1. Team-Initiated Problem Solving (TIPS)
Devin healey, Ed.S
Davis School district

2. Multi-Tiered System of Supports
BEHAVIOR
ACADEMICS
EVIDENCE-BASED PRACTICES

3. Today’s Goal: Effective Meetings
Review steps in the problem solving process
Roles and “meeting foundations”
Build roles: facilitator, minute taker and data analyst
Develop Team Norms
TIPS Agenda/Meeting minutes
Introduce Fidelity Checklist
Leave today ready to implement TIPS at your next meeting
With coaching support
Electronic files of TIPS documents
Some slides adapted from TIPS materials available at

4. People aren’t tired from solving problems – they are tired from solving the same problem over and over.
It isn’t whether you have a problem, it’s whether you have the same problem again next year.
Admiration of the problems is contagious!
Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. (2009). The Team Initiated Problem Solving (TIPS) Training Manual. Educational and Community Supports, University of Oregon, unpublished training manual.

5. Themes and Assumptions
Structure of meetings lays foundation for efficiency and effectiveness.
Decision making is aided by access to data.
Providing structure for problem solving (TIPS) will result in problem solving that is
Thorough
Logical
Efficient
Effective
Done with fidelity

6. Post-It Activity (5 minutes)
Write down 5 behaviors of effective teams, 1 per post-it (2 minutes)
One person in the group shares one and places it on the table
Anyone in the group with a similar behavior written sticks their note on top (8 minutes)
Look for themes
Effective
Teams

7. What themes did your group identify from this activity?
Discussion (5 minutes)
What themes did your group identify from this activity?

8. What makes a successful meeting?
Predictability
Defined roles, responsibilities and expectations for the meeting
Start & end on time, if meeting needs to be extended, get agreement from all members
Agenda is used to guide meeting topics
Data are reviewed in first 5 minutes of the meeting
Next meeting is scheduled
Participation
Engagement
75% of team members present & engaged in topic(s)
Decision makers are present when needed
Accountability
Facilitator, Minute Taker & Data Analyst come prepared for meeting & complete during the meeting responsibilities
System is used for monitoring progress of implemented solutions (review previous meeting minutes, goal setting)
System is used for documenting decisions
Efforts are making a difference in the lives of children/students.
Communication
All regular team members (absent or present) get access to the meeting minutes within 24 hours of the meeting
Team member support to practice team meeting norms/agreements
Overview of what makes a successful meeting

9. TIPS Team-Initiated Problem Solving
What is the problem?
Why is it happening?
What should be done?
Did it work?
TIPS Team-Initiated Problem Solving
DATA

10. Sustaining PBIS School Priority School Team Use of Data*
Administrator support, staff support, perceived effectiveness, perceived efficiency, integration into new initiatives, resources
Team Use of Data*
School team/staff skill, functioning, regular meetings, data collection, use of data for decision making, presenting data to staff
District Priority
District support, state support, funding, district policy, promoted to external organizations
Capacity Building*
Access to district coaching, professional development, and technical assistance
School
District
Authors: McIntosh, K., Mercer, S., Hume, A., Frank, J. L., Turri, M. G., & Mathews, S. (2013)

15. The Importance of Having a Protocol
Where else do we use protocols?

16. Foundations of Problem Solving Meetings
4/26/2018
Foundations of Problem Solving Meetings
“The Structure of meetings lays foundation for efficiency & effectiveness”
Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B

17. Organizing for an effective problem solving conversation
4/26/2018
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
Animated slide telling a well too known story.
Out of Time
Solution
Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. (2009). The Team Initiated Problem Solving (TIPS) Training Manual. Educational and Community Supports, University of Oregon, unpublished training manual.

18. Define roles for effective meetings
4/26/2018
Define roles for effective meetings
Core roles
Facilitator
Minute taker
Data analyst
Active team member
Administrator
Backup for each role
Typically NOT the administrator
Can one person serve multiple roles?
Are there other roles needed?
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.
Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. (2009). The Team Initiated Problem Solving (TIPS) Training Manual. Educational and Community Supports, University of Oregon, unpublished training manual.

