1. August 19, 2014 Welcome! The New CIMS Coordinator webinar will begin in a few moments. –Event password: Welcome2014 –Event number: 661-322-578 To hear the presentation you must join the conference call. To join: –Dial 1-877-668-4490 –Enter Access Code 661-322-578 –Note: Phones are currently on mute This presentation will be recorded and available for download at http://cims.cenmi.org/Events.aspx.http://cims.cenmi.org/Events.aspx To communicate with the presenters during the presentation, please use the “Chat Box” feature.

2. Welcome to CIMS! Welcome to CIMS! An Introduction for New CIMS Coordinators Office of Special Education Monitoring and Technical Assistance Team August 19, 2014 1:30 – 2:30 pm

3. August 19, 2014 Agenda Vocabulary Context CIMS The CIMS Process How to Get Help 3

4. August 19, 2014 The Guiding Principle of CIMS “Disability is a natural part of the human experience and in no way diminishes the right of individuals to participate in or contribute to society. Improving educational results for children with disabilities is an essential element of our national policy of ensuring equality of opportunity, full participation, independent living, and economic self-sufficiency for individuals with disabilities.” (20 USC 1400(c)(1)) 4

5. August 19, 20145 Vocabulary

6. August 19, 2014 Vocabulary Special Education (SE) — Specially designed instruction, at no cost to the parents, to meet the unique needs of a child with a disability The Individuals with Disabilities Education Act of 2004 (IDEA) —The federal law that governs how states and public agencies provide early intervention, SE, and related services to children with disabilities Part B — SE and related services for children and youth ages 3–21; Section 619 for preschoolers Part C — Early intervention services for infants and toddlers with disabilities ages birth–3 6

7. August 19, 2014 Vocabulary (cont.) State Performance Plan (SPP) — A plan developed by the Michigan Department of Education (MDE) that evaluates the State’s efforts to implement the requirements and purposes of IDEA 2004 Annual Performance Report (APR) — A summary of the State’s progress on its SPP indicators Continuous Improvement and Monitoring System (CIMS) — The system used by the Office of Special Education (OSE) to help the State and locals monitor and analyze data and correct and improve areas of poor performance 7

8. August 19, 2014 Vocabulary (cont.) Locals — A comprehensive term used in CIMS to describe local educational agencies, public school academies, service areas, intermediate school districts, and state agencies Review and Analysis Process (RAP) team — A local team charged with the responsibility of reviewing and analyzing the local’s data for the purpose of improvement planning Corrective Action Plan (CAP) — A plan developed in response to a finding of noncompliance that outlines the local’s correction activities Results Transmittal — A form in CIMS that is completed in conjunction with school/district improvement teams to improve performance on SPP results indicators 8

9. August 19, 2014 Vocabulary (cont.) Finding — A written notification from the State to a local of the State’s conclusion that the local is noncompliant with a special education requirement –A finding includes: A citation of the applicable statute, rule, or regulation A description of the qualitative and/or quantitative data supporting the State’s conclusion of noncompliance –Noncompliance must be corrected as soon as possible but in no case later than one year including verification 9

10. August 19, 2014 References IDEA 2004: http://idea.ed.govhttp://idea.ed.gov Michigan Administrative Rules for Special Education (MARSE) — Adopted rules governing SE in Michigan for children with disabilities ages birth–26; it operationalizes how IDEA 2004 is implemented –New Rules Package issued in October 2013 CIMS website in the Resource Library (http://cims.cenmi.org/Home.aspx)http://cims.cenmi.org/Home.aspx OSE website (http://www.michigan.gov/ose-eis)http://www.michigan.gov/ose-eis 10

11. August 19, 201411 Context

12. August 19, 2014 Federal Law IDEA 2004 requires the State to: –Develop a State Performance Plan (SPP) to evaluate implementation of IDEA 2004 requirements and purposes and submit an Annual Performance Report (APR) –Issue determinations –Publicly report Each year the State must collect data from locals and report on progress toward meeting the targets of their SPP through the submission of an APR 12

13. August 19, 2014 Federal Law (cont.) IDEA 2004 emphasizes that monitoring activities should focus primarily on two goals: (1) Improving educational results and functional outcomes for all children with disabilities (2) Ensuring compliance with the IDEA Part B and Part C, with particular emphasis on those requirements that are most closely related to improving educational results for children with disabilities 13

