Early On MI-CIS Indicator Enhancements

1. Early On MI-CIS Indicator Enhancements Spiderphone Presentation May 27, 2010 11:00 am or 2:00 pm Presented by Allan Knapp Interagency Information Systems (IIS) 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 1

2. 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 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 2

3. June 2010 Collection Timeline Count Day June 30, 2010 “Snapshot” count - all children active on 6/30 “Period” count – all snapshot plus all children exited between 7/1/09 and 6/30/10(year) Data Validation reports are available now Submissions begin June 30 Submission via web must be Certified by FRIDAY, July 30 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 3

4. Today’s Agenda Indicator C-8 Transition Plan Definition Entry Screen Report Indicator B-12 Transition IEP for child moving from Early On to Special Ed Entry Screen Reports Questions and Answers 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 4

5. Plans screen for IFSP The “Transition Plan” choice for Purpose will be used for Indicator C8 information The Transition Plan does not count as an IFSP. If you have the Transition Plan at the same time as an IFSP, you will need to enter two separate Plans records The Combined IFSP / Eligible IEP indicates IEP Timely for Indicator 12 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 5

6. PLANS Screen for IFSP 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 6

7. Definition - Transition Plan When you choose the Transition Plan purpose on the IFSP Plans page, you are verifying three things happened: 1. Written Transition Plan was completed For a child potentially eligible for Part B: 2.Transition Conference was held with required participants 3. Notification was sent to the LEA 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 7

8. Timeline for Transition Plan The Transition Plan for a child is to be held in the six month period between the age of 27 and 33 months Prior to two years and 3 months is too early After two years and 9 months is too late MI-CIS is not collecting reasons Transition Plans held early or late 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 8

9. Transition Plan Due List 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 9

10. Transition Plan Due List 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 10

11. NEW screen - Notifications For Indicator B12 – transition to SE. This is for children who start in Early On and have a referral to Special Ed Actions: “Early On only” child referred to SE SE processes referral to IEP or Cancel SE data comes back to Notification screen Multiple reports to assist processing 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 11

12. My Settings – check if you want Notification access 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 12

13. Notification Screen - NEW 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 13 There is a lot going on in this screen. More explanations in Spiderphone on 5/27 See how to access it through drop down screens menu Print button to create Turnaround Document Outcome code in RED in upper right Identify who is sending the Notification Identify the recipient Enter the Notification date and method Wait for the IEP Date (Or Referral Cancellation date and reason), Eligibility, and IEP Late reason if applicableThere is a lot going on in this screen. More explanations in Spiderphone on 5/27 See how to access it through drop down screens menu Print button to create Turnaround Document Outcome code in RED in upper right Identify who is sending the Notification Identify the recipient Enter the Notification date and method Wait for the IEP Date (Or Referral Cancellation date and reason), Eligibility, and IEP Late reason if applicable

14. The Notification Sender 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 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 14

15. My Settings address/phone 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 15

16. The Notification Recipient Must be a MICIS 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 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 16

17. Adding ‘recipient’ ROLE 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 17

18. The Notification Method Options - 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 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 18

19. Notification Communication Options Sender = Recipient. Know thyself Recipient is MICIS daily user Send an email; Recipient should look for new referrals Recipient does not use MICIS You can send an email and you may also want to print and mail the information 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 19

20. Notification Letter – Top Part 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 20

21. Notification – bottom part 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 21

22. Closing the Notification MI-CIS Special Ed user Option 1 – enter Initial IEP tied to Notification Option 2 – enter cancellation date on IEP referral screen Straight Entry on Notification Screen Option 1 – Enter IEP Date, Eligible / Ineligible, Reason for late if after Due Date Option 2 – Enter Cancellation Date and Reason for cancellation 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 22

23. Reasons for not meeting Third Birthday Timeline 53 – Parent did not make child available (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 62 - Other 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 23

24. 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 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 24

25. Early On Screen New field – “Do Not Refer to SE” Purpose is to identify children who will not need a referral – recall Transition Plan definition If the field is checked and you try to make a Notification, the system will ask if you want to continue Continuing field – Special Ed Eligible For MICIS users, an IEP sets the flag For non-MICIS users, the December “data dump” sets the flag Anyone can set it manually 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 25

26. Early On Screen 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 26

27. Recall Transition Plan Rules One of the Transition Plan parts is to send a Notification to the LEA for children who are potentially Special Ed eligible When the Transition Plan is done on time, it should be possible to hold an IEP prior to the child’s third birthday If the child is not potentially Special Ed eligible, check the Do Not Refer to SE box. Notification check list is a report to help identify children in need of transition 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 27

28. Notification Check List 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 28

29. Notification Check List - OUTPUT 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 29

30. Pending Special Ed Notifications Report lists all OPEN Notifications, regardless of notification date Close the Notification with IEP date or cancellation date. 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 30

31. Pending Special Ed Notification 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 31

32. 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 32

33. Notification Outcome Report 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 33

34. Notification Outcome Report Menu of report locations Pending notifications – due list Check list – who should maybe be referred Outcome statistics 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 34

35. Plans Screen for IEP New fields for Initial IEP, IF there is a Notification (this is only for MI-CIS Special Ed daily users) Notification Deadline = Third birthday Reason for not meeting deadline if Initial IEP is late When the IEP is saved, the Notification screen is updated 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 35

36. PLANS entry for Initial IEP 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 36

37. Notification Screen updated 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 37

38. Additional Report Updates Group and SubGroup options added to Federal Reports Transition Plan or NOT Actual Service Start Code Notification Outcome Special Ed Eligible flag Ad Hoc Reports have new fields, including Notification date and outcome Spec Ed Elig and Don’t Refer to SE Timeline reasons Earliest and Latest IEP in district 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 38

39. July 1, 2010 - crucial date You need to enter the new data and use the new reports by July 1 so that the June 2011 collection has clean data for the February 2012 APR The June 2010 and December 2010 collection reports will include whatever you have entered, but the Indicator 1, 2, 7, 8 data will not be “official” The June 2010 collection will be used for the B12 spreadsheet, so update the “Combined IFSP / Eligible IEP” field as appropriate 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 39

40. Business Rules for Indicator 12 Spreadsheet (Draft) Select EO children in June 2010 period count who turned three in the period Combined IFSP/IEP check implies ET ISDs will not add children to the list like was done last year Use June 2010 EO collection to look for Initial IEP dates Use December 2009, 2008, and 2007 SE collections to look for IEP dates. 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 40

41. June 2010 Collection Timeline - repeated Count Day June 30, 2010 “Snapshot” count - all children active on 6/30 “Period” count – all snapshot plus all children exited between 7/1/09 and 6/30/10(year) Data Validation reports available ~ May 14 Submissions begin June 30 Submission via web, must be Certified by FRIDAY, July 30 05/27/2010 Early On MI-CIS Indicators C-8 and B-12 41