Team Initiated Problem Solving

1. Team Initiated Problem Solving Cabarrus County 2013

2. Today’s Agenda • Team Initiated Problem Solving (TIPS) • PBIS Bully Prevention Model

3. Activity Turn and Talk Take two minutes each to discuss problem-solving models you’ve used before. What worked with these models? What could have been better?

4. Participant Expectations Be Responsible Return promptly from breaks Be an active participant Use electronic devices appropriately Be Respectful Maintain cell phone etiquette Listen attentively to others Limit sidebars and stay on topic Be Kind Enter discussions with an open mind Respond appropriately to others’ ideas Honor confidentiality

5. Attention Signal Please make note of time limits and watch your clocks! • Trainer will raise his/her hand. • Finish your thought/comment. • Participants will raise a hand and wait quietly.

7. Team-Initiated Problem Solving (TIPS II) Model What, Who, When, Where, and Why? Identify Problem with Precision Compare data to goal. What next? How do we want the problem to change? Make Summative Evaluation Decision Identify Goal For Change Identify Problem Develop Hypothesis Collect and Use Data Discuss and Select Solutions Evaluate and Revise Action Plan Has the problem been solved? Monitor Impact of Solution and Compare against Goal Identify Solution and Create Implementation Plan with Contextual Fit Develop and Implement Action Plan Implement Solution with High Integrity What are we going to do to bring about desired change? Did we implement with fidelity? Meeting Foundations

8. Team-Initiated Problem Solving II (TIPS II) Model Identify Problem with Precision Make Summative Evaluation Decision Identify Goal for Change Collect and Use Data Monitor Impact of Solution and Compare Against Goal Identify Solution and Create Implementation Plan with Contextual Fit Implement Solution with High Integrity TIPS II Training Manual (2013) www.uoecs.org Meeting Foundations

9. Hold effective meetings that use data to problem solve and plan AND that result in positive student outcomes Building Capacity and Sustainability For Social Competence, Academic Achievement, and Safety OUTCOMES PowerSchool, NCDMS, SWIS, DBR mClass AIMSweb Easy CBM RIOT Team-based, documentation, regular communication cycles SYSTEMS INFORMATION Meeting Foundations Meeting Minute Format Problem solving routine PRACTICES Supporting Staff & Student Behavior and Decision Making

10. Brief Overview of TIPS Funded by Institute on Educational Sciences, USA • Authors: • Steve Newton, Anne Todd, Rob Horner, University of Oregon • Bob Algozzine & Kate Algozzine, University of North Carolina at Charlotte • A model for using data for problem solving and decision making that includes a systematic team process for: • Organizing and conducting team meetings • Problem solving and developing solutions with precision problem statements • Defining action plans for implementing solutions • Defining goals and evaluation plans for measuring fidelity and effectiveness (benefits to students) • Documenting decisions and plans • TIPS processes are generalize-able across data sets.

11. What do we need?

12. Elements of Meeting Foundations Meeting starts on time Previous meeting minutes available At least 75% of team members present at start of meeting Agenda is available for all to view Next meeting is scheduled Meeting ends on time (unless agreement to continue) Roles and responsibilities of team members defined At least 75% of team members are present at end of meeting Meeting Foundations

13. Keys to Effective Meetings 1. Organization(team roles, meeting process, agenda) 2. Data(right information at right time in right format) 3.Logical Agenda • Review of on-going problem solving • Administrative logistics • New problem solving 4. Define problems with precision 5. Build comprehensive solutions that “fit” 6. Add action plans for all solutions 7. Review fidelity and impact regularly 8. Adaptsolutions in response to data Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. version 2 (2012). The Team Initiated Problem Solving (TIPS) Training Manual. Educational and Community Supports, University of Oregon, unpublished training manual.

14. Team-Initiated Problem Solving (TIPS II) Model What, Who, When, Where, and Why? Identify Problem with Precision Compare data to goal. What next? How do we want the problem to change? Make Summative Evaluation Decision Identify Goal For Change Collect and Use Data Has the problem been solved? Monitor Impact of Solution and Compare against Goal Identify Solution and Create Implementation Plan with Contextual Fit Implement Solution with High Integrity What are we going to do to bring about desired change? Did we implement with fidelity? Meeting Foundations

16. Meeting Foundations Features of effective meetings: • Predictability • Participation • Accountability • Communication Roles and responsibilities: • Facilitator • Minute Maker • Data Analyst Electronic meeting minutes format

17. Elements of Successful Meetings

18. Elements of Successful Meetings 1. Predictability • Defined roles, responsibilities and expectations for the meeting • Start and end on time (if meeting needs to be extended, all members agree) • Agenda is used to guide meeting topics • Data are reviewed in first five minutes of the meeting • Next meeting is scheduled 2. Participation • 75% of team members are present and engaged in topic(s) • Decision makers are present when needed