14. August 19, 2014 State Performance Plan - Results 14

15. August 19, 2014 State Performance Plan – Results (cont.) 15

16. August 19, 2014 Part B State Performance Plan - Compliance 16

17. August 19, 2014 Determinations Determinations measure the State’s performance in meeting the requirements of IDEA 2004. The federal Office of Special Education Programs (OSEP) rates or “grades” states using the following four levels: 1.Meets the requirements of IDEA 2004 2.Needs assistance in implementing the requirements of IDEA 2004 3.Needs intervention in implementing the requirements of IDEA 2004 4.Needs substantial intervention in implementing the requirements of IDEA 2004 Michigan issues similar determinations to each local. 17

18. August 19, 2014 Public Reporting IDEA 2004 also requires states to publicly report on the progress and performance of their locals against the targets established in the SPP. Public reporting must occur as soon as practicable, but no later than 120 days following the State’s submission of the APR (late May). Michigan’s APR and SPP can be found in the MI School Data Portal at www.mischooldata.org.www.mischooldata.org 18

19. August 19, 2014 State System of Supervision To have an effective general supervision system for monitoring the implementation of IDEA 2004, states and locals must be able to: –Collect, examine, evaluate, and report data to demonstrate both compliance and improvement. Monitoring activities and the analysis of data to identify: –Concerns at the state and local level. –Potential solutions in the form of targeted technical assistance and professional development. 19

20. August 19, 201420 How Do Locals Keep Track of All This??

21. August 19, 2014 CIMS is…. C ontinuous I mprovement and M onitoring S ystem A series of processes that the State uses to measure compliance with IDEA 2004 and MARSE A tool (Workbook) that the State or locals can use to: –Track the tasks and activities required by IDEA 2004 for locals –Schedule monitoring activities related to compliance and improvement –Interpret the data the State uses when making monitoring decisions 21

22. August 19, 2014 CIMS Has Two Websites The CIMS website at http://cims.cenmi.org contains information about the State monitoring system and indicators. It includes a wealth of training documents, webinars, and other resources.http://cims.cenmi.org The CIMS Workbook is at https://www.cimsmichigan.org/ https://www.cimsmichigan.org/ There is a link from the CIMS website to the CIMS Workbook through this icon on the main page: More later! 22

23. August 19, 2014 The CIMS Process 23

24. August 19, 201424 Step 1: Open Workbooks

25. August 19, 2014 How to Get a Username and Password Go to https://www.cimsmichigan.orghttps://www.cimsmichigan.org Select “New User?” Fill out required fields (for “Organization,” enter the name of your school district or service area). The Help Desk will then work with the Office of Speical Education to approve your access. 25 Still having trouble logging in? Contact your ISD monitor or the CIMS Help Desk.

26. August 19, 2014 How to Open Workbooks Go to https://www.cimsmichigan.org.https://www.cimsmichigan.org Log in to your workbook. 26

27. August 19, 201427 Step 2: Acknowledge Reports

28. August 19, 2014 1. Click “Click Here” 28

29. August 19, 201429 2. Click “Acknowledge Reports”

30. August 19, 2014 Types of Reports Report of Findings or No Findings Monitoring Activities Report (MAR) Strand Report Other To see sample reports, visit the CIMS website and click on the “Workbook” tab 30

31. August 19, 201431 Step 3: Assemble a RAP Team

32. August 19, 2014 What Is a RAP Team? The Review and Analysis Process (RAP) team is a local team charged with the responsibility of reviewing and analyzing the local’s data for the purpose of improvement planning The RAP team is responsible for reviewing and analyzing local data to: –Gain an understanding of strengths and challenges –Identify the root cause of the problem –Determine possible ways to improve local performance –Partner with other staff and district/school improvement teams when solutions involve their collaboration and input 32

33. August 19, 2014 Who Serves on a RAP Team? 33 Suggested RAP team members include: –A CIMS coordinator (special education director or district designee) –Special education administrators/general education administrators/ISD monitor –School improvement team representative –Parents –Service providers –Data experts or program specialists

34. August 19, 2014 Remember … Some reports require action, while others are informational and do not require action. What Is the RAP Team Reviewing? Reports! If the Monitoring Activities Report (MAR) or Strand Report reveals areas requiring action, these reports will inform locals of the next steps: –If there is a finding of noncompliance, a Corrective Action Plan (CAP) is required –If the local does not meet the State target on results indicators, a Results Transmittal is required 34

