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New Era for Indicators C-8 and B-12. EOTTA Webinar May 23 and 26, 2011 Presented by Allan Knapp and Mary Schrader Interagency Information Systems (IIS). INFORMATION – Contacting the IIS Help Desk. Footprints Message Service Tracking, through IIS web site www.mi-iis.com

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new era for indicators c 8 and b 12

New Era for Indicators C-8 and B-12

EOTTA Webinar

May 23 and 26, 2011

Presented by

Allan Knapp and Mary Schrader

Interagency Information Systems (IIS)

New Era C-8 and B-12

information contacting the iis help desk
INFORMATION –Contacting the IIS Help Desk
  • Footprints Message Service Tracking, through IIS web site www.mi-iis.com
    • Choose the MICIS Support option, then click on Footprints logo
    • Use your email address as login, and remember the password you enter.
  • Email to support@mi-iis.com
  • Phone Toll Free – 866-731-2379
  • Knowledge Base – FAQ database
  • Available at www.mi-iis.com
      • Updated Data Entry Definitions
      • This PowerPoint
      • Previous PowerPoint documents

New Era C-8 and B-12

schedule for mi cis june 2011 collection
Schedule for MI-CIS June 2011 Collection
  • Count day is Thursday, June 30
  • Must be CERTIFIED by 4pm Friday, July 29
  • Early On Active and Exited children
  • Detail Reports available as soon as data submitted
  • Data Portrait draft ready by August 12
  • June 2011 data will be used for Special Ed Indicator 12 spreadsheet AND for APR indicators 1, 7, 8a

New Era C-8 and B-12

today s agenda
Today’s Agenda
  • The Situation: differences between Michigan and OSEP rules
  • Indicator C-8 Transition
    • Three Parts: Transition Plan, Notification, Conference
  • Indicator B-12 Transition IEP for child moving from Early On to Special Ed
    • Entry Screen
    • Reports
  • Questions and Answers

New Era C-8 and B-12

disclaimer 1
Disclaimer #1

“I’m assuming that every answer is correct TODAY to the best of the answerer’s ability to answer the question.

Tomorrow, the answer may change. This is in part because the farther we get into this, the more issues are raised, and resolving those new issues may require changing yesterday’s answer. Frustrating, but inevitable.”

- Mark Zigterman, on the CEPI MSDS listserv

New Era C-8 and B-12

disclaimer 2
Disclaimer #2
  • The new MARSE regulation Part 10 BIRTH TO THREE will have a big impact. Unfortunately, the only implementation guidance we have is the draft regulation
  • We expect the rules to change for data collection purposes on 7/1/2011
  • The following is a Data Collection view of the impact on these indicators of Michigan being a Birth Mandate state

New Era C-8 and B-12

transition definitions
TRANSITIONDEFINITIONS

New Era C-8 and B-12

transition indicators basic
Transition Indicators - Basic
  • Indicators C-8 and B-12 measure the state’s performance on preparing Part C children for transition to Part B
  • C-8 is a compliance indicator for Part C’s ability to prepare children and families for Special Education, in a timely fashion
  • B-12 is a performance indicator for Part B’s ability to prepare an IEP for Early On children, in a timely fashion

New Era C-8 and B-12

transition indicator c 8
Transition Indicator C-8
  • C-8 has three parts, all of which are to be held between 27 and 33 months of age:
    • Transition Plan. Every Early On child must have one
    • Notification. Early On must send a notification to Special Ed for all children potentially eligible for Special Ed
    • Conference. A conference, including Special Ed representatives, is to be held for children who receive a Notification.

