Team-Initiated Problem Solving (TIPS) MEETING FOUNDATIONS APA Citation: Todd, A. W., Newton, J. S., Algozzine, K., Horner, R. H., & Algozzine, B. (2013).

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Team-Initiated Problem Solving (TIPS) MEETING FOUNDATIONS APA Citation: Todd, A. W., Newton, J. S., Algozzine, K., Horner, R. H., & Algozzine, B. (2013). The Team I nitiated Problem Solving (TIPS II) Training Manual. Eugene, OR: University of Oregon, Educational and Community Supports. Online at www.uoecs.org www.uoecs.org. Anne Todd, Steve Newton, & Rob Horner, University of Oregon Kate Algozzine & Bob Algozzine, University of North Carolina at Charlotte Adapted/Personalized for Presentation by Chris Borgmeier, PhD cborgmei@pdx.edu www.pbistips.pbworks.com Slide 2 Todays Goals Strengthen effective meeting foundations Build roles: facilitator, minute taker and data analyst Electronic meeting minutes Practice the TIPS problem solving model Define problems with precision Define goal for resolving the problem Build practical solutions to meet defined goal(s) Define action plans to implement solutions & measure implementation integrity Build action plan for evaluating the impact of implementation Use data to make revision decisions Leave today ready to implement TIPS at your next meeting Have meeting minutes to begin next meeting A plan for coaching support Electronic files of TIPS documents 2 TIPS II Training Manual (2013) www.uoecs.org www.uoecs.org Slide 3 TIPS II Training Manual (2013) www.uoecs.orgwww.uoecs.org 3 TIPS Workshop Agenda 8:00Overview 8:30Strengthening Meeting Foundations 9:30Break 9:45TIPS Problem Solving Model 12:00Lunch/ Team Discussion 12:30TIPS Problem Solving Model, continued 2:15Break 2:30Role Related Activity 3:00Brief Team Meeting 3:45Next Steps Slide 4 TIPS Training Activities 1.Presentation of content 2.Large Group Application of content with simulated data 3.Team Application of content with your schools SWIS data 4.Fist of 5 Check Ins Using a fist of 5 (fist = low/no; 5= high/absolutely), Rate your . Level of understanding of the format for the day Purposes of Fist of 5 Check Ins For us today: Check level of understanding as we progress through the content For you with your teams/students Use those data for adjusting instructional time Use those data for facilitating discussions regarding fidelity of implementation TIPS II Training Manual (2013) www.uoecs.orgwww.uoecs.org 4 Slide 5 General Background Knowledge Positive Behavior Interventions and Supports (PBIS) basics Define, Prevent, Teach, Acknowledge, Correct, Extinguish, Safety Function-based support The School Wide Information System What SWIS is What SWIS does Respectful interactions with team members Fist of 5 Check In Does at least one team member have a rating of a 4 or 5? Knowledge of PBIS Basics Function-based Support SWIS TIPS II Training Manual (2013) www.uoecs.orgwww.uoecs.org 5 Slide 6 TIPS Overview Objective: Be able to explain the TIPS Model to someone on your team Slide 7 TIPS II Training Manual (2013) www.uoecs.orgwww.uoecs.org 7 People arent tired from solving problems they are tired from solving the same problem over and over. Slide 8 TIPS Research 2008-2016 TIPS II Training Manual (2013) www.uoecs.orgwww.uoecs.org 8 TIPS Research QuestionsTIPS I Results TIPS II Plan Is TIPS something school teams already use?No Single Case RCT -1 Is TIPS Training effective in the way teams work? No Single Case RCT -1 Are teams able to continue TIPS after training? yes Case Study ??? Current Study Is there evidence that using TIPS actually benefits students? yes Case Study ??? Current Study Slide 9 DORA Foundations Score Newton et al., 2012: Effects of TIPS Training on Team Meeting Foundations Pre TIPS Training Post-TIPS Traini ng TIPS II Training Manual (2013) www.uoecs.orgwww.uoecs.org 9 TIPS I Study Slide 10 DORA Thoroughness of Decision Making Score (Simple) Newton et al., 2012: Effects of TIPS Training on Team Decision-making Pre TIPS Training Post-TIPS Training TIPS II Training Manual (2013) www.uoecs.orgwww.uoecs.org 10 Slide 11 TIPS II Study Research Questions: Are teams able to continue TIPS after training? Is there evidence that using TIPS actually benefits students? Study Participants & Schedule of Activities 40 elementary schools using SWIS and implementing PBIS 20 in Oregon 20 in North Carolina 10 teams in both states get TIPS Team Training August/Sept 2013 The remaining 20 teams get TIPS Team Training August/Sept 2014 All teams will be observed 5 times during the study Spring 2013, 2014, 2015 & Early Winter 2014, 2015 Results of the study will be available Summer 2015 TIPS II Training Manual (2013) www.uoecs.orgwww.uoecs.org 11 Slide 12 Why use TIPS? A clear model with steps for problem solving routine Access to the right information at the right time in the right format A formal/ predictable process that a group of people can use to build and implement solutions. 