April 1, 2015 1

Welcome!Welcome!

• The 2015 B-13 Data Collection webinar will begin in a few moments.

– Event number: 663 434 336

– Event password: 2015B13

• To hear the presentation you must join the conference call. To join:

– Dial 877-668-4490

– Enter Access Code 663 434 336

– Note: Phones are currently on mute

• This presentation will be recorded and available for download at http://cims.cenmi.org/Events.aspx.

• To communicate with the presenters during the presentation, please use the “Chat Box” feature.

How to Complete B-13 How to Complete B-13 Checklists in CIMSChecklists in CIMS

A Presentation for ISD Transition Coordinators (TCs)

and LEA Transition Coordinator Contacts (TCCs)

Office of Special EducationApril 1, 2015

April 1, 2015

Welcome & IntroductionsWelcome & Introductions

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April 1, 2015

AgendaAgenda

• Overview

• Username and passwords

• Viewing the student lists

• Completing the checklists

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April 1, 2015

Process HighlightsProcess Highlights

• The B-13 data collection is completed in CIMS (https://www.cimsmichigan.org)

• The work is completed by ISD Transition Coordinators (TCs) and LEA Transition Coordinator Contacts (TCCs)

• Student lists and checklists are available in CIMS on April 15

• Checklists must be submitted by June 30

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April 1, 2015

What is CIMS anyway?What is CIMS anyway?

CIMS stands for the Continuous Improvement and Monitoring System

•An electronic tool (Workbook) that the state and locals use to:

– Track tasks and activities as required by IDEA 2004 and the MARSE

– Schedule monitoring activities related to compliance and improvement

– Review and analyze the data the state is using when making monitoring decisions

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April 1, 2015

Who Uses CIMS?Who Uses CIMS?

• CIMS Coordinators

– These are local personnel who manage the CIMS Workbook for a local

– CIMS Coordinators can view, but not edit, their local’s checklist

• Transition Coordinators (TCs)

– Are ISD-level transition coordinators

– TCs have access to complete all locals’ checklists within an ISD

• Transition Coordinator Contacts (TCCs)

– Are local personnel who complete the checklists

– TCCs have access to complete only their local’s checklist

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April 1, 2015

TIP: Know Your CIMS CoordinatorTIP: Know Your CIMS Coordinator

• Every local has a CIMS coordinator who manages the local Workbook

• If you don’t know who your CIMS coordinator is, ask your:

– Special Education Director

– Building principal

– ISD monitor

– CIMS Help Desk (Call them at 877-474-9023.)

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April 1, 2015

Usernames and PasswordsUsernames and Passwords

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April 1, 2015

Veteran ISD TCs and Local TCCsVeteran ISD TCs and Local TCCs

• If you already have a CIMS username and password, ask yourself:

– Did I complete B-13 data collection last year?

– Am I at the same district as I was last year?

– Do I still know my username and password?

• If you can answer YES to all three questions, you can access CIMS

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April 1, 2015

Veteran ISD TCs and Local TCCs (cont.)Veteran ISD TCs and Local TCCs (cont.)

What If You Answered No?

•If you moved to a new local:

– You must be reapproved for access to CIMS

– No need to complete the New User form, just provide your username to your TC to request access

•If you don’t know your username or password:

– Use the “Forgot Password?” link at https://www.cimsmichigan.org

– Your e-mail address must match the one on file with CIMS!

– Still need help? Call the CIMS Help Desk

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April 1, 2015

New ISD TCs … How to Get a Username and PasswordNew ISD TCs … How to Get a Username and Password

1. Click “New User” at https://www.cimsmichigan.org

2. Complete the form

3. Call the CIMS Help Desk at 877-474-9023

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April 1, 2015

New Local TCC … How to Get a Username and PasswordNew Local TCC … How to Get a Username and Password

• Many Transition Coordinators shared a list of new TCCs with the CIMS Team in January.

• These new users have been loaded into CIMS! To access your account, new TCCs will:

– Receive an e-mail from the CIMS Team on April 15

– Need to call the CIMS Help Desk (877-474-9023), tell them you received an e-mail, and ask for help setting your password

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April 1, 2015

New Local TCC … If You Don’t Receive an E-mail … New Local TCC … If You Don’t Receive an E-mail …

1. Click “New User” at https://www.cimsmichigan.org

2. Complete the form

3. Contact your TC and request access (they will need to approve your access by contacting the CIMS Help Desk)

4. After your TC contacts the CIMS Help Desk, the Help Desk will set up your access

• Note: Access will not be immediate! Please be patient.

– Access to CIMS = 1 day

– Access to B-13 checklist = 1 day

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April 1, 2015

Note for ISD TCsNote for ISD TCs

• To approve a local TCC for CIMS access, you must:

– Ask the user if he/she has completed the “New User” form

– Contact (call or e-mail) the CIMS Help Desk and explain you want to set-up a new TCC. You’ll need to provide:

• User’s full name

• User’s local district

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April 1, 2015

Viewing the Student ListsViewing the Student Lists

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April 1, 2015

How to View the Student List How to View the Student List

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1. Log in at https://www.cimsmichigan.org

2. Search in the Data Tab

– Click the Data tab

– Under “Data Types,” select B-13 Data Collection – April 2015

– Click Search, and your local(s) will appear at the bottom of your screen

3. Click B-13 Student List and Summary Report

4. Create report

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1. Log in at www.cimsmichigan.org1. Log in at www.cimsmichigan.org

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2. Search in the Data Tab 2. Search in the Data Tab

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3. Click “B-13 Student List and Summary Report”3. Click “B-13 Student List and Summary Report”

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4. Create Report 4. Create Report

April 1, 2015

What Do I Do with the Student List?What Do I Do with the Student List?

