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2. CIMS Welcome Back Webinar & August Workbook Overview for Part B Locals Office of Special Education Monitoring and Technical Assistance Team August 19, :00-4:00pm 2

3. Welcome! 3

4. Meet the CIMS Team Office of Special Education (OSE)
Jessica Brady, Supervisor
Jeanne Anderson Tippett, Coordinator
Kathleen Hoehne, Consultant
Charles Thomas, Consultant
Shawan Dortch, Consultant
Sharon Fink, Departmental Analyst
Public Sector Consultants (PSC)
Sarah Greer and Lynne Clark 4

5. Agenda August Workbook overview Fall focused monitoring (FM) preview
Search feature
CIMS refresher
Resources
Upcoming events
Questions? 5

6. August Workbook 6

7. Reminder: TWO Fall Workbooks
August 15, 2014 – Part B (ages 3-21)
September 15, 2014 – Part C (birth-3)
Need more information about the Part C Workbook? Attend the webinar on September 19!
Visit the EOT&TA website for more information ( 7

8. Monitoring Priorities for August8

9. August 2014 Workbook Overview
Strand Report
Monitoring Activities Report (MAR)
Determinations reports
Focused monitoring (FM) reports and FM corrective action plans (CAPs)
Significant disproportionality warning letters
B-13 (Secondary Transition) Letters of findings and CAPs
Data verification/validation – ISD monitors 9

10. Strand Report
The Strand Report summarizes your local’s performance on State Performance Plan (SPP) indicators
Updates include:
New data for B-13 (Secondary Transition) and B-GSM (General Supervision Monitoring)
Updated statuses for all tasks
Rows with updates are shaded in blue
Access the August 2014 Strand Report from your Reports Page 10

11. Strand Report (cont.) 11

12. Strand Report (cont.)
Note: The Strand Report includes B-13 data from the current (April 2014) data collection cycle, findings are included in the August Workbook.
NEW! You can now drill down to student level data for B-11 or B-13 on the Strand Report by clicking on the your calculation in the “Local Calculation” column. 12

13. Strand Report (cont.) 13

14. Strand Report (cont.) 14

15. MAR
The Monitoring Activities Report (MAR) is included in every Workbook and provides important information to locals
Some messages are universal and go to all locals
Verify Educational Entity Master
Timely IEP Reminder
Some messages are targeted, and are sent only to specific locals
Reminders to review FM notification letter
Reminders to review Reports of Findings/No Findings 15

16. MAR (cont.) 16

17. Determinations Reports
Determinations report and history are available for 859 locals in the August Workbook
NEW! Determinations report and history report are now programmed in CIMS.
NEW! You can now drill down to student level data for B-11 and B-13 in the Determinations report by clicking on your percentage shown in the “Raw Data” column
For questions about determinations, contact Jessica Brady, Supervisor, Performance Reporting, at 17

18. Determination Reports (cont.)18

19. Determination Reports (cont.)19

20. Strand Report and Determinations
Note to users of Internet Explorer version 10 or 11: Active PDF and IE 10/11 are not compatible and may affect your ability to print a PDF version of your Strand Report or Determinations Report.
This is a known issue for all Microsoft users and hopefully Microsoft will fix it soon!
If you experience this issue, please contact the Help Desk and ask them to send the PDF to you.
Help Desk 20

21. Reports and CAPs Closeout Reports from FM activities from Spring 2014
Spring Reports of No Findings
B-4AB: 0
GSM: 2
Spring Reports of Findings and FM CAPs
B-4AB: 1
GSM: 14
42 findings of noncompliance were issued to 15 locals based on the Spring 2014 focused monitoring activity 21

22. CAP Timeline Timeline for August 2014 Corrective Action Plans (CAPs):
CAP due October 1, 2014 (45 days)
Progress Report due February 15, 2015
CAP Closeout Request due April 1, 2015 22

23. CAP Resources on the CIMS Web site
Probe Questions – Are indicator specific and are under the Compliance or Results tab
How-to documents – Under the Workbook tab 23

24. Significant Disproportionality (SD) Warning Letters
Letters issued to locals in the August 15 Workbook:
Are not yet identified for SD (one year of SD data)
Are currently on the list (two years of data in the same area and at risk of being identified again next year)
Currently have SD for discipline and whose data put them at risk for SD identification or have SD identification and whose data puts them at risk of having SD for a different ethnicity/eligibility category
Sent to 44 locals 24

25. Monitoring Activities FYI
MSDS Validation:
ISD monitors will be completing MSDS Validation monitoring activities with locals across the state
This activity is the responsibility of the ISD monitor and are not included in the local or ISD Workbook.
If your local was selected to participate, there will be a notice in your MAR.
Please collaborate with your ISD monitor. 25

26. Monitoring Activities FYI (cont.)
B-12 Data Verification:
ISD CIMS Coordinators will be completing B-12 Data Verification for locals across the state who are responsible for IEPs for preschoolers (~130 entities)
This activity is the responsibility of the ISD CIMS Coordinator and is in the ISD’s Workbook.
Please collaborate with your ISD to complete this work when it becomes available (October). 26

