1. Team-Initiated Problem Solving (TIPS) MEETING FOUNDATIONS
4/6/2017
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
TIPS was funded by the Institute on Educational Sciences (IES).
Initial research results show that SWPBIS Teams using the TIPS model with SWIS data improve in (a) the overall meeting foundation practices and (b) the thoroughness of problem identification and problem solving with SWIS data.
Single Subject Study is currently in press and will be published January 2011, The Journal of Applied School Psychology. Citation is below.
Todd, A., Horner, R., Newton, J.S. Algozzine, B., & Algozzine, K. (in press). Effects of Team-Initiated Problem Solving on Practices of School-wide Behavior Support Teams. Journal of Applied School Psychology
This power point is intended for use with SW PBIS teams as they use SWIS data for problem solving.
Some slides are animated to highlight the critical concepts/discriminations
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 .
Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B

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)
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 Workshop Agenda 8:00 Overview
8:30 Strengthening Meeting Foundations
9:30 Break
9:45 TIPS Problem Solving Model
12:00 Lunch/ Team Discussion
12:30 TIPS Problem Solving Model, continued
2:15 Break
2:30 Role Related Activity
3:00 Brief Team Meeting
3:45 Next Steps
TIPS II Training Manual (2013)

4. 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)

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)

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

7. People aren’t tired from solving problems – they are tired from solving the same problem over and over.
TIPS II Training Manual (2013)
It isn’t whether you have a problem, it’s whether you have the same problem again next year.
Admiration of the problems is contagious!

8. TIPS Research Questions
TIPS 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?
Are teams able to continue TIPS after training?
‘yes’
Case Study
???
Current Study
Is there evidence that using TIPS actually benefits students?
TIPS II Training Manual (2013)

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

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

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)

12. Why use TIPS? A clear model with steps for problem solving routine
4/6/2017
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)
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.
Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B

13. Improving Decision-Making
From
PROBLEM
PROBLEM SOLVING TO
SOLUTION
TIPS II Training Manual (2013)

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

15. TIPS Implementation TIPS Training Team Meeting
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)
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. 15

16. Meeting Video Clip 1
TIPS II Training Manual (2013)

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)
During the Fist of Five check ins… for each question, ask for a fist of 5 ( show 1 finger for low rating, show 5 fingers for high rating

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

19. Structure of meetings lays foundation for efficiency & effectiveness
4/6/2017
Meeting Foundations
Structure of meetings lays foundation for efficiency & effectiveness
Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B

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

21. Meeting Foundations Elements
4/6/2017
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 , phone, meeting minutes
Annual calendar of meeting dates, times, location is determined
Electronic meeting minutes are used
TIPS II Training Manual (2013)
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 .

22. 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)

23. Meeting Foundations Brief Self Assessment
In place Partially in place Not in place
TIPS II Training Manual (2013)
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
Trainers to do a quick summary of the meeting foundations that are not in place and use those data for teaching the needed meeting foundations

24. Define roles for effective meetings
4/6/2017
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)
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, let’s 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.
Can one person serve multiple roles?
Are there other roles needed?

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)

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) 26

27. 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)

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) 28

29. A Sample Data Analyst’s Report
Sample blank hard copy appears in your TIPS Notebook
Electronic copy can be downloaded from
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) 29

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

31. 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)

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
TIPS II Training Manual (2013) 32

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)

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

35. Who is Responsible? Action Person Responsible Reserve Room Facilitator
Recruit items for Agenda
Review data prior to the meeting
Data Analyst
Reserve projector and computer for meeting
Minute Taker
Keep discussion focused
Record Topics and Decisions on agenda/minutes
Minute taker
Ensure that problems are defined with precision
Ensure that solutions have action plans
Provide “drill down” data during discussion
End on time
Prepare minutes and send to all members
TIPS II Training Manual (2013)

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)

37. Defining Team Membership, Meeting Schedule and Agreements
TIPS II Training Manual (2013)
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

38. 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)

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

40. Organizing for an effective problem solving conversation
4/6/2017
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)
Animated slide telling a well too known story.
Out of Time
Solution

41. Using Meeting Minutes Documentation Reviewing Meeting minutes
4/6/2017
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)
Help people understand what needs to be documented and why. If someone talks the entire meeting and there is no discussion, that is a memo, not a meeting! No need to document irrelevant anecdotes like: ‘ Jason yawned after Debbie explained her problem’, or ‘Debbie rolled her eyes and sighed when we talked about the testing schedule’

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

43. End of Meeting Brief Debrief
Evaluation of Team Meeting (Mark your ratings with an “X”)
Our Rating
Yes No
So-So
1. Was today’s meeting a good use of our time?
2. In general, did we do a good job of tracking whether we’re completing the tasks we agreed on at previous meetings?
3. In general, have we done a good job of actually completing the tasks we agreed on at previous meetings?
4. In general, are the completed tasks having the desired effects on student behavior?
TIPS II Training Manual (2013)

44. 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

45. 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

46. At end of each meeting, conduct a BRIEF assessment of the meeting by asking 4 questions
Evaluation of Team Meeting (Mark your ratings with an “X”)
Our Rating
Yes No
So-So
1. Was today’s meeting a good use of our time? X
2. In general, did we do a good job of tracking whether we’re completing the tasks we agreed on at previous meetings?
3. In general, have we done a good job of actually completing the tasks we agreed on at previous meetings?
4. In general, are the completed tasks having the desired effects on student behavior?
Example
TIPS II Training Manual (2013)

47. 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)

48. Meeting Foundations Activity (15 min)
Begin completing the Team Charter
Identify primary and backup people for roles
Define Meeting Dates, Times, Location for the school year. Give information to your coach
Add to future meeting agenda to complete the School Information/Teach Charter Form
Role
Primary
Backup
Facilitator
Minute Taker
Data Analyst
TIPS II Training Manual (2013)

49. Meeting Foundations Fist 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)

50. 4/6/2017
Take a 15 minute Break
TIPS II Training Manual (2013)
15 minute break….. Move from Meeting Foundations to Problem-Solving
Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B