TIPS: Team Initiated Problem Solving

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TIPS: Team Initiated Problem Solving. Review Status and Identify Problems. Collect and Use Data. Evaluate and Revise Action Plan. Develop and Refine Hypotheses. Anne Todd, University of Oregon Celeste Rossetto Dickey, University of Oregon. Discuss and Select Solutions. - PowerPoint PPT Presentation

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Generalize-able Application of Problem Solving

TIPS: Team Initiated Problem Solving

Review Status

and Identify

Problems

Evaluate and

Revise

Action Plan

Develop and

Refine

Hypotheses

Develop and

Implement

Action Plan

Discuss

and Select

Solutions

Collect and

Use Data

Newton, J.S., Todd, A.W., Algozzine, K, Horner, R.H. & Algozzine, B. (2009).

The Team Initiated Problem Solving (TIPS) Training Manual. Educational and Community Supports,

University of Oregon unpublished training manual.

Anne Todd, University of Oregon

Celeste Rossetto Dickey, University of Oregon

Four year grant funded by U. S. Department of Educations Institute of Education Sciences

2008-2012

Goal: Develop a problem-solving model for school teams that results in active use of data to (a) define problems, (b) build solutions, and (c) transform solutions into practical action plans.

Context: Every school has teams

Teams are being expected to do problem solving

Select curricula

Get training and implement new ideas/programs

Provide efficient leadership

Communities of Practice

Teams need to report data to staff, families, administration, district, state

Teams NEED data to do good problem solving.

Most teams are not skilled at running problem solving meetings and using data for decision-making.

1

Acknowledgements

Steve Newton, Anne Todd, Kate Algozzine, Rob Horner & Bob Algozzine

University of North Carolina

University of Oregon

Todays Goals

Overview of TIPS

Learn elements of Meeting Foundations

Build roles for team

Meeting Foundations Checklist

Electronic meeting minutes

Understand the Problem Solving Model

Data-based Decision-making rules

Defining problems with precision

Building practical solutions

Data Management System: ISIS-SWIS

Questions

Participants will span the range of roles including team members, coaches and trainers, and some will have a combination of roles. Today we want teams/coaches to

understand how the Meeting Foundations Checklist and Meeting Minute form are used to support team functioning and sustainability.

Be able to use the TIPS problem solving model to simulated SWIS summary data.

Review specific goals above.

3

TIPS Study: Todd et al., 2011

School A

School B

School C

School D

Meeting Foundations Score

Baseline Coaching TIPS

% DORA Foundations Score

Solid = SW PBIS meetings

Open = progress monitoring (DIBELS) meetings

Journal of Applied School Psychology

4

BaselineOctNovDecJanFebMarAprMay0.910.820000000000000950.910.820000000000000950.820000000000000950.72000000000000097CoachedOctNovDecJanFebMarAprMay0.911Post-TIPSOctNovDecJanFebMarAprMay0.9110.9110.640000000000009010.9110.91BaselineOctNovDecJanFebMarAprMay0.910.820000000000000950.910.820000000000000950.820000000000000950.72000000000000097CoachedOctNovDecJanFebMarAprMay0.911Post-TIPSOctNovDecJanFebMarAprMay0.9110.9110.640000000000009010.9110.91

BaselineOctNovDecJanFebMarAprMay0.640000000000009010.730000000000000980.820000000000000950.820000000000000950.640000000000009010.640000000000009010.67000000000001103CoachedOctNovDecJanFebMarAprMay10.9Post-TIPSOctNovDecJanFebMarAprMay0.910.90.820000000000000950.820000000000000950.820000000000000951110.910.91BaselineOctNovDecJanFebMarAprMay0.640000000000009010.730000000000000980.820000000000000950.820000000000000950.640000000000009010.640000000000009010.67000000000001103CoachedOctNovDecJanFebMarAprMay10.9Post-TIPSOctNovDecJanFebMarAprMay0.910.90.820000000000000950.820000000000000950.820000000000000951110.910.91

BaselineOctNovDecJanFebMarAprMay0.730000000000000980.820000000000000950.730000000000000980.730000000000000980.6400000000000140.550000000000000040.820000000000000950.36CoachedOctNovDecJanFebMarAprMay0.910.82000000000000095Post-TIPSOctNovDecJanFebMarAprMay10.550000000000000040.91

BaselineOctNovDecJanFebMarAprMay0.450.550000000000000040.450.660000000000015020.270.360.45CoachedOctNovDecJanFebMarAprMay0.920.73000000000000098Post-TIPSOctNovDecJanFebMarAprMay10.82000000000000095