19. Elements of Successful Meetings 3. Accountability • Facilitator, Minute Taker and Data Analyst come prepared and complete responsibilities during the meeting • 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 4. Communication • All regular team members (absent or present) able to access meeting minutes within 24 hours • Team members commit to practice norms/agreements

20. Structure of Successful Meetings • Start and end on time • 75% of team members present and engaged in topic(s) • Agenda is used to guide meeting topics • Decision makers are present when needed • Facilitator, Minute Taker and Data Analyst come prepared for meeting and fulfill during the meeting responsibilities • System is used for monitoring progress of implemented solutions (review previous meeting minutes) • System is used for documenting decisions • Next meeting is scheduled • All regular team members (absent or present) get access to the meeting minutes w/n 24 hours of the meeting • Efforts are making a difference in the lives of children/students. Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. Version 2 (2012). The Team Initiated Problem Solving (TIPS) Training Manual. Educational and Community Supports, University of Oregon, unpublished training manual.

21. Roles for Successful Meetings Typically NOT the administrator • Core roles • Facilitator • Minute taker • Data analyst • Active team member • Administrator • Backup for each role Can one person serve multiple roles? Are there other roles needed? Are all team members culturally responsive? Are all skill sets for problem solving present or easily accessible? Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. Version 2 (2012). The Team Initiated Problem Solving (TIPS) Training Manual. Educational and Community Supports, University of Oregon, unpublished training manual.

22. Roles for Successful Meetings Facilitator • Before meeting, provides agenda items to Minute Taker • Starts meeting on time • Determines date, time, and location of next meeting • At meeting, manages the “flow” of meeting by adhering to the agenda • Prompts team members (as necessary) with the TIPS problem-solving “mantra” • Do we have a problem? • What is the precise nature of the problem? • Why does the problem exist, and what can we do about it? • For problems with existing solution actions • What is the implementation status of our solution actions - Not Started? Partially implemented? Implemented with fidelity? Completed? • What will we do to improve implementation of our solution actions? • Are implemented solution actions “working” (i.e., reducing the rate/frequency of the targeted problem to our Goal level)? • Is active participant in meeting Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. Version 2 (2012). The Team Initiated Problem Solving (TIPS) Training Manual. Educational and Community Supports, University of Oregon, unpublished training manual.

23. Roles for Successful Meetings Data Analyst • Before meeting, reviews data • Identifies potential new problems with precision (What, Who, Where, When, Why) • Asks Facilitator to add potential new Problems to list of agenda items for upcoming meeting • At meeting, makes the following available, as appropriate • Report on ODRs per day per month and “Big 5” reports (to identify/show potential new problems at broad/macro level) • Provides custom reports to: • Identify/show potential new problems at precise/micro level • Confirm/disconfirm inferences regarding new problems • Show “pre-solution” data for identified problems that do not currently have implemented solution actions • Show "solution-in-process” data for problems that do have currently implemented solution actions • Is active participant in meeting Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. Version 2 (2012). The Team Initiated Problem Solving (TIPS) Training Manual. Educational and Community Supports, University of Oregon, unpublished training manual.

24. Roles for Successful Meetings Minute Taker • Before meeting • Collects agenda items from Facilitator • Prepares meeting minutes form • Is prepared to project forms via LCD projector • Sets up room for meeting, table, chairs, internet connection, LCD/document camera connection • Opens documents needed for the meeting (previous meeting minutes and a saved copy with current meeting date, data access as needed • At meeting, asks for clarification of tasks/decisions to be recorded in meeting minutes, as necessary • Is active participant in meeting • After meeting • Disseminates copy of completed meeting minutes to all team members within 24 hours • Maintains electronic file of team documents Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. Version 2 (2012). The Team Initiated Problem Solving (TIPS) Training Manual. Educational and Community Supports, University of Oregon, unpublished training manual.

25. Roles for Successful Meetings Team Member • Before meeting, recommends agenda items to Facilitator • At meeting, responds to agenda items • Analyzes/interprets data; determines if a new problem exists • Ensures new problems are defined with precision (What, Who, Where, When, Why) • Discusses/selects solutions for new problems • For problems with existing solution actions: • Reports on implementation status (Not started? Partially implemented? Implemented with fidelity? Completed?) • Suggests how implementation of solution actions could be improved • Analyzes/interprets data to determine whether implemented solution actions are working (i.e., reducing the rate/frequency of the targeted problem to goal level)? • Is active participant in meeting Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. Version 2 (2012). The Team Initiated Problem Solving (TIPS) Training Manual. Educational and Community Supports, University of Oregon, unpublished training manual.

26. Who is Responsible?

27. One goal is to be able to walk into any meeting,with no prior knowledge of team/context, find and review minutes from previous meeting, and be ready to take minutes or facilitate “today’s”meeting… within 5 minutes of reviewing the previous meeting minutes.Can you do that with at least one team?

