transferred to the meeting minutes for future tracking of completion. 11

A completed example… IF a person knows how to use the meeting minute form, the person should be able to pick these minutes up from Jan 7, 2010 and be able to organize previous items to update and facilitate creation of the Feb 3, 2010 agenda

Where in the Form would you place: 4/16/2017 Langley Elementary PBIS Team Meeting Minutes and Problem-Solving Action Plan Form Today’s Meeting: Date, time, location: Facilitator: Minute Taker: Data Analyst: Where in the Form would you place: Planning for next PTA meeting? Too many students in the “intensive support” for literacy Schedule for hallway monitoring for next month There have been five fights on playground in last month. Next meeting report on lunch-room status. Next Meeting: Date, time, location: Facilitator: Minute Taker: Data Analyst: Team Members (bold are present today) Today’s Agenda Items Next Meeting Agenda Items 01. 02. 03. Administrative/General Information and Issues Information for Team, or Issue for Team to Address Discussion/Decision/Task (if applicable) Who? By When? Problem-Solving Action Plan Implementation and Evaluation Precise Problem Statement, based on review of data (What, When, Where, Who, Why) Solution Actions (e.g., Prevent, Teach, Prompt, Reward, Correction, Extinction, Safety) Who? By When? Goal, Timeline, Decision Rule, & Updates This slide is animated to teach the different parts of the meeting minute form each click adds the next section Most schools have the title at the top and write/type as the meeting progresses Make a point that we don’t need to document everything that happened (i.e., NM rolled her eyes KJ entered the room, SW continued to repeat the same issue, we took at 5 minute bathroom break) Our Rating Yes So-So No 1. Was today’s meeting a good use of our time? 2. In general, did we do a good job of tracking whether we’re completing the tasks we agreed on at previous meetings? 3. In general, have we done a good job of actually completing the tasks we agreed on at previous meetings? 4. In general, are the completed tasks having the desired effects on student behavior? Evaluation of Team Meeting (Mark your ratings with an “X”) 13

Before the Meeting… Room reserved “New” items solicited for agenda Agenda produced Team member roles determined Data reviewed by Data Analyst before the meeting; Analyst ready to lead team through discussion of (a) possible new problems and (b) effects of in-process solutions on “old” problems Computer reserved; access to SWIS online database assured LCD projector reserved & set up to project data (or team has some other strategy for ensuring team members can review data at meeting) Team members have individual TIPS Notebooks to bring to meeting (We’ll review the (a) before-meeting, (b) during-meeting, and (c) after-meetings responsibilities of individual team members later in this workshop)

At Close of and After Meeting… Meeting Minutes and Problem-Solving Action Plan completed Copy of Meeting Minutes & Problem-Solving Action Plan distributed to each member within 24 hrs.

TIPS Problem-Solving “Mantra”   Do we have a problem? (identify) What is the precise nature of our problem? (define, clarify, confirm/disconfirm inferences)  Why does the problem exist, & what can we do about it? (hypothesis & solution) What are the actual elements of our plan? (Action Plan) Is our plan being implemented, & is it working? (evaluate & revise plan) What is the goal? (how will it look if we say we don’t have a problem?)

Solution Development problem statement & hypothesis: Prevention Teaching Reward Extinction Corrective Consequence Data Collection Solutions for tardies in class? The best strategy I have heard from high school teachers is to model ‘being on time’, define what being on time looks and sounds like, and before each class period starts, have a potential test question on the board for students to copy as they construct a study guide.

Summer Institute Info! www.uvm.edu/~cdci/best Summer Institute registration info is now online.

VTPBiS INTENSIVE LEVEL- WRAPAROUND Readiness Checklist Description See Handouts: 1) Readiness Checklist, 2) Wraparound “Getting Started” Description and 3) Training Sequence Flowchart VTPBiS plan for Intensive Level training and support State team has realized that the PBIS intensive level is more a continuum from targeted through intensive levels. The intensive level we are trying to develop is really a focus on the tippy top of Tier three and consists primarily of the wraparound approach to supporting students and their families. What is unique about this approach within PBIS is that it is function based and involves a system that is supported by the supervisory union and has team members that go beyond just the school – mental health agencies, family members, others. The attached materials provide more information about what it is, readiness and sequence of training and support. If you want to attend the Wraparound at the Summer Institute with a team, there is a necessary “Wraparound Overview” day on May 5 (see “Upcoming Events” on www.pbisvermont.org) and complete readiness requirements.

SU/District Coordinator SU/DISTRICT COORDINATOR CHECKLIST

All coaches have been working with schools and supervisory unions to help transition the supports for Universal PBIS to someone at the SU level. Please help us secure someone to be in this position to help your schools. This checklist provides a list of the responsibilities of this coordinator.

CPI Trainer of Trainers May 10-13, 2011 UVM – Mann Hall Please see DOE and BEST Website for more details about this training. Anyone interested in becoming a CPI Trainer should check with their Superintendent.