12 TIPS II Training Manual (2013) www.uoecs.org www.uoecs.org Slide 13 Improving Decision-Making TIPS II Training Manual (2013) www.uoecs.org 13 From TO PROBLEM SOLUTION PROBLEM SOLVING Slide 14 Implement Solution with High Integrity Identify Goal for Change Identify Problem with Precision Monitor Impact of Solution and Compare Against Goal Make Summative Evaluation Decision Meeting Foundations Team-Initiated Problem Solving II (TIPS II) Model Identify Solution and Create Implementation Plan with Contextual Fit Collect and Use Data TIPS II Training Manual (2013) www.uoecs.orgwww.uoecs.org 14 Slide 15 TIPS Implementation TIPS Training One full day team training with the team coach Two coached meetings (before, during, after) Team Meeting Use of electronic meeting minute system Formal roles (facilitator, recorder, data analyst) Specific expectations (before meeting, during meeting, after meeting) Access and use of data Projected meeting minutes TIPS II Training Manual (2013) www.uoecs.orgwww.uoecs.org 15 Slide 16 Meeting Video Clip 1 TIPS II Training Manual (2013) www.uoecs.orgwww.uoecs.org 16 Slide 17 TIPS Overview Fist of 5 Check In Objective Be able to explain the TIPS Model to someone on your team Fist of 5 Check In Using a fist of 5 (fist = low/no; 5= high/absolutely) Rate your level of confidence in Understanding the purpose of the TIPS Model Explaining the TIPS Model to your elbow partner Explaining the TIPS Model to other teams in your school/district TIPS II Training Manual (2013) www.uoecs.orgwww.uoecs.org 17 Slide 18 Implement Solution with High Integrity Identify Goal for Change Identify Problem with Precision Monitor Impact of Solution and Compare Against Goal Make Summative Evaluation Decision Meeting Foundations Team-Initiated Problem Solving II (TIPS II) Model Identify Solution and Create Implementation Plan with Contextual Fit Collect and Use Data TIPS II Training Manual (2013) www.uoecs.orgwww.uoecs.org 18 Slide 19 Meeting Foundations Structure of meetings lays foundation for efficiency & effectiveness Slide 20 Meeting Foundations The Structure of meetings lays foundation for efficiency & effectiveness Objectives: Have identified Primary and Backup people for roles Have team meetings scheduled for the year Have an established meeting minute form ready to use Slide 21 Meeting Foundations Elements Purpose of the team/ purpose of the meeting is clear & functional Team agreements about meeting processes are defined Roles & responsibilities are defined Team member communication is efficient Accessibility to email, phone, meeting minutes Annual calendar of meeting dates, times, location is determined Electronic meeting minutes are used TIPS II Training Manual (2013) www.uoecs.orgwww.uoecs.org 21 Slide 22 Four Keys to Effective Meetings 1. Organization Team roles, predictable meeting process, meeting minute format Separate agenda items into three types Review status of previous problems Administrative logistics Problem Solving to determine if there are new problems 2.Data Access to the right information at right time in right format 3.Skills Problems defined with precision including a goal Comprehensive solution plans that fit Evaluation measures defined & monitored For each data source, define Implementation fidelity plan for each problem Impact of solutions for each problem For both fidelity and impact define the data that will be gathered how/when those data are gathered & reported 4.Adapt Solutions in response to data 22 TIPS II Training Manual (2013) www.uoecs.org www.uoecs.org Slide 23 Meeting Foundations Brief Self Assessment In place Partially in place Not in pla ce TIPS II Training Manual (2013) www.uoecs.orgwww.uoecs.org 23 1.Start on Time 2.End on time (or agree to extend and end at that time) 3.Have facilitator/ minute taker/ data analyst Have Back Ups for each role 4.Start with previous meeting minutes 5.Have a public agenda format 6.Next meeting scheduled 7.Team members participate regularly & promptly 8.Decision making authority is present during meetings 9.Distribute meeting minutes within 24 hours of meeting Slide 24 Define roles for effective meetings Core roles Facilitator Minute taker Data analyst Active team member Administrator Backup for each role TIPS II Training Manual (2013) www.uoecs.orgwww.uoecs.org 24 Can one person serve multiple roles? Are there other roles needed? Typically NOT the administrator Slide 25 Facilitator Responsibilities Before meeting, provides agenda items to Minute Taker During meeting, starts meeting on time Determines date, time, and location of next meeting Manages the flow of meeting by adhering to the agenda Prompts team members (as necessary) with the TIPS problem-solving mantra Is active participant in meeting TIPS II Training Manual (2013) www.uoecs.orgwww.uoecs.org 25 Slide 26 Facilitator Skills Ask questions 75% of what a facilitator says should be in question form Implement group norms/agreements Keep people on track (back on track) Move through agenda in a timely fashion Need access to a