TIPS Study: Todd et al., 2011

School A

School D

School C

Baseline Coaching TIPS

Thoroughness of

decision-making scores

% DORA Thoroughness Score

Solid = SW PBIS meetings

Open = progress monitoring (DIBELS) meetings

Journal of Applied School Psychology

5

BaselineOctNovDecJanFebMarAprMay0.550000000000000040.430.250.270.460.75000000000000799CoachedOctNovDecJanFebMarAprMay10.85000000000000098Post-TIPSOctNovDecJanFebMarAprMay0.7600000000000090.920.860000000000000990.850000000000000980.950000000000000950.6900000000000009510.95000000000000095BaselineOctNovDecJanFebMarAprMay0.550000000000000040.430.250.270.460.75000000000000799CoachedOctNovDecJanFebMarAprMay10.85000000000000098Post-TIPSOctNovDecJanFebMarAprMay0.7600000000000090.920.860000000000000990.850000000000000980.950000000000000950.6900000000000009510.95000000000000095

BaselineOctNovDecJanFebMarAprMay0.50.440.690000000000000950.40.560000000000000050.510.71000000000000096CoachedOctNovDecJanFebMarAprMay11Post-TIPSOctNovDecJanFebMarAprMay110.670000000000011030.7400000000000039910.75000000000000799110.670000000000011031BaselineOctNovDecJanFebMarAprMay0.50.440.690000000000000950.40.560000000000000050.510.71000000000000096CoachedOctNovDecJanFebMarAprMay11Post-TIPSOctNovDecJanFebMarAprMay110.670000000000011030.7400000000000039910.75000000000000799110.670000000000011031

BaselineOctNovDecJanFebMarAprMay0.490.470.450.450.0500.480CoachedOctNovDecJanFebMarAprMay0.750000000000011990.67000000000001603Post-TIPSOctNovDecJanFebMarAprMay0.630000000000012990.441

BaselineOctNovDecJanFebMarAprMay0000000CoachedOctNovDecJanFebMarAprMay11Post-TIPSOctNovDecJanFebMarAprMay11

What do we need?

A clear model with steps for problem solving

Access to the right information at the right time in the right format

A formal process that a group of people can use to build and implement solutions.

To use data for progress monitoring and for decision making we need to engage in problem solving that provides access to the right type of current data, a system/process for using those data and strategies for using those during the problem solving process.

9/27/2011

Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. 2008

6

SYSTEMS

PRACTICES

INFORMATION

Supporting

Staff & Student Behavior and Decision Making

Building Capacity and Sustainability

OUTCOMES

For Social Competence,

Academic Achievement, and Safety

Hold effective meetings that use data to problem solve and plan AND that result in positive student outcomes

Team-based, documentation, regular communication

cycles

Meeting Foundations

Meeting Minute Format

Problem solving routine

SWIS

DIBELS

Aims Web

Easy CBM

Building Capacity and Sustainability using the TIPS model to:

1. Conduct effective, efficient meetings when using SWIS data for problem solving and decision making.

2. Implement and evaluate solutions that result in positive effects on student achievement, social behavior and safety.

a. The Information system is the use of the School Wide Information System. The data are current, accurate, believable

b. The Practices include the use of the meeting minute form and the problem solving process

c. The System is the implementation of Meeting Foundations, the TIPS model, and the documentation of decisions, action plans, and evaluation plans

7

Improving Decision-Making via Problem Solving

Problem

Problem

Solving

Solution

Information/ Data

Action Planning & Evaluation

8

Steps in the problem solving model.

(this is a linear version of the inside circles of the TIPS model).

TIPS Model

TIPS Training

One full day team training

Two coached meetings

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 Training is a package across time starting with one full day of team training (the binder has all the materials, the thumb drive has the files) Followed by two coached meetings. Coaching includes:

Prompting & supporting the facilitator, minute taker and data analyst to prepare for meetings

Prompting the use of the TIPS model during meetings

Helping the team stay focused during meetings

Points to make: tough to build fluency if meeting once a month. The frequency is too lean.

9

TIPS: Team Initiated Problem SolvingRunning Efficient Meetings

Review Status

and Identify

Problems

Evaluate and

Revise

Action Plan

Develop and

Refine

Hypotheses

Develop and

Implement

Action Plan

Discuss and Select

Solutions

Collect and

Use Data

Meeting

Foundations

Four year grant funded by U. S. Department of Educations Institute of Education Sciences

2008-2012

Goal: Develop a problem-solving model for school teams that results in active use of data to (a) define problems, (b) build solutions, and (c) transform solutions into practical action plans.

Context: Every school has teams

Teams are being expected to do problem solving

Select curricula

Get training and implement new ideas/programs

Provide efficient leadership

Communities of Practice

Teams need to report data to staff, families, administration, district, state

Teams NEED data to do good problem solving.

Most teams are not skilled at running problem solving meetings and using data for decision-making.

