1. New ISD Monitor Training September 8, 2014

2. Agenda Welcome and Introductions Program Accountability Break ISD Monitor role with MDE Introduction to the CIMS Cycle Lunch How to use CIMS Wrap-up and questions September 2014 2

3. Program Accountability September 2014 3

4. 2013-116 ED Rules System of Evaluation, Eligibility, and IEP Development Due Process Procedures Qualifications of Teachers and Other Personnel ISD Plans for Special Education September 2014 4

5. Rule Promulgation The Process 1 23456 Request for Rulemaking Draft Rules Public Comment Draft Rules Joint Committee on Administrative Rules (JCAR) Department Adopts Rules September 2014 5

6. System of Initial Evaluation Written Request for an Evaluation Evaluation Determine Eligibility and Needs If Necessary, Request Consent for Initial Provision of Special Education Programs and Services Develop IEP or Services Plan Provide Notice of Provision of FAPE Initiation of Services Provide Notice If Necessary, Request Consent for an Evaluation September 2014 6

7. Authority of Documents September 2014 7

8. Authority of Documents Statute/Law Regulation Preamble Policy Letters Policy Memos Policy Guidance September 2014 8

9. Authority of Documents Statute/Law/Act Executive Orders Administrative Rules State Board of Education Policy Standards Procedures Guidelines Guidance Memos September 2014 9

10. Authority vs. Information AuthorityInformation LawPreamble RegulationLetters Executive OrderMemos Administrative RuleGuidance State Board of Education Policy Procedures Guidelines Standards September 2014 10

11. Regulatory Agency Regulatory Agencies need a level of Authority: Law Regulation Executive Order Administrative Rule State Board of Education Policy Guidelines Standards September 2014 11

12. Decision Making Process A re there federal documents that address the issue? Are there existing state documents that address the issue? Is there a significant body of data that justifies the production of this document? What level of authority is necessary to address the issue? No document is created to address this issue. Refer to current documentation. No document is created to address this issue. Refer to current documentation. No Yes Complete the appropriate process Yes September 2014 12

13. MI-SER September 2014 13

14. Additional Questions? Please contact the Michigan Special Education Information Line at: 1-888-320-8384 September 2014 14

15. Break September 2014 15

16. ISD Monitor Role with MDE September 2014 16

17. The ISD Monitor Role with MDE The ISD Monitor has specific responsibilities to fulfil on behalf of MDE There are three areas of responsibility –Accountability –Monitoring –Data Collection September 2014 17

18. The ISD Monitor Role with MDE Accountability: –Attend trainings offered by MDE-OSE –Inform OSE when a local receives a due process complaint –Assist locals in complying with an Administrative Law Judge decision and order –Coordinate with OSE staff in the submission of Waivers Deviations ISD Plans –Submit the ISD Plan to the OSE for approval September 2014 18

19. The ISD Monitor Role with MDE Accountability (cont.) –Coordinate with Human Resources regarding credentialing of special education staff –Process special education personnel approval requests –Provide assistance with approval requests to locals –Assist persons who wish to file a complaint September 2014 19

20. The ISD Monitor Role with MDE Accountability (cont.) –Collaborate with the OSE Case Manager to: Conduct complaint investigations Complete a State Complaint final report Monitor the status of state complaints Assist locals in completion of corrective actions and submission of proof of compliance September 2014 20

21. The ISD Monitor Role with MDE Monitoring: –Participate in Community of Practice Calls with OSE –Ensure compliance with MARSE and IDEA 2004 Tracking required activities in the Continuous Improvement and Monitoring System (CIMS) Participate in focused and general supervision monitoring activities Conduct data verification and validation activities Review, analyze and use ISD and/or local data that has been submitted and certified by the local to the state Access and support personnel use of Michigan School Data special education reports September 2014 21

22. The ISD Monitor Role with MDE Data Component: –Participate in data learning opportunities related to special education child count and other mandatory special education data collection, verification, and reporting –Ensure timeliness, accuracy and completeness of the annual special education data submitted in the MSDS data collection –Support timely, accurate collection and analysis of State Performance Plan indicator data to assist local with compliance/improvement activities September 2014 22