35. August 19, 201435 Step 4: Complete Tasks

36. August 19, 201436 How to View Tasks

37. August 19, 201437 Step 4a: Compliance and Correction

38. August 19, 2014 Compliance Corrective action plan (CAP) activities can be found in the Workbook under the Compliance tab CAPs are required if a finding is issued Your CAP will need to: –Provide a detailed summary of the underlying local district policies, procedures and practices that may be contributing to the noncompliance –Describe in detail proposed activities for correcting the identified problem(s) –Define how completion and effect of activities will be measured If you need help completing or implementing a CAP, contact your ISD monitor! 38

39. August 19, 2014 If You Have a Current CAP … Your local may have a CAP in progress from previous Workbooks If you have questions about completing your CAP or regarding any open work within your Workbook, request assistance from your ISD Monitor 39

40. August 19, 2014 Finishing Your CAP: Requesting CAP Closeout A CAP must be approved by the OSE before a local can submit a Progress Report (do not wait for OSE approval to begin implementation of CAP activities) A Progress Report must be completed and submitted before a local can request closeout All CAP activities, which may include submission of new data, and correction of noncompliance must be completed before requesting CAP closeout A CAP closeout checklist is available in the Workbook Ask your ISD Monitor for assistance! 40

41. August 19, 2014 Finishing Your CAP: Closing the CAP The MDE must verify that correction occurred and was incorporated into a local’s procedures and practices Verification may include review of: –Updated policies, practices, or procedures –Student records to ensure that each individual case of noncompliance was corrected –Evidence that training or technical assistance was obtained to correct an area of noncompliance –New data 41

42. August 19, 201442 Step 4b: Results and Improvement

43. August 19, 2014 Results Results and improvement tasks are found in the Workbook under the Results tab If a local does not meet the State target on a results indicator, a Results Transmittal may be issued Results Transmittals: –Are a form within CIMS –Guide discussions at the local level between district/school improvement and RAP teams 43

44. August 19, 201444 Step 4c: Student and Child Data

45. August 19, 2014 Data Student and child data tasks may be found under the “Data” tab or the “Compliance” tab Data tasks may include: –Data collection –Data verification –Data validation Your ISD monitor can help you complete any data tasks 45

46. August 19, 201446 Step 5: Provide Feedback

47. August 19, 2014 Provide Feedback Fill out the CIMS Workbook Feedback Form in the Workbook and submit This form becomes available after all other tasks/activities are complete After completing the Workbook Feedback Form, your Workbook activities are complete 47

48. August 19, 2014 Provide Feedback (cont.) This pop-up will appear to confirm that your Workbook Feedback Form has been submitted 48

49. August 19, 201449 When Does All this Happen? Workbook StartsCAP Due Progress ReportCloseout Results Transmittals April 15June 1October 1December 1June 15 Part B only August 15October 1February 15April 1October 15 Part C Only September 15November 1February 15April 1N/A December 15February 1June 1 September 15 N/A

50. August 19, 201450 Resources Visit the CIMS website Contact your ISD monitor Call the CIMS Help Desk

51. August 19, 2014 CIMS Website – http://cims.cenmi.org 51

52. August 19, 2014 Sample Indicator Page 52

53. August 19, 201453 CIMS Website: Probe Questions Probe Questions are available on each indicator page to help your RAP Team analyze your local data, policies, practices, and procedures Print a copy before your RAP Team meeting!

54. August 19, 201454 ISD Monitors ISD monitors are available to help locals navigate CIMS, understand monitoring activities, complete CAPs, verify corrective activities, and more! Don’t know who your ISD monitor is? –Visit the CIMS website –Click “CIMS Overview” in the “Resource Library” –Click “Who’s My ISD Monitor?”

55. August 19, 201455 CIMS Help Desk Need help completing a task in CIMS? Having trouble with your username and password? Contact the CIMS Help Desk –(877) 474-9023 –help@cimsmichigan.orghelp@cimsmichigan.org

56. August 19, 201456 Questions?

57. August 19, 201457 Contact Information Office of Special Education –Jessica Brady, Supervisor, BradyJ@michigan.govBradyJ@michigan.gov –Jeanne Anderson Tippett, Coordinator, AndersonTippettJ@michigan.gov AndersonTippettJ@michigan.gov –Shawan Dortch, Consultant, DortchS@michigan.govDortchS@michigan.gov –Kathleen Hoehne, Consultant, HoehneK@michigan.govHoehneK@michigan.gov –Charles Thomas, Consultant, ThomasC29@michigan.gov ThomasC29@michigan.gov –Sharon Fink, Analyst, FinkS@michigan.govFinkS@michigan.gov