New Era C-8 and B-12

transition indicator b 12
Transition Indicator B-12
  • OSEP IDEA expects an infant / toddler to be served by Part C and not Part B. OSEP IDEA also expects:
    • A Part C child receives a Transition Plan after 27 months of age. If the Transition Plan indicates potential Special Ed eligibility, a Notification is issued.
    • The Notification is a message to Special Ed; it triggers a Conference with Special Ed staff, which must be completed by age 33 months.
    • The conference timeline allows enough time for an IEP to be held prior to age 36 months (3 years)

New Era C-8 and B-12

c 8 and b 12 timeline http www michigan gov documents mde transition timeline 281565 7 pdf
C-8 and B-12 Timelinehttp://www.michigan.gov/documents/mde/Transition_timeline_281565_7.pdf

New Era C-8 and B-12

child find indicator b 11
Child Find Indicator B-11
  • B-11 is a compliance indicator for Part B’s ability to hold an Initial IEP in a timely fashion.
  • OSEP normally only cares about Initial IEP timelines for children age 3-21. But they want the records for all the Michigan children counted for B-12 to show evidence that BOTH are true:
    • The Initial IEP was held prior to the third birthday
    • The Initial IEP was held in a B-11 timely fashion
  • B-12 does not care about 30 school days; it only cares about THIRD BIRTHDAY.
  • B-11 does not care about THIRD BIRTHDAY.

New Era C-8 and B-12

michigan special ed vs osep idea special ed
Michigan Special Ed vs OSEP IDEA Special Ed
  • IDEA Special Ed is for children 3-21; Michigan Special Ed is for children birth-26 (the zero part means Birth Mandate)
  • IDEA Special Ed does not expect IEPs for children less than age 2.5; Michigan has had IEPs for birth-3

New Era C-8 and B-12

rules in michigan today
Rules In MichiganTODAY

New Era C-8 and B-12

current michigan b 12 rules in effect through 6 30 11
Current Michigan B-12 rules; In effect through 6/30/11
  • This was approved by the legal counsel for OSEP - Any child under age 3 with an IEP is countable as eligible and timely for Indicator B-12
  • Michigan added this feature – Any child with a combined IFSP / (eligible)IEP is countable as eligible and timely for indicator B-12

New Era C-8 and B-12

current michigan c 8 rules in effect through 6 30 11
Current Michigan C-8 rules; In effect through 6/30/11
  • Transition Plan is tracked in MI-CIS. All children active at 33 months of age are counted for the Indicator.
  • Notification and Conference are inferred for all those children who have IEPs, so every district (and the state) get a 100%, just like last year.

New Era C-8 and B-12

current michigan b 12 rules in effect through 6 30 1117
Current Michigan B-12 rules; In effect through 6/30/11
  • Data for the B-12 indicator for the current school year (7/1/10 – 6/30/11) will be collected and validated just like last year.
    • Start with Early On June 30 collection
    • Link and add Special Ed IEPs from 3WiN and Dec 2009.
    • Spreadsheet will be created and sent to ISDs for validation in September

New Era C-8 and B-12

expected new rules starting 7 1 2011 1
Expected New Rules Starting 7/1/2011 #1
  • The children who receive Michigan Special Ed services under an IFSP will be considered to have a MICHIGAN IEP.
  • An OSEP IDEA IEP cannot be held until age 30 months (2.5 years)
  • Implication: No matter when an IFSP is held, an Early On child “transitioning” to IDEA Special Ed must have an OSEP IDEA IEP between 30 - 36 months of age.

New Era C-8 and B-12

expected new rules starting 7 1 2011 2
Expected New Rules Starting 7/1/2011 #2
  • The only children counted for B-12 are those who are in Early On and receive a Notification to Special Ed.
  • Implications:
    • The combined IEP/IFSP is no longer a free pass to ET (Eligible and Timely)
    • It will be very important for both Early On and Special Ed to track the Notification process

New Era C-8 and B-12

expected new rules starting 7 1 2011 3
Expected New Rules Starting 7/1/2011 #3
  • C-8 events occur in order:
    • Transition Plan THEN
    • Notification THEN
    • Conference.
  • Implication:
    • Notifications are not held until age 27 months at the earliest.