28. Documentation of Successful Meetings • Meeting Demographics • Date, time, team members present, team members absent • Agenda • Next meeting date/time/location/roles • Administrative/General Information/Planning Items • Topic of discussion, decisions made, responsible persons, deadlines • Problem-Solving Items • Problem statement, data used, determined solutions, responsible parties with timelines of implementation, goal, how/how often will progress toward goal be measured, how/how often will fidelity of implementation be measured Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. Version 2 (2012). The Team Initiated Problem Solving (TIPS) Training Manual. Educational and Community Supports, University of Oregon, unpublished training manual.

29. Use of Minutes in Successful Meetings • Documentation • Logistics of meeting • Agenda items for today’s meeting (and next meeting) • Discussion items, decisions made, tasks and timelines assigned • Problem statements, solutions/decisions/tasks • Reviewing Meeting Minutes • Snapshot of what happened at the previous meeting and what needs to be reviewed during the current meeting • Visual Tracking of Focus Topics • Prevents side conversations • Prevents repetition • Encourages completion of tasks Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. Version 2 (2012). The Team Initiated Problem Solving (TIPS) Training Manual. Educational and Community Supports, University of Oregon, unpublished training manual.

34. Where in the form would you place: • Schedule for hallway monitoring for next month • Too many students in the “intensive support” for literacy • Status of fights on playground in last month. • Next meeting date/time. • Today’s agenda • Solutions for a new problem

35. Where in the Form would you place: • Staff will complete weekly fidelity checks • Three students are not meeting daily CICO goal • Parents are not signing CICO home report • ORF scores are too low for third graders • Next meeting plan for school board report

36. What is relevant to write down?

37. Progress Monitoring of TIPS Beginning of the year, mid year and end of year: • Complete the TIPS Team Fidelity of Implementation Checklist • Create action plans for items that are not implemented or are in progress • Use meeting minute form to document plan and monitor progress End of each meeting: • Teams complete short evaluation of the meeting • Document responses on meeting minute form • Make adjustments as needed

38. Fidelity of Implementation Checklist • 18 item checklist • Three point rating scale • Single response per team • Meeting Foundations, items 1-9 • Problem Solving, items 10-18 • Results for overall implementation and subscale scores for Meeting Foundations and Problem Solving • Use checklist criteria for each item to rate current level of implementation TIPS II Training Manual (2013) www.uoecs.org 38

40. TIPS II Training Manual (2013) www.uoecs.org

42. Activity Team Meeting Practice • Hold a brief team meeting to practice meeting foundations. • Minute taker takes minutes. • Complete the problem solving steps for one problem (15 minutes). • Use that problem as a start up point for the practice “meeting” in this activity. • Build solution and evaluation plan. • Complete TIPS Fidelity of Implementation Checklist for this meeting (10 minutes). • Give completed checklist to Beth TIPS II Training Manual (2013) www.uoecs.org

43. Activity Debrief from Team Meeting • What worked? • Is next meeting clearly outlined? • What barriers were encountered? • Are you set up for your next meeting? TIPS II Training Manual (2013) www.uoecs.org

44. Pitfalls to Avoid • Define a solution before defining the problem • Build solutions from broadly defined, or fuzzy problem statements • Fail to use data to confirm/define problem • Agree on a solution without building a plan for how to implement or evaluate the solution • Agree on a solution but never assess if the solution was implemented • Serial problem solving without decisions TIPS II Training Manual (2013) www.uoecs.org

45. Problem Solving “An undefined problem has an infinite number of solutions.” —Robert A. Humphrey

46. Team-Initiated Problem Solving (TIPS II) Model What, Who, When, Where, and Why? Identify Problem with Precision Compare data to goal. What next? How do we want the problem to change? Make Summative Evaluation Decision Identify Goal For Change Collect and Use Data Has the problem been solved? Monitor Impact of Solution and Compare Against Goal Identify Solution and Create Implementation Plan with Contextual Fit Implement Solution with High Integrity What are we going to do to bring about desired change? Did we implement with fidelity? Meeting Foundations

47. Identify Problems with Precision Move from Primary to Precise

48. Problem Solving “Mantra” • Do we have a problem? • Identify • What is the precise nature of our problem? • Define, clarify, confirm/disconfirm inferences • What is the goal? • What will it look like when there is not a problem? • Why does the problem exist, and what can we do about it? • Hypothesis and solution • What are the actual elements of our plan? • Action Plan • Is our plan being implemented? • Fidelity of implementation • Is our plan working? • Evaluate and revise plan Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. Version 2 (2012). The Team Initiated Problem Solving (TIPS) Training Manual. Educational and Community Supports, University of Oregon, unpublished training manual.

49. Define problem in specific, behavioral terms Problem Solving Elements Gather baseline data Compare pre and post performance data – Goal met? Identify a specific goal Gather data to describe behavior during intervention Describe possible causes of the problem Check fidelity of implementation Create specific and systematic intervention(s)

50. Identify Potential Problems