23. CIMS-Continuous Improvement Monitoring System September 2014 23

24. The CIMS Cycle September 2014 24

25. The CIMS Cycle Each local that serves students with IEPs’ must collect and submit data related to the priority areas determined by OSEP and MDE-OSE. The data is used to make decisions related to data validation activities, focused monitoring activities and results transmittals. This data is reflected in the State Performance Plan (SPP) and Annual Performance Report (APR). State Performance Targets September 2014 25

26. The CIMS Cycle Corrective Action Plans - CAPs –Data CAPs Result from MSDS submissions or Data collection activities –Focused Monitoring (FM) CAPs Result from a focused monitoring visit –FM CAPs Correct Systemic noncompliance Prong 2 –Student Level Corrective Action Plan (SLCAP) Prong 1 Individual student noncompliance September 2014 26 MUST be corrected within 30 days of issuance of Preliminary Summary

27. The CIMS Cycle There are currently three Workbook cycles for Part B All Workbooks and Reports must be acknowledged within 30 days of release by the CIMS Coordinators –August 15 (acknowledged by Sept. 15) Complete MSDS validation activities B-13 CAPs Findings from Spring FM (Focused Monitoring activities) –B-GSM and B-5 FM CAPs September 2014 27

28. The CIMS Cycle Three Workbook cycles for Part B(cont.) –December 15 (acknowledged by Jan 15) B-11 CAPs B-12 CAPs B-TVR CAPs B-Timely Findings from Fall FM activities: –B-9, B-10, B-SD-Id, B-SD-IdB-9, B-SD-Id-B10, B-SD-EE, B-GSM, SD-Disc September 2014 28

29. The CIMS Cycle Three Workbook cycles for Part B(cont.) –April 15 (acknowledged by May 15) Complete IEP Implementation activities (more info coming soon) B-3 CAPs (coming soon!) Findings from Winter FM activities including: –FM CAPs B-4A, B-4B, B-4AB, GSM September 2014 29

30. The CIMS Cycle It is the ISD monitor’s role to: –Support the locals within their jurisdiction to develop Corrective Action Plans or CAPs that address the specific area of noncompliance. –Monitor the local’s activities within the Workbooks to ensure timely completion of all required activities. There are ISD monitor only activities that must be completed within the Workbooks –MSDS Data Collection and Validation (Fall) –IEP Implementation (Spring) September 2014 30

31. Lunch September 2014 31

32. How to Use CIMS CIMS demonstration and walk through with Lynne Clark and Sarah Greer, PSC September 2014 32

33. Content Overview Task List & CIMS Due Dates Tabs & Tasks –Reports –Compliance (Data CAP Verification) –Data (MSDS & SLCAPs) –Focused Monitoring –Search Tab Training Website September 2014 33

34. Task List & CIMS Due Dates How do ISD monitors know what to do and when to do it? September 2014 34

35. The Task List Lives on the Home Page September 2014 35

36. Click “Open Tasks” on the Home Page Your Tasks will be expanded for viewing Tasks only include work that require action –MSDS Validation –SLCAP Verification –FM Visits –CAP Verification & Closeout Requests September 2014 36 How it Works

37. View Your Tasks September 2014 37

38. Know What to Do with Your Tasks September 2014 38

39. See When Tasks are Overdue September 2014 39

40. Be Aware of Upcoming Due Dates September 2014 40 Go to the CIMS Website: http://cims.cenmi.org/Home.aspx http://cims.cenmi.org/Home.aspx Download: –CIMS Workbook Due Dates –CIMS ISD Monitor Timeline –Monitoring and TA Calendar

41. September 2014 41 Download Important Documents

42. CIMS Workbook Due Dates September 2014 42

43. CIMS ISD Monitor Timeline September 2014 43

44. Monitoring & TA Calendar September 2014 44

45. Tabs September 2014 45 How do I know what’s going on in my locals?

46. View Rights As an ISD monitor, you are able to view what’s going on in all of your locals The Tabs in CIMS are another great tool to see what’s going on in your locals now September 2014 46