New Era C-8 and B-12

expected new rules starting 7 1 2011 teamwork implications
Expected New Rules Starting 7/1/2011 – Teamwork Implications
  • Early On holds the Transition Plan in a timely fashion and sends the Notification in a timely fashion (by age 33 months)
  • Special Ed/Early On hold the Conference in a timely fashion (by age 33 months)
  • Special Ed must do all the referral stuff and complete or cancel the IEP in a timely fashion (by age 36 months)

New Era C-8 and B-12

expected new rules starting 7 1 2011 data implications
Expected New Rules Starting 7/1/2011 – DATA Implications
  • Someone will check the children who WERE in Early On around age 3 and received an IEP around age 3 but failed to record a Notification or Conference.
  • Special Ed Consent Date is important for Indicator B-11 but has no impact on Indicator B-12 (or C-8)

New Era C-8 and B-12

indicator c 8a transition plan starting 7 1 2011
Indicator C-8a Transition Plan; starting 7/1/2011
  • The Plans Screen “Transition Plan” choice for Purpose will continue to be used for Indicator C-8a information
  • See the Powerpoint, listen to the recording for webinars held April 25 and 28. Reports are described there to help track your counts, both this year and next

New Era C-8 and B-12

indicator c 8b notification starting 7 1 2011
Indicator C-8b Notification starting 7/1/2011
  • The Notification Date field on the Notification screen will be used to track the timeliness of Notifications
  • The countable children will likely be those who are active in your district when they turn 33 months of age
  • Timely Notifications are held between 27 and 33 months of age

New Era C-8 and B-12

who do i make a notification for
Who do I make a Notification for?
  • Use the Transition Plan (and service provider input afterwards) to decide if Special Ed services are warranted
  • If a child is receiving Special Ed services under an IFSP, they probably need a Notification
  • If a child is not already receiving Special Ed services, decide if a referral to Special Ed is appropriate

New Era C-8 and B-12

indicator c 8c conference starting 7 1 2011
Indicator C-8c Conference starting 7/1/2011
  • A Conference Date field will be added to the Notification screen and used to track the timeliness of Conferences
  • The countable children will likely be those who are active in your district when they turn 33 months of age
  • Timely Conferences are held between 27 and 33 months of age

New Era C-8 and B-12

indicator c 8b and c 8c notification and conference
Indicator C-8b and C-8c Notification and Conference
  • The Notification DATA requires communication between Early On and Special Ed
  • The Conference DATA is only for Early On indicator C-8, but the real world Conference also requires communication between Early On and Special Ed

New Era C-8 and B-12

notifications screen
Notifications Screen
  • Name change to “Referral to Special Ed Screen”
  • Regular Actions on Notifications Screen:
    • Early On “Sender” makes a Notification and sends it to Special Education “Recipient”
    • SE treats the Notification as a referral and processes it to an IEP or Cancellation
    • SE Recipient sends IEP / Cancel data back to Early On Sender for entry on the Notification screen
    • Multiple reports assist processing

New Era C-8 and B-12

notification screen
Notification Screen

New Era C-8 and B-12

the notification sender early on
The Notification Sender – Early On
  • Sender ISD / District defaults to child’s
  • The Sender drop down will list Early On users in the ISD / District
  • Pick a Sender (usually yourself!) and the email and address will display
  • If your address and/or phone number are needed by the “recipient”, enter them in the My Settings screen

New Era C-8 and B-12

the notification recipient
The Notification Recipient
  • Must be a MI-CIS USER in the ISD/District receiving the Referral
  • Your FERPA security person can add new users, enter address / phone, and assign the “Referral Notification” role at the ISD or District level
    • The USER is not required to login to MI-CIS; we just need to know who and where to send the Notification

New Era C-8 and B-12

adding recipient role
Adding ‘recipient’ ROLE

Note to FERPA Security Person:

check that the user “works with” Special Ed

New Era C-8 and B-12

the notification method
The Notification Method
  • Options available to assist communication - choose one
    • By Hand
    • E-mail (sent by MI-CIS to Recipient)
    • Express
    • Other
    • US Mail
  • Print a form if you need to send it, usually for non-MICIS Special Ed user

New Era C-8 and B-12

notification communication options
Notification Communication Options
  • Sender = Recipient. Know thyself
  • Option: Recipient is MI-CIS daily user
    • Send an email; Recipient should look for new referrals
  • Option: Recipient does not use MI-CIS
    • You can send the Notification Letter by email or fax, and you may also want to print and mail the Letter

