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Team-Initiated Problem Solving (TIPS) MEETING FOUNDATIONS

Team-Initiated Problem Solving (TIPS) MEETING FOUNDATIONS. 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

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Team-Initiated Problem Solving (TIPS) MEETING FOUNDATIONS

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  1. Team-Initiated Problem Solving (TIPS) MEETING FOUNDATIONS 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 APA Citation: Todd, A. W., Newton, J. S., Algozzine, K., Horner, R. H., & Algozzine, B. (2013). The Team I nitiatedProblem Solving (TIPS II) Training Manual. Eugene, OR: University of Oregon, Educational and Community Supports. Online at www.uoecs.org .

  2. Today’s 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 TIPS II Training Manual (2013) www.uoecs.org

  3. TIPS Training Activities • Presentation of content • Large Group Application of content with simulated data • Team Application of content with your school’s SWIS data • 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.org

  4. 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.org

  5. TIPS Overview Objective: Be able to explain the TIPS Model to someone on your team

  6. People aren’t tired from solving problems – they are tired from solving the same problem over and over. TIPS II Training Manual (2013) www.uoecs.org

  7. TIPS Research 2008-2016 TIPS II Training Manual (2013) www.uoecs.org

  8. Newton et al., 2012: Effects of TIPS Training on Team Meeting Foundations TIPS I Study DORA Foundations Score TIPS II Training Manual (2013) www.uoecs.org Pre TIPS Training Post-TIPS Training

  9. Newton et al., 2012: Effects of TIPS Training on Team Decision-making DORA Thoroughness of Decision Making Score (Simple) TIPS II Training Manual (2013) www.uoecs.org Pre TIPS Training Post-TIPS Training

  10. 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.org

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

  12. Improving Decision-Making From PROBLEM PROBLEM SOLVING TO SOLUTION TIPS II Training Manual (2013) www.uoecs.org

  13. 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 TIPS II Training Manual (2013) www.uoecs.org Implement Solution with High Integrity Meeting Foundations

  14. 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.org 15

  15. Meeting Video Clip 1 TIPS II Training Manual (2013) www.uoecs.org

  16. 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.org

  17. Meeting Foundations Structure of meetings lays foundation for efficiency & effectiveness

  18. 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

  19. 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.org

  20. Four Keys to Effective Meetings • 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 • Data • Access to the right information at right time in right format • 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 • Adapt Solutions in response to data TIPS II Training Manual (2013) www.uoecs.org

  21. Meeting FoundationsBrief Self Assessment In place Partially in place Not in place • Start on Time • End on time (or agree to extend and end at that time) • Have facilitator/ minute taker/ data analyst • Have Back Ups for each role • Start with previous meeting minutes • Have a public agenda format • Next meeting scheduled • Team members participate regularly & promptly • Decision making authority is present during meetings • Distribute meeting minutes within 24 hours of meeting TIPS II Training Manual (2013) www.uoecs.org

  22. Define roles for effective meetings • Core roles • Facilitator • Minute taker • Data analyst • Active team member • Administrator • Backup for each role Typically NOT the administrator TIPS II Training Manual (2013) www.uoecs.org Can one person serve multiple roles? Are there other roles needed?

  23. 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.org

  24. 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.org 26

  25. Data Analyst Responsibilities • Before meeting (items a-c to appear in written Data Analyst’s 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 Analyst’s 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 Analyst’s Report; produces additional data on request (e.g., additional Custom Reports) • Is active participant in meeting TIPS II Training Manual (2013) www.uoecs.org

  26. 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.org 28

  27. A Sample Data Analyst’s Report • Sample blank hard copy appears in your TIPS Notebook • Electronic copy can be downloaded from 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 • Let’s take a look… TIPS II Training Manual (2013) www.uoecs.org 29

  28. Section 2: Status Report on Previously Defined Problems Section 1: Status Report on SW Average Referrals per day per month Section 3: Report on Potential Student Problems TIPS II Training Manual (2013) www.uoecs.org

  29. Minute Taker Responsibilities • Before meeting • Collects agenda items from Facilitator • Prepares TIPS Meeting Minutes agenda form, including content from Data Analyst’s 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.org

  30. 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 TIPS II Training Manual (2013) www.uoecs.org 32

  31. 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.org

  32. Team Member Skills • Willingness to listen and consider all perspectives • Use sense of humor • Mutual respect TIPS II Training Manual (2013) www.uoecs.org 34

  33. Who is Responsible? TIPS II Training Manual (2013) www.uoecs.org

  34. 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.org

  35. Defining Team Membership, Meeting Schedule and Agreements TIPS II Training Manual (2013) www.uoecs.org Inform facilitator of absence/tardy in advance Avoid side talk Remind each other to stay focused Start and end on time Be an active participant

  36. Team Agreement Examples The 3 R’s Respect • active, • equitable, • attentive Responsibility • completion of tasks • timeliness • positivity Reality • do-ability • honesty Be Respectful • Inform facilitator of absence/tardy before meeting • Avoid side talk • Remind each other to stay focused • Start and end on time • Be an active participant TIPS II Training Manual (2013) www.uoecs.org

  37. 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 TIPS II Training Manual (2013) www.uoecs.org Implement Solution with High Integrity Meeting Foundations

  38. Organizing for an effective problem solving conversation A key to collective problem solving is to provide a visual context that allows everyone to follow and contribute Problem Use Data TIPS II Training Manual (2013) www.uoecs.org Out of Time Solution

  39. Using Meeting Minutes • Documentation • Logistics of meeting • Time, place, location, team members present • Agenda items for meeting • New problem statements, solutions/decisions/evaluation plan • Previously defined problems/solutions/decisions/progress monitoring • General administrative topics • topic, decisions made, tasks and timelines assigned • 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 TIPS II Training Manual (2013) www.uoecs.org

  40. Meeting Logistics Previously Defined Problems TIPS II Training Manual (2013) www.uoecs.org Administrative/ General Information & Issues New Problems

  41. End of Meeting Brief Debrief TIPS II Training Manual (2013) www.uoecs.org

  42. 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

  43. 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 • Plan for school board report

  44. At end of each meeting, conduct a BRIEF assessment of the meeting by asking 4 questions Example TIPS II Training Manual (2013) www.uoecs.org

  45. Standard Meeting Agenda Items • Review Agenda • Data Analyst Report • Problem Solving and Action Planning • General/Administrative Items • Reports to other teams/staff/ families/website Review data within the first five minutes of all problem solving meetings TIPS II Training Manual (2013) www.uoecs.org

  46. Meeting Foundations Activity(15 min) Begin completing the Team Charter • Identify primary and backup people for roles • Define Meeting Dates, Times, Location for the 2013-2014 school year. Give information to your coach • Add to future meeting agenda to complete the School Information/Teach Charter Form TIPS II Training Manual (2013) www.uoecs.org

  47. Meeting FoundationsFist of 5 Check In 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 • Fist of 5 Check In • Using a fist of 5 (fist = low/no; 5= high/absolutely) • Rate your level of understanding of • Primary and backup roles • Topics needing documentation during meetings TIPS II Training Manual (2013) www.uoecs.org

  48. Take a 15 minuteBreak TIPS II Training Manual (2013) www.uoecs.org

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