47. What can you find? Which locals have/have not acknowledged reports? Which locals have a Corrective Action Plan (CAP)? What activities are open? And more! September 2014 47

48. Tab Overview September 2014 48

49. Reports Tab Key Question: Which locals have/have not acknowledged reports? September 2014 49

50. 1. Under the Reports tab, select Report Type September 2014 50

51. 2. Select status September 2014 51

52. 3. Click Search September 2014 52

53. 4. View Results September 2014 53

54. 4. View Results (cont.) September 2014 54

55. Compliance Tab Key Question: Which locals have a CAP? September 2014 55

56. Data CAP Verification CAP Verification Activity found inside the Data CAP (B-11, B-12, & B-TVR) under the Compliance Tab Data reports are now loaded for each of these CAPs on the CAP Verification page September 2014 56

57. Data CAP Verification Reminders Locals submit December 2013 CAPs by 9/16 ISD monitors complete CAP Verification for B-11, B-12, and B-TVR CAPs ISD monitors complete and submit CAP Verification and Closeout to MDE by 11/1 September 2014 57

58. B-11, B-12, and B-TVR Four sections: –CAP activities –New data submission –Student record review –Verification notes Note: This process is different than B-13 and no additional student names are provided in CIMS September 2014 58

59. B-11, B-12, and B-TVR – CAP Activity Verification Key Question: Were all CAP activities completed? –Remember, locals are required to list all CAP activities (and what evidence will be available to confirm it was completed) in their CAP –Refer back to the CAP and comment on each activity September 2014 59

60. B-11, B-12, and B-TVR – New Data Submission Key Question: Were data verified through a new data submission? For some CAPs, the state is able to verify compliance by reviewing data submitted through ongoing data collection activities Review the report and select a response: September 2014 60 AnswerNext Step Yes, data submission was compliant Save and change the status to Closeout Request Submitted to MDE No or N/A, data submission was noncompliant or not available Review student records and complete the next section of the form

61. B-11, B-12, and B-TVR – New Data Submission (cont.) September 2014 61

62. B-11, B-12, and B-TVR – Student Record Reviews Key Question: Are the data now at 100% compliance? For some CAPs, student records must be reviewed to verify compliance because new data were either not available or not compliant These reviews will be documented through the Student Record Review fields The following fields are required: –Verification date –Student name –UIC –Record compliant? September 2014 62

63. September 2014 63 B-11, B-12, and B-TVR – Student Record Reviews (cont.) If non-compliance is found, ISD monitors must go back and verify correction.

64. September 2014 64 B-11, B-12, and B-TVR – Student Record Reviews (cont.) Please pull 8 student records (if available) Enter student data If all records are compliant  Change status to submit to MDE If any records are noncompliant: –The local can retrain/provide targeted training –Following the training, the ISD monitor must return to the local to verify correction by pulling additional records that have been completed subsequent to completion of the additional training If noncompliance persists, the CAP can not be closed

65. Data Tab September 2014 65 Key Question: What data tasks are available? Contains data activities like: –B-MSDS –SLCAPs

66. MSDS Validation Checklist Access the student list through the MSDS Validation Worksheet Review student records Complete the MSDS Validation Record in CIMS Submit the MSDS Validation Record September 2014 66

67. September 2014 67 Access the Student List

68. Log into CIMS September 2014 68

69. Click Data Tab September 2014 69

70. Select Data Type September 2014 70

71. Click Search September 2014 71

72. Click Link in Name Column September 2014 72

73. Click MSDS Validation Worksheet September 2014 73

74. Create Worksheet with the Student List September 2014 74

75. September 2014 75 Review Student Records

76. Review Student Records at Local Student records must be reviewed at the local Before going to the local, arrange with the CIMS Coordinator or special education contact to have the necessary student records ready for review Prior to your visit, print copies of the MSDS Validation Record (checklist) from the CIMS training site (under the Data tab) September 2014 76

77. Checklist Guidance September 2014 77 QUESTION MDE GUIDANCE Does the information in CIMS match the student’s IEP?  Visit the local to review the student’s IEP (that was in effect on February 12, 2014) to determine if the demographic information listed in CIMS matches the student’s IEP.  If the information in CIMS (which came from MSDS) matches, select yes. If it does not match, select no. MSDS Validation of this student cannot be completed for the following reasons: If a student is no longer enrolled in the local, check the appropriate reason, save the record, and move onto the next student record.