New Era C-8 and B-12

notification letter top part
Notification Letter – Top Part

Recipient

Child

Sender

New Era C-8 and B-12

notification bottom part
Notification – bottom part

Sender

UIC Code is

Being added

Cancellation Reason and Third Birthday

LATE Reason CODES are to be

checked, if applicable

New Era C-8 and B-12

closing the notification
Closing the Notification
  • MI-CIS Special Ed user
    • Choice 1 – enter Initial IEP tied to Notification
    • Choice 2 – enter cancellation date on IEP referral screen
  • Straight Entry on Notification Screen
    • Choice 3 – Enter IEP Date, Eligible / Ineligible, Reason for late if after Due Date
    • Choice 4 – Enter Cancellation Date and Reason for cancellation

New Era C-8 and B-12

reasons for not meeting third birthday timeline
Reasons for not meeting Third Birthday Timeline
  • 53 – Parent delayed consent and/or evaluation (LP)
  • 54 – Timeline began in previous district
  • 55 – Personnel not available for evaluation
  • 56 - Personnel not available for IEP
  • 57 – External reports not available
  • 58 – Child’s health problems
  • 59 – Unable to arrange agreeable times
  • 60 – Extenuating family circumstances
  • 61 – Late notification from EO to SE

New Era C-8 and B-12

notification outcomes
Notification Outcomes
  • Code displays on Notification Screen
  • Codes familiar from Indicator B12 spreadsheet work:
    • ET – Eligible and Timely
    • EL – Eligible and Late
    • IT – Ineligible and Timely
    • IL – Ineligible and Late
    • LP – Late Parent Caused
    • CR – Late Referral to “C”
  • New codes:OP-Open; CN-Cancelled

New Era C-8 and B-12

early on screen check box options
Early On Screen – Check Box Options
  • There are two check boxes in the Early On screen
    • Special Ed eligible
    • Do Not Refer to SE
  • The meaning and resulting function for these boxes will likely change when we understand the guidelines for MARSE rule Part 10… Stay tuned.

New Era C-8 and B-12

notification reports
Notification Reports

New Era C-8 and B-12

notification check list
Notification Check List

Period Dates are used to

Define Active or Exited

Federal Period dates

Check No No Yes for

A Focused list

New Era C-8 and B-12

pending special ed notifications
Pending Special Ed Notifications
  • Report lists all OPEN Notifications, regardless of notification date
  • Close the Notification with IEP date or cancellation date.

New Era C-8 and B-12

notification outcome report
Notification Outcome Report

Period Dates are used to

Define Active or Exited

Federal Period dates

New Era C-8 and B-12

notification outcome report51
Notification Outcome Report

Menu of report locations

Pending notifications – due list

Check list – who should maybe be referred

Outcome statistics

New Era C-8 and B-12

mi cis special ed daily user plans screen for iep
MI-CIS Special Ed Daily User - Plans Screen for IEP
  • For an Initial IEP, If there is a Notification, two fields display:
    • Notification Deadline = Third birthday
    • Reason for not meeting deadline if Initial IEP is late
  • When the Initial IEP with a Notification is saved, the Notification screen is updated

New Era C-8 and B-12

plans entry for initial iep
PLANS entry for Initial IEP

New Era C-8 and B-12

notification screen updated
Notification Screen updated

New Era C-8 and B-12

related question can we use our district s sis information system instead of mi cis
Related Question: Can we use our district’s SIS (information system) instead of MI-CIS?

Answer: Not yet.

Once the Early On data collection is converted from MI-CIS to MSDS, then local districts can create their own data tracking for all Early On indicators and for B-12.

Expected conversion: Fall 2012 collection

New Era C-8 and B-12

schedule for mi cis june 2011 collection repeated
Schedule for MI-CIS June 2011 Collection - repeated
  • Count day is Thursday, June 30
  • Must be CERTIFIED by 4pm Friday, July 29
  • Early On Active and Exited children
  • Detail Reports available as soon as data submitted
  • Data Portrait draft ready by August 12
  • June 2011 data will be used for Special Ed Indicator 12 spreadsheet AND for APR indicators 1, 7, 8a

New Era C-8 and B-12