27. Monitoring Review and Preview27

28. Spring 2014 Monitoring - By the Numbers
1 type of monitoring activity:
On-Site Review
2 priority areas
Suspension/Expulsion (delayed from Winter monitoring)
General Supervision Monitoring
17 locals monitored
15 locals were issued a finding 28

29. Fall 2014 FM Priorities
B-9 (Disproportionate Representation – Child with a Disability)
B-10 (Disproportionate Representation – Eligibility Categories)
Significant Disproportionality – Discipline, Education Environments, and/or Identification
GSM (General Supervision Monitoring)- designates a broader monitoring focus 29

30. Fall FM Notification Letters
Fall FM begins in September
Participating locals were sent notification letters:
In the August Workbook
Via (to the superintendent) on August 15
Not sure if your local is participating? Check your Reports Page or the CIMS Web site: 30

31. Fall 2014 FM Activities 49 On-site reviews Timeline
Fall FM will occur from September 15 - October 24
Dates for on-site visits are included in your notification letter
Reports of Findings/No Findings will be issued in the December 15, 2014 Workbook 31

32. Fall 2014 FM Site Map GSM SD-ID B-10 SD-Disc SD-EE Charlevoix Gogebic
Ontonagon
Houghton
Keweenaw
Baraga
Iron
Marquette
Dickinson
Menominee
Delta
Alger
Schoolcraft
Luce
Mackinac
Chippewa
Emmet
Cheboy
gan
Presque Isle
Antrim
Otsego
Montmorency
Alpena
Leelanau
Benzie
Grand Traverse
Kalkaska
Crawford
Oscoda
Alcona
Manistee
Wexford
Missaukee
Roscommon
Ogemaw
Iosco
Mason
Lake
Osceola
Clare
Gladwin
Arenac
Oceana
Newaygo
Mecosta
Isabella
Midland
Bay
Huron
Muskegon
Kent
Montcalm
Gratiot
Saginaw
Tuscola
Sanilac
Ottawa
Allegan
Ionia
Clinton
Shia
wassee
Genesee
Lapeer
St.
Clair
Van Buren
Berrien
Cass
Kalamazoo
Joseph
Calhoun
Barry
Eaton
Ingham
Livingston
Oakland
Macomb
Branch
Jackson
Washtenaw
Wayne
Hillsdale
Lenawee
Monroe
GSM
SD-ID
B-10
SD-Disc
SD-EE

33. FM Helpful Hints
If your local has been selected for an on-site review:
Contact your ISD monitor
Consider appropriate Review and Analysis Process (RAP) Team members
Under the “Focused Monitoring” tab in the CIMS Workbook, review …
Your student list
Your “Pre-Visit Reports”
Note: These items will be available in CIMS in early September
Review guidance documents specific to the monitoring area on the CIMS website ( 33

34. Search Feature 34

35. Question 1: What are you searching for?35

36. Question 2: Search Types
Hold the Ctrl key to select more than one item. 36

37. Click Search, and results return at the bottom of the screen.37

38. Search Function: District History
Leave everything blank and click Search. 38

39. Search Feature: Export Results39

40. Search Feature: Sort Results40

41. Search Feature: Need Help?41

42. CIMS Refresher 42

43. The CIMS Process 43

44. Open Workbook  Acknowledge Reports
Reports must be acknowledged by September 15, 2014
You cannot view reports or complete work in your Workbook until you have acknowledged your reports
Where should you start after acknowledging your reports?
Review MAR
Review Reports page – Does my local have a finding?
Review Strand Report
Decide if you need to convene a RAP Team 44

45. 1. Click “Click Here” New screenshot coming once it’s ready in demo.45

46. 2. Click “Acknowledge Reports”46 46

47. Assemble a RAP Team
If you have a finding you need to convene a RAP Team
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 47

48. Complete Tasks with the RAP Team
CAPs (Compliance tab)
B-4AB FM CAP
B-GSM FM CAPs
B-13 CAPs 48

49. Provide Feedback
After completing tasks, provide feedback, and your Workbook will be complete
Talking point – tasks may take up to a year to complete if you have a CAP 49

50. Resources Visit the CIMS website Contact your ISD monitor
Call the CIMS Help Desk 50

51. CIMS website – http://cims.cenmi.org51

52. Sample Indicator
Page 52

53. 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! 53

54. ISD Monitors
ISD monitors are available to help locals navigate CIMS, understand monitoring activities, complete CAPs, verify corrections, 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?” 54

55. CIMS Help Desk
Need help completing a task in CIMS? Having trouble with your username and password?
Contact the CIMS Help Desk
(877) 55

56. Upcoming Dates December 2013 Workbook
Request CAP verification & closeout: September 15
April 2014 Workbook
CAP Progress Reports: October 1
Request CAP closeout: December 1
August 2014 Workbook
Acknowledge reports: September 15
CAPs due: October 1 56

57. Questions? 57

58. Contact Information
Office of Special Education
Jessica Brady, Supervisor,
Jeanne Anderson Tippett, Coordinator,
Shawan Dortch, Consultant,
Kathleen Hoehne, Consultant,
Charles Thomas, Consultant,
Sharon Fink, Analyst, 58