78. September 2014 78 Complete the MSDS Validation Record in CIMS

79. Access the MSDS Validation Menu Log into CIMS Access the MSDS Validation Menu by clicking on the Data Tab and selecting the local whose records you are reviewing September 2014 79

80. Click MSDS Validation Record September 2014 80

81. Review Checklist September 2014 81

82. Opt Out OR Answer Question September 2014 82 Complete only if student record is not available.

83. September 2014 83 Opt Out OR Answer Question (cont.) Remember to save each checklist!

84. September 2014 84 Switch to Another Checklist by Selecting a Student and Clicking Go

85. September 2014 85 Submit the MSDS Validation Records

86. Click Link and Apply Status September 2014 86

87. More Than One Local? Some ISD monitors must review records from more than one local These reviews are separate tasks within CIMS –Different links when you search under the Data tab or view your Task List –Different Menu Page –Different Student Lists –Note: You must submit each task. (If you have two locals to visit, you will submit twice.) September 2014 87

88. Questions? Content Questions? –Review the How to Complete MSDS Validation for ISD Monitors (under the Data tab on the CIMS training site) –Call an OSE staffer Technical Questions? –Contact the CIMS Help Desk –(877) 474-9023 –help@cimsmichigan.org September 2014 88

89. Focused Monitoring Tab Key Question: Which locals are participating in an FM activity? September 2014 89

90. Search Tab Key Question: Which locals have/have not acknowledged reports? September 2014 90

91. 1. What are you searching for? September 2014 91

92. 2. Search Types September 2014 92 Hold the Ctrl key to select more than one item.

93. September 2014 93 Click Search, and results return at the bottom of the screen.

94. District History September 2014 94 Leave everything blank and click Search.

95. Export Results September 2014 95 Tip: This feature is available under every tab!

96. Sort Results September 2014 96 Tip: This feature is available under every tab!

97. Need Help? September 2014 97

98. Notes re: Search Tab Search tab allows users to perform a system-wide search Search tab results include: –Current items (available under the other tabs too!) –Historical items (no longer available under the tabs because these tasks have been completed and closed) Remember … Locals will only see results returned for their local district. ISD Monitors will see results for the full ISD. –Want to sort by a district? Type the district name in the Organization field. September 2014 98

99. Training Site September 2014 99 Where can I learn more tips and tricks?

100. Bookmark cims.cenmi.org September 2014 100

101. Top Downloads September 2014 101

102. CIMS Overview and Resource Library September 2014 102

103. Sample Compliance/Results Page September 2014 103

104. FM Tab September 2014 104

105. Workbook Tab and How-to Docs! September 2014 105

106. Wrap-Up Questions and Reminders September 2014 106

107. OSE Contact Information CIMS Website http://cims.cenmi.org CIMS Help Desk help@cimsmichigan.orghelp@cimsmichigan.org (877) 474-9023 Office of Special Education Monitoring and Technical Assistance Team: Jeanne Anderson-Tippett, Coordinator, andersontippettj@michigan.gov andersontippettj@michigan.gov Kathleen Hoehne, Consultant, hoehnek@michigan.govhoehnek@michigan.gov Shawan Dortch, Consultant, dortchs@michigan.govdortchs@michigan.gov Charles Thomas, Consultant, thomasc29@michigan.govthomasc29@michigan.gov Sharon Fink, Analyst, finks@michigan.govfinks@michigan.gov September 2014 107