clock/watch Encourages team members to talk Clarifies information Asks for clarification Acknowledges team member efforts Ensures that the next meeting is scheduled Delegates tasks TIPS II Training Manual (2013) www.uoecs.orgwww.uoecs.org 26 Slide 27 Data Analyst Responsibilities Before meeting (items a-c to appear in written Data Analysts Report) Describes potential new problems with precision (What, Who, Where, When, Why) Provides data (e.g., SWIS Big 5, Custom Reports) concerning the frequency/rate of precisely-defined potential new problems Provides update on previously-defined problems (i.e., precise problem statement, goal & timeline, frequency/rate for most recently-completed calendar month, direction of change in rate since last report, relationship of change to goal) Distributes Data Analysts Report to team members Asks Facilitator to add potential new problems to agenda for meeting At meeting Leads discussion of potential new problems Responds to team members questions concerning content of the Data Analysts Report; produces additional data on request (e.g., additional Custom Reports) Is active participant in meeting TIPS II Training Manual (2013) www.uoecs.orgwww.uoecs.org 27 Slide 28 Data Analyst Skills Likes data Fluency in navigating data set to generate custom reports Discriminates features/labels needed for creating custom reports Create a story from data summary For potential problems Status on previously defined problems Prior to meetings generate data summaries for potential student problems and for previously defined student problems TIPS II Training Manual (2013) www.uoecs.orgwww.uoecs.org 28 Slide 29 A Sample Data Analysts Report Sample blank hard copy appears in your TIPS Notebook Electronic copy can be downloaded from www.pbistips.pbworks.com www.pbistips.pbworks.com The report provides one way a Data Analyst can prepare team for upcoming meeting Use of the form is, of course, not required Lets take a look TIPS II Training Manual (2013) www.uoecs.orgwww.uoecs.org 29 Slide 30 TIPS II Training Manual (2013) www.uoecs.orgwww.uoecs.org 30 Section 1: Status Report on SW Average Referrals per day per month Section 2: Status Report on Previously Defined Problems Section 3: Report on Potential Student Problems Slide 31 Minute Taker Responsibilities Before meeting Collects agenda items from Facilitator Prepares TIPS Meeting Minutes agenda form, including content from Data Analysts Report, as appropriate Prints copies of the TIPS Meeting Minutes form for each team member, or is prepared to project form via LCD At meeting, asks for clarification of tasks/decisions to be recorded on TIPS Meeting Minutes form, as necessary Is active participant in meeting After meeting, disseminates copy of completed TIPS Meeting Minutes form to all team members within 24 hours TIPS II Training Manual (2013) www.uoecs.orgwww.uoecs.org 31 Slide 32 Minute Taker Skills Uses computer Word processer Save files Edit files Ability to listen to a discussion and paraphrase critical information in written form Fluent with meeting minute form 32 TIPS II Training Manual (2013) www.uoecs.orgwww.uoecs.org Slide 33 Team Member Responsibilities Before meeting, recommends agenda items to Facilitator At meeting, responds to agenda items and Analyzes/interprets data; determines whether a new problem exists Ensures new problems are defined with precision (What, Who, Where, When, Why) and accompanied by a Goal and Timeline Discusses/selects solutions for new problems For problems with existing solution actions Reports on implementation status (Not Started? Partially implemented? Implemented with fidelity? Stopped? 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 TIPS II Training Manual (2013) www.uoecs.orgwww.uoecs.org 33 Slide 34 Team Member Skills Willingness to listen and consider all perspectives Use sense of humor Mutual respect TIPS II Training Manual (2013) www.uoecs.orgwww.uoecs.org 34 Slide 35 Who is Responsible? ActionPerson Responsible Reserve RoomFacilitator Recruit items for AgendaFacilitator Review data prior to the meetingData Analyst Reserve projector and computer for meeting Minute Taker Keep discussion focusedFacilitator Record Topics and Decisions on agenda/minutes Minute taker Ensure that problems are defined with precision Facilitator Ensure that solutions have action plans Facilitator Provide drill down data during discussion Data Analyst End on timeFacilitator Prepare minutes and send to all members Minute taker TIPS II Training Manual (2013) www.uoecs.orgwww.uoecs.org 35 Slide 36 Building Team Capacity Define meeting logistics Roles & responsibilities Meeting schedule, time, location for the academic school year Team roster with contact information Group agreements for operating team meetings Access to equipment Previous meeting minutes Laptop Projector Internet & database access TIPS II Training Manual (2013) www.uoecs.orgwww.uoecs.org 36 Slide 37 TIPS I...

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