10

Problem-Solving Meeting Foundations

Structure of meetings lays foundation for efficiency & effectiveness

9/27/2011

Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. 2008

11

Meeting Foundations Elements

Purpose of the team

Define team agreements about meeting processes

Define roles & responsibilities

Use electronic meeting minutes

9/27/2011

Newton, J.S., Todd, A. W., Horner, R.H., Algozzine, B., & Algozzine K., 2010

12

Basic Meeting Foundations Elements are essential no matter what type of meeting is being conducted. Teams need to know the purpose and expected outcomes of their group, they need to establish operating agreements (always start with something nice, avoid side talk, be on time, etc), and they need to establish roles and the expected responsibilities .

12

9/27/2011

What makes a successful meeting?

Start & end on time

75% of team members present & engaged in topic(s)

Agenda is used to guide meeting topics

System is used for monitoring progress of implemented solutions (review previous meeting minutes)

System is used for documenting decisions

Facilitator, Minute Taker & Data Analyst come prepared for meeting & complete during the meeting responsibilities

Next meeting is scheduled

All regular team members (absent or present) get access to the meeting minutes w/n 24 hours of the meeting

Decision makers are present when needed

Efforts are making a difference in the lives of children/students.

Items that make a meeting successful are listed

9/27/2011

Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. 2008

13

9/27/2011

Newton, J.S., Todd, A. W., Horner, R.H., Algozzine, B., & Algozzine K., 2010

14

Defining Team Membership and Meeting Schedule

This is a basic version of team member information. It would be ideal to have something like this for each team in the building/district. This information is helpful when new members join the team and when a team member needs to refer to this information. Completing this is one of the tasks on the Meeting Foundations Checklist, and will be a task to complete during the morning activity.

14

9/27/2011

Meeting Facilitator:

Facilitates Each team meeting, bringing an agreed upon agenda. At meetings end, checks for understanding, clarifies any tasks to be completed before next meeting, and notes next meeting date.

Recorder:

Brings a laptop(could use a template for minutes) to record only the decisions and actions. Distributes electronic copies of the minutes to team members.

Data Analyst:

Provides a summary analysis of the data reports for team members to use for building responses at the meeting: The BIG 5 Reports (Average Referrals per day per month, Problem Behavior, Location, Time, Student Referrals) and Motivation Custom Report. (Becomes fluent in report features for data analysis).

Staff Sharing Coordinator(s)

Organizes the information (data summary and suggested responses to data) to share at monthly staff meeting. Schedules and rotates 2-3 team members to present to staff each month.

Action Plan and Calendar Monitor(s):

Tracks the PBIS Team Year Action Plan at each meeting and all PBIS Calendar dates(meetings, trainings, re-teaching schedule, etc.)

PBIS School Team Members Roles & Responsibilities

Define roles for effective meetings

Core roles

Facilitator

Minute taker

Data analyst

Staff Sharing Coordinator

Action Plan & Calendar Monitor

Administrator

Backup for each role

9/27/2011

Newton, J.S., Todd, A. W., Horner, R.H., Algozzine, B., & Algozzine K., 2010

16

Can one person serve multiple roles?

Are there other roles needed?

Typically NOT the administrator

We need primary people with a back up person for each role needed. It is encouraged to NOT have the administrator play a primary role for facilitator, data analyst, or minute taker. Administrators need to be flexible with what might come up and it is unpredictable when a situation causes administrator absence from a planned meeting. Since we know that this might occur, lets avoid problems and set up the roles so that the team is not dependent on administrators being at the full meetings 100% of the time.

9/27/2011

16

9/27/2011

Newton, J.S., Todd, A. W., Horner, R.H., Algozzine, B., & Algozzine K., 2010

17

Responsibilities are organized around roles and the meeting cycle (before, during and after).

If a team needs to add a column/role, they can. However try to encourage use of the materials first, before doing too many adaptations. If a team needs to add a role/column or other information, the coaches need to help to determine how the information will be used. A revision such as changing A8 to include other data sets such as DIBELS, AimsWeb, eSIS is encouraged.

9/27/2011

17

9/27/2011

Newton, J.S., Todd, A. W., Horner, R.H., Algozzine, B., & Algozzine K., 2010

18

Before the MeetingWho does each

Room reserved

New items solicited for agenda

Agenda produced

Review data & bring report to the team

Lead team through discussion of effects of in-process solutions on old problems

Meeting minutes distributed within 24 hours of meeting.

Computer reserved; access to SWIS online database assured

LCD projector reserved & set up to project data (or team has some other strategy for ensuring team members can review data at meeting)

9/27/2011

Newton, J.S., Todd, A. W., Horner, R.H., Algozzine, B., & Algozzine K., 2010

19

Facilitator

Facilitator

Facilitator

Data Analyst

Facilitator

Minute Taker

Minute Taker

This slide is animated so that each mouse click will give the role for each task

9/27/2011

19

At Close of and After Meeting

Meeting Minutes and Problem-Solving Action Plan com...

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