19. Role Assignment Activity (8 min)
4/26/2018
Role Assignment Activity (8 min)
1. Select
Facilitator
Data Analyst
Minute Taker
Active Participants
2. Choose Backup for each
3. Identify Role review date
4. List 5 team norms
Role
Primary
Backup
Facilitator
Data Analyst
Minute Taker
Next role review date:
Team meeting activity to determine who will fill each role and for how long.
When a team finishes before others, they should use the extra time to review/create your meeting schedule, location, start and end time
Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. (2009). The Team Initiated Problem Solving (TIPS) Training Manual. Educational and Community Supports, University of Oregon, unpublished training manual.
Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B

20. Before the Meeting: Team Roles Quiz
Who
What
Room reserved
New items solicited for agenda
Agenda produced
Data reviewed before the meeting; Suggest possible new issues
Lead team through discussion of effects of in-process solutions on “old” problems
Meeting minutes distributed within 24 hours of meeting.
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/Meeting Notebooks to bring to meeting
Facilitator
Data Analyst
Minute Taker
All Team Members

21. Before the Meeting 1. Facilitator prepares agenda
2. Data analyst collects and reviews fidelity and outcome data
3. Minute taker prepares projector
This process can be adjusted to meet the needs of your team

22. During the Meeting

24. Time Keeper

25. 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.
What, By Who, By When
What, By Who, By When +
How will you measure fidelity?
How will you know if it worked?

26. What needs to be documented?
4/26/2018
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, data used for problem solving, 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
Agenda items come in 3 types: demographics/logistics, general administrative, and problem solving. The next set of slides provides examples of what is said during a meeting and what needs to be documented.
Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. (2009). The Team Initiated Problem Solving (TIPS) Training Manual. Educational and Community Supports, University of Oregon, unpublished training manual.

27. What is relevant to write down?
4/26/2018
What is relevant to write down?
Issue: families are not signing and returning minor incident reports
Possible hypotheses/solutions: multiple students in household bringing minor incident reports home? parent gets upset with student & students not giving form to parents to sign?
Decision: re-examine the process being used to document and communicate about minor incidents
Minors-what would we like to do about communicating the minors with families? There is inconsistency among staff, not all teachers use the minors as a teaching tool in the same way. Is this a problem? What should we do?
Discussion:
Perhaps we create a little blurb that goes out to families that teachers will use when sending them home. Sending them home creates a problematic situation, can be an issue with communication with families. Perhaps we need to just say to staff a general reminder about what is going on with the minors for families of multiple students or friends, etc. We will wait until next year to re-train staff and discuss how to use WHOAS and how to communicate them with parents.
Information for Team, or Issue for Team to Address
Discussion/Decision/Task (if applicable)
Who?
By When?
Minor incident reports
Re-examine the process being used to document and communicate about minor incidents
team
team meeting
Take proposal to staff
Team
staff meeting
A full example of the process from hearing the full conversation, to trying to separate issue/topic and possible hypotheses/ solutions…. To the general administrative section of the TIPS meeting minute form

28. Meeting Minute Simulations
4/26/2018
Meeting Minute Simulations
For each Simulation
Listen to the discussion
Determine
Type of item: general administrative or problem solving
Where the information fits on the meeting minute form
What information is relevant to record
Make notes on meeting minute form
Work through the simulations with participants. Use slide 29 to demonstrate the problem and how to fix it.
Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. (2009). The Team Initiated Problem Solving (TIPS) Training Manual. Educational and Community Supports, University of Oregon, unpublished training manual.
Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B

29. Meeting Minute Simulation A
4/26/2018
Meeting Minute Simulation A
Fac: ‘we have a PTO meeting in 2 weeks and we need to get organized. last time not very many parents came and said that childcare was necessary’
TM 1: ‘ Tina’s daughter is a babysitter, oh and did you hear what happened to her last weekend?’
TM2: ‘ oh it was awful, and I heard…..’
Fac: ‘back to PTO planning, how can we increase attendance?’
What needs to be documented?
The simulation slides provide an opportunity for team members to read, listen to, and clarify the information necessary to be documented on meeting minutes.
Participants should get out a blank meeting minute form
General Item
Tasks
By Who
By When
PTO meeting – two weeks (date)
Attendance?
Childcare?
Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B

30. Meeting Minute Simulation B
4/26/2018
Meeting Minute Simulation B
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
October : We have way too many ODRs and we have a problem with aggression/fighting and disrespect on the playground during K,1,2 morning and lunch recess
BB talked about the 3 students who are starting CICO system. AT is skeptical about parent involvement. TP saw the program work fine without parent involvement at the previous school. AA walked in and asked if another student could be on CICO. JJ asked if the supervisors were moving around, he had seen them talking together in the middle of the playground once last week.
We should plan to reteach playground expectations .Older students could teach primary students basketball game rules – contingent on D.C. coming to school on time
Cico team
LL analyze referral data
11/16/2009
This month’s precise problem statement: We have three high fliers, K-2 and a 6th grader on the playground, at 10:00 and 11:45/12:00
46/69 number of total major and minor referrals on the playground
-Reteaching game and playground rules
-Reinforce proper lining up
-Reinforce exiting and entering building
-MM will ask MA if she can reinforce/teach playground rules
Last month’s example: We are above the national average of ODR’s and we have a problem with aggression/fighting and disrespect on the playground during K,1,2 morning and lunch recess with 4 students.
3 students are starting CICO system
Older students teach primary students basketball game rules – contingent on D.C. coming to school on time
Reteach playground expectations
Cico team
LL analyze referral data
NN/MM
11/16/2009
January PBS meeting
11/16/09
CICO Team check-in every two weeks to see if students are meeting 80% of their goal.
Decrease of playground referrals by 25% by January PBS meeting. CICO team will report
Decrease of playground referrals by K-2 students and D.C. defiance/disruption referrals
Use animation to show non-example to positive examples
Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. (2009). The Team Initiated Problem Solving (TIPS) Training Manual. Educational and Community Supports, University of Oregon, unpublished training manual.
Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B

