How to Complete B-13 Checklists in CIMS How to Complete B-13 Checklists in CIMS A Presentation for Transition Coordinators (TCs) and Transition Coordinator Contacts (TCCs) Office of Special Education April 9, 2013

April 9, 2013 Welcome & Introductions B-13 Content Experts –Chuck Saur –Craig Wiles CIMS Content Experts –Monitoring and Technical Assistance Team at OSE –CIMS Team at PSC 2

April 9, 2013 Agenda Overview Username and passwords Viewing the student lists Completing the checklists 3

April 9, 2013 Process Highlights B-13 data collection is completed in CIMS ( The work is completed by Transition Coordinators (TCs) and Transition Coordinator Contacts (TCCs) Student lists and checklists are available in CIMS on April 15 Checklists must be submitted by June 30 4

April 9, 2013 CIMS is…. C ontinuous I mprovement and M onitoring S ystem An electronic tool (Workbook) that the state and locals use to: –Track tasks and activities as required by IDEA 2004 and the MARSE –Schedule monitoring activities related to compliance and improvement –Review and analyze the data the state is using when making monitoring decisions 5

April 9, 2013 Who Uses CIMS? CIMS Coordinators –Are local personnel who manage the CIMS Workbook for a local –Can view, but not edit, their local’s checklist Transition Coordinators (TCs) –Are ISD-level transition coordinators –Have access to complete all locals’ checklists within an ISD Transition Coordinator Contacts (TCCs) –Are local personnel who complete the checklists –Have access to complete only their local’s checklist 6

April 9, 2013 TIP: Know Your CIMS Coordinator Every local has a CIMS coordinator who manages the local Workbook If you don’t know who your CIMS coordinator is, ask your: –Special Education Director –Building principal –ISD monitor –CIMS Help Desk (Call them at ) 7

April 9, 2013 Usernames and Passwords 8

April 9, 2013 Veteran TCs and TCCs If you already have a CIMS username and password, ask yourself: –Did I complete B-13 data collection last year? –Am I at the same district as I was last year? –Do I still know my username and password? If you can answer YES to all three questions, you can access CIMS 9

April 9, 2013 Veteran TCs and TCCs (cont.) What If You Answered No? If you moved to a new local: –You must be reapproved for access to CIMS –No need to complete the New User form, just provide your username to your TC to request access If you don’t know your username or password: –Use the “Forgot Password?” link at –Your address must match the one on file with CIMS! –Still need help? Call the CIMS Help Desk. 10

April 9, 2013 New ISD TCs … How to Get a Username and Password 1.Click “New User” at 2.Complete the form 3.Call the CIMS Help Desk at

April 9, 2013 New Local TCC … How to Get a Username and Password Many Transition Coordinators shared a list of new TCCs with the CIMS Team in January. These new users have been loaded into CIMS! To access your account, new TCCs will: –Receive an from the CIMS Team this week –Need to call the CIMS Help Desk ( ), tell them you received an , and ask for help setting your password 12

April 9, 2013 New Local TCC … If You Don’t Receive an … 1.Click “New User” at 2.Complete the form 3.Contact your TC and request access (they will need to approve your access by contacting the CIMS Help Desk) 4.After your TC contacts the CIMS Help Desk, the Help Desk will set up your access Note: Access will not be immediate! Please be patient. –Access to CIMS = 1 day –Access to B-13 checklist = 1 day 13

April 9, 2013 Note for ISD TCs To approve a local TCC for CIMS access, you must: –Ask the user if he/she has completed the “New User” form –Contact (call or ) the CIMS Help Desk and explain you want to set-up a new TCC. You’ll need to provide: User’s full name User’s local district 14

April 9, 2013 Viewing the Student Lists 15

April 9, 2013 How to View the Student List 16 1.Log in at 2.Search in the Data Tab –Click the Data tab –Under “Data Types,” select B-13 Data Collection – April 2013 –Click Search, and your local(s) will appear at the bottom of your screen 3.Click B-13 Student List and Summary Report 4.Create report

April 9, Log in at

April 9, Search in the Data Tab

April 9, Click “B-13 Student List and Summary Report”

April 9, Create Report

April 9, 2013 What Do I Do with the Student List? 21 Print a copy and obtain each student’s file Download a copy of the B-13 checklist at (click the “Compliance” tab, then select the B-13 page) Print a paper copy of the checklist for each student Review each student’s file using a paper copy of the B-13 checklist Before June 30 complete the B-13 checklists in CIMS

April 9, TIP for ISD TCs: Pulling Student Lists for all Locals in an ISD If you’re a TC, you may want to have a list of ALL students in ALL locals for your ISD CIMS can create this list for you! To create an ISD-wide student list: –Click on Reports from the CIMS Home Page –Click on B-13 Student List & Summary Report Download –Create report by selecting Document Type and clicking Execute Note: You can also use this to review if there are any “No’s” on your checklists!

April 9, TIP for ISD TCs: Pulling Student Lists for all Locals in an ISD (cont.)

April 9, TIP for ISD TCs: Pulling Student Lists for all Locals in an ISD (cont.)

April 9, 2013 Completing the Checklists 25

April 9, 2013 How to Complete the Checklists 26 1.Log in at 2.Search for the checklists in the Data tab 3.Click B-13 Data Collection Checklist Records 4.Access, complete a checklist, and SAVE 5.Use the dropdown menu to select a new student name and complete another checklist 6.Review the Summary Report 7.Change the status 8.Submit the checklists

April 9, Log in at

April 9, Search for the Checklists in the Data Tab

April 9, Click “B-13 Data Collection Checklist Records”

April 9, Access, Complete a Checklist, and Save

April 9, TIP: Save, Save, Save CIMS has a 20-minute timeout feature SAVE frequently to avoid losing your work!

April 9, TIP: How to Complete Opt Out At the top of every checklist, there is an option to state, “I no longer have this student’s IEP,” and select a reason A student must have graduated prior to April 15 to select “has graduated”

April 9, TIP: How to Answer Question 5 If no agency is likely to provide or pay for transition services or consent was denied: –Click “N/A” –Provide an explanation –Do not answer 5a or 5b

April 9, TIP: Understand Error Messages If you try to save before a checklist is complete, you’ll get an error message Your work will still save, but the checklist is not complete

April 9, Use Dropdown Menu to Select a New Student Name and Complete Checklist Select student’s name in the dropdown menu Click Go

April 9, Review the Summary Report

April 9, Create the Summary Report

April 9, 2013 What Do I Do with the Summary Report? 38 Check whether… –There are any questions where you answered “No” –There are any questions that are blank A "No" answer for any item identifies that item as noncompliant. This will result in a finding of noncompliance in the August 15, 2013 CIMS Workbook and your local will be required to complete a corrective action plan (CAP). Note: If you have not completed the checklists, all or some of the Summary Report will be blank

April 9, Change the Status

April 9, Change the Status (cont.)

April 9, 2013 TIP : Visit 41

April 9, Reminder: Due Date The data collection window closes July 1, 2013, at 11:59 PM Note: June 30, 2013 is a Sunday. That means there is a one day extension to complete the checklists.

April 9, 2013 Where to Get Help CIMS Help Desk –(877) –Identify yourself as a TC or TCC, and tell the Help Desk you’re completing the B-13 checklist. CIMS Web site – B-13 Team –Chuck Saur –Craig Wiles –Pam Kittel 43