TIPS Meeting Foundations Structure of meetings lays foundation for efficiency & effectiveness 11/22/20151

Old Model: Team Meetings Jeremy is just not making progress. He is really defiant and refuses to follow direction. He often seems really angry when he gets to school; do you think that plays into it? Yes, I do. He has mentioned that his stepdad is really mean and that his parents fight a lot. I bet that is really bothering him. I bet it is too. Also, doesn’t’ his older sister have ADHD? Maybe he does too. I bet he does. You know, Jeremy is in my afternoon class and he is really difficult there too. Do you know what he did last week…. I am in my happy place… He is a handful. I was thinking he should be in my mentoring group. He would really benefit from some of that support Maybe, but you know, I think that he already gets too much support; he makes excuses for his behavior. I was thinking about in-school detention. ISS? Wow, I hadn’t thought about that. What if we started an ADHD evaluation? That would help wouldn’t it?

Define purpose of the team – Decisions to be made, cycle of decision making, and data source(s) to use Define roles & responsibilities Define team agreements about meeting processes 1.Inform facilitator of absence/tardy before meeting 2.Be prepared for meeting by completing previously assigned tasks 3.Avoid side talk: Remind each other to stay focused 4.Start and end on time 5.Be an active participant 6.Use electronic meeting minutes 11/22/20153 Meeting Foundations Elements

Core roles – Facilitator – Minute taker – Data analyst – Active team member – Administrator Backup for each role 11/22/20154 Define roles for effective meetings Can one person serve multiple roles? Are there other roles needed? Typically NOT the administrator

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Documentation of Logistics of meeting (date, time, location, roles) Agenda items for today’s meeting ( and next meeting) Discussion items, decisions made, tasks and timelines assigned Problem statements, solutions/decisions/tasks, people assigned to implement with timelines assigned, and an evaluation plan to determine the effect on student behavior Reviewing Meeting minutes An effective strategy for getting a snapshot of what happened at the previous meeting and what needs to be reviewed during the upcoming meeting What was the issue/problem?, What were we going to do?, Who was going to do it and by When?, and How are we measuring progress toward the goal? Visual tracking of focus topics during and after meetings Prevents side conversations Prevents repetition Encourages completion of tasks 11/22/20157 Using Meeting Minutes

11/22/20158 Organizing for an effective problem solving conversation Problem Solution Out of Time Use Data A key to collective problem solving is to provide a visual context that allows everyone to follow and contribute

Langley Elementary 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 Information for Team, or Issue for Team to Address Discussion/Decision/Task (if applicable)Who?By When? Administrative/General Information and Issues 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 Problem-Solving Action Plan Our Rating YesSo-SoNo 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”) Where in the Form would you place: 1.Planning for next PTA meeting? 2.Too many students in the “intensive support” for literacy 3.Schedule for hallway monitoring for next month 4.There have been five fights on playground in last month. 5.Next meeting report on lunch-room status. 11/22/20159

What needs to be documented? Meeting demographics – Date, time, who is present, who is absent – Agenda – Next meeting date/time/location/roles Administrative/ general Information/Planning items – Topic of discussion, decisions made, who will do what, by when Problem-Solving items – Problem statement, determined solutions, who will do what by when, goal, how/how often will progress toward goal be measured, how/how often will fidelity of implementation be measured