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• Print a copy and obtain each student’s file

• Download a copy of the B-13 checklist at https://www.cimsmichigan.org (click the “Data” tab, then select the B-13 page)

• Print a paper copy of the checklist for each student

• Review each student’s file using a paper copy of the B-13 checklist

• Before June 30 complete the B-13 checklists in CIMS

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TIP for ISD TCs: Pulling Student Lists for all Locals in an ISDTIP for ISD TCs: Pulling Student Lists for all Locals in an ISD

• If you’re a TC, you may want to have a list of ALL students in ALL locals for your ISD

• CIMS can create this list for you!

• To create an ISD-wide student list:

– Click on Reports from the CIMS Home Page

– Click on B-13 Student List & Summary Report Download

– Create report by selecting Document Type and clicking Execute

• Note: You can also use this to review if there are any “No’s” on your checklists!

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TIP for ISD TCs: Pulling Student Lists for all Locals in an ISD (cont.)

TIP for ISD TCs: Pulling Student Lists for all Locals in an ISD (cont.)

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TIP for ISD TCs: Pulling Student Lists for all Locals in an ISD (cont.)

TIP for ISD TCs: Pulling Student Lists for all Locals in an ISD (cont.)

April 1, 2015

Completing the ChecklistsCompleting the Checklists

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April 1, 2015

How to Complete the ChecklistsHow to Complete the Checklists

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1. Log in at https://www.cimsmichigan.org

2. Search for the checklists in the Data tab

3. Click B-13 Data Collection Checklist Records

4. Access, complete a checklist, and SAVE

5. Use the dropdown menu to select a new student name and complete another checklist (SAVE each one)

6. Review the Summary Report

7. Upload student IEPs

8. Change the status to submit the checklists

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1. Log in at www.cimsmichigan.org1. Log in at www.cimsmichigan.org

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2. Search for the Checklists in the Data Tab 2. Search for the Checklists in the Data Tab

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3. Click “B-13 Data Collection Checklist Records”3. Click “B-13 Data Collection Checklist Records”

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4. Access, Complete a Checklist, and Save4. Access, Complete a Checklist, and Save

April 1, 2015

Note: B-13 Data Collection Checklist Note: B-13 Data Collection Checklist

Don’t forget to include both the Review Date and the Date of the IEP you are reviewing

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• Must:

– Include information from the student’s IEP as of March 1

– Reflect initially reviewed data (before any corrections) for each student

April 1, 2015

Corrective Action Plan (CAP)Corrective Action Plan (CAP)

• If a student’s checklist indicates an area of noncompliance, a Corrective Action Plan or CAP, will be issued to the local in the August 2015 Workbook

• Through the CAP process, all corrections will be documented and submitted to the Office of Special Education through the CIMS Workbook

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TIP: Save, Save, SaveTIP: Save, Save, Save

• CIMS has a 20-minute timeout feature

• SAVE frequently to avoid losing your work!

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TIP: How to Complete Opt OutTIP: How to Complete Opt Out

• At the top of every checklist, there is an option to state, “I no longer have this student’s IEP,” and select a reason

• A student must have graduated prior to April 15 to select “has graduated”

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TIP: Understand Error MessagesTIP: Understand Error Messages

• If you try to save before a checklist is complete, you’ll get an error message

• Your work will still save, but the checklist is not complete

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5. Use Dropdown Menu to Select a New Student Name and Complete Checklist5. Use Dropdown Menu to Select a New Student Name and Complete Checklist

• Select student’s name in the dropdown menu

• Click Go

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6. Review the Summary Report6. Review the Summary Report

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Create the Summary Report Create the Summary Report

April 1, 2015

What Do I Do with the Summary Report?What Do I Do with the Summary Report?

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• Check whether…

– There are any questions where you answered “No”

– There are any questions that are blank

• A "No" answer for any item identifies that item as noncompliant. This will result in a finding of noncompliance in the August 15, 2015 Workbook and your local will be required to complete a corrective action plan (CAP).

• Note: If you have not completed the checklists, all or some of the Summary Report will be blank

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7. Upload Student’s IEP - NEW7. Upload Student’s IEP - NEW

• Select the fifth student record on the list whose file you are reviewing

• Upload that student’s IEP and supporting documentation to the IEP Upload Page

• Add clarifying comments if needed

• Save

• Note: You may upload multiple documents as needed.

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7. Upload Student’s IEP (cont.)7. Upload Student’s IEP (cont.)

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7. Upload Student IEPs (cont.)7. Upload Student IEPs (cont.)

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8. Change the Status 8. Change the Status

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8. Change the Status (cont.)8. Change the Status (cont.)

April 1, 2015

TIP : Visit http://cims.cenmi.org TIP : Visit http://cims.cenmi.org

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Reminder: Due DateReminder: Due Date

The data collection window closes June 30, 2015, at 11:59 PM

April 1, 2015

Where to Get HelpWhere to Get Help

• CIMS Help Desk

– help@cimsmichigan.org or (877) 474-9023

– Identify yourself as a TC or TCC, and tell the Help Desk you’re completing the B-13 checklist

• CIMS Web site

– http://cims.cenmi.org

• B-13 Team– Maria Peak (mpeak@cenmi.org)

– Craig Wiles (cwiles@pscinc.com)

– Shawan Dortch (dortchs@michigan.gov)

– Kathleen Hoehne (hoehnek@michigan.gov)

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