31. Meeting Simulation C What are the topics being discussed?
4/26/2018
What are the topics being discussed?
What type of agenda item?
Six grade comprehension (4 students)
????
Four 6th grade students comprehension scores are low. They do not seem motivated, get distracted, talk to each other, and disrupt the reading group. This happened last year and we provided extra instruction for two weeks, THAT worked. I think we should do that.
Use the animation on the slide to teach each part.
Read discussion statement
determine topic and type of item
Where on the meeting minute form will this item be placed
Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. (2009). The Team Initiated Problem Solving (TIPS) Training Manual. Educational and Community Supports, University of Oregon, unpublished training manual.
Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B

32. Meeting Minute Simulation D
4/26/2018
Meeting Minute Simulation D
Good content!
Orienting new students is a general/ administrative item
Who will do it by when?
Clarifying/cleaning up meeting minutes after the meeting
Good information, it is however, a general administrative type item and goes in that part of the meeting minute form
Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. (2009). The Team Initiated Problem Solving (TIPS) Training Manual. Educational and Community Supports, University of Oregon, unpublished training manual. 33
Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B

33. Meeting Minute Simulation E
4/26/2018
Meeting Minute Simulation E
Clarifying/cleaning up meeting minutes after the meeting
Great information & fits better as a general/administrative item
Great content, wrong place for this item. This is a general administrative item
Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. (2009). The Team Initiated Problem Solving (TIPS) Training Manual. Educational and Community Supports, University of Oregon, unpublished manual. 34
Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B

34. Meeting Simulation F BRAVO! 4/26/2018 Show as a positive example
Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B

35. At the Close and After the Meeting
End of the meeting:
Review action items
Review agenda items for next meeting
Plan date and time for next meeting
Rate today’s meeting
After the meeting
Minute Taker cleans up the notes and makes them available to the team
Within ___ days?
Follow up on assignments
Collect the appropriate data

36. Using Meeting Minutes Documentation of Reviewing Meeting minutes
4/26/2018
Using Meeting Minutes
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
Help people understand what needs to be documented and why. If someone talks the entire meeting and there is no discussion, that is a memo, not a meeting! No need to document irrelevant anecdotes like: ‘ Jason yawned after Debbie explained her problem’, or ‘Debbie rolled her eyes and sighed when we talked about the testing schedule’
Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. (2009). The Team Initiated Problem Solving (TIPS) Training Manual. Educational and Community Supports, University of Oregon, unpublished training manual.

37. TIPS Fidelity Checklist Online

38. Data are Cool!

39. Average Score by Category

40. “Follow-Up” & “Data” – A Closer Look
Follow-Up Questions:
Data Questions:
7. Previous meeting minutes were reviewed at start of the meeting. 
8. Status of previous solutions were reviewed
16. Plan exists for distributing meeting minutes to all team members
9. Quantitative data were reviewed
13. Measure & schedule were defined to monitor fidelity of solution implementation
14. Measure & schedule were defined to monitor outcomes of solution implementation

41. Your turn!
Using the TIPS meeting minutes form, identify one problem you’d like to problem solve
Define using the 5 Ws
Discuss and identify possible solutions
Remember to answer ‘who will do what by when?’ and ‘fidelity and outcomes.’

42. TIPS Team-Initiated Problem Solving
What is the problem?
Define problem, directly measure behavior
Why is it happening?
Identify variables that contribute to the problem, develop a plan
What should be done?
Implement as intended, monitor progress, modify as necessary
Did it work?
Evaluate what the data shows; the response to the intervention
TIPS Team-Initiated Problem Solving
DATA

43. Today’s Goal: Effective Meetings
Review steps in the problem solving process
Roles and “meeting foundations”
Build roles: facilitator, minute taker and data analyst
Develop Team Norms
TIPS Agenda/Meeting Minutes
Introduce Fidelity Checklist
Leave today ready to initially implement TIPS at your next meeting
With coaching support
Electronic files of TIPS documents
Online:

44. THANK YOU!
Devin Healey