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The 2015 B-13 Data Collection webinar will begin in a few moments.
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2. How to Complete B-13 Checklists in CIMS A Presentation for ISD Transition Coordinators (TCs) and LEA Transition Coordinator Contacts (TCCs) Office of Special Education April 1, 2015

3. Welcome & Introductions
Welcome back. Second year using CIMS. Minor updates – process and checklist largely remain the same. Who’s with us today? 3

4. Agenda Overview Username and passwords Viewing the student lists
Completing the checklists 4

5. Process Highlights
The B-13 data collection is completed in CIMS (
The work is completed by ISD Transition Coordinators (TCs) and LEA Transition Coordinator Contacts (TCCs)
Student lists and checklists are available in CIMS on April 15
Checklists must be submitted by June 30 5

6. What is CIMS anyway?
CIMS stands for the Continuous Improvement and Monitoring System
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 6

7. Who Uses CIMS? CIMS Coordinators
These are local personnel who manage the CIMS Workbook for a local
CIMS Coordinators can view, but not edit, their local’s checklist
Transition Coordinators (TCs)
Are ISD-level transition coordinators
TCs have access to complete all locals’ checklists within an ISD
Transition Coordinator Contacts (TCCs)
Are local personnel who complete the checklists
TCCs have access to complete only their local’s checklist 7

8. 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 ) 8

9. Usernames and Passwords9

10. Veteran ISD TCs and Local 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 10

11. Veteran ISD TCs and Local 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 11

12. New ISD TCs … How to Get a Username and Password
Click “New User” at
Complete the form
Call the CIMS Help Desk at 12

13. 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 on April 15
Need to call the CIMS Help Desk ( ), tell them you received an , and ask for help setting your password 13

14. New Local TCC … If You Don’t Receive an E-mail …
Click “New User” at
Complete the form
Contact your TC and request access (they will need to approve your access by contacting the CIMS Help Desk)
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 14

15. 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 15

16. Viewing the Student Lists16

17. How to View the Student List
Log in at
Search in the Data Tab
Click the Data tab
Under “Data Types,” select B-13 Data Collection – April 2015
Click Search, and your local(s) will appear at the bottom of your screen
Click B-13 Student List and Summary Report
Create report 17

18. 1. Log in at www.cimsmichigan.org18

19. 2. Search in the Data Tab 19

20. 3. Click “B-13 Student List and Summary Report”20

21. 4. Create Report 21

22. What Do I Do with the Student List?
Print a copy and obtain each student’s file
Download a copy of the B-13 checklist at (click the “Data” 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 22

23. 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! 23

24. TIP for ISD TCs: Pulling Student Lists for all Locals in an ISD (cont24

25. TIP for ISD TCs: Pulling Student Lists for all Locals in an ISD (cont25

26. Completing the Checklists26

27. How to Complete the Checklists
Log in at
Search for the checklists in the Data tab
Click B-13 Data Collection Checklist Records
Access, complete a checklist, and SAVE
Use the dropdown menu to select a new student name and complete another checklist (SAVE each one)
Review the Summary Report
Upload student IEPs
Change the status to submit the checklists 27

28. 1. Log in at www.cimsmichigan.org28

29. 2. Search for the Checklists in the Data Tab29

30. 3. Click “B-13 Data Collection Checklist Records”30

31. 4. Access, Complete a Checklist, and Save
See training manual for detailed information on how to answer each item and determine compliance. All items must be marked yes or NA for compliance. No explanations are needed for this checklist. 31

32. Note: B-13 Data Collection Checklist
Must:
Include information from the student’s IEP as of March 1
Reflect initially reviewed data (before any corrections) for each student
Don’t forget to include both the Review Date and the Date of the IEP you are reviewing 32

33. Corrective Action Plan (CAP)
If a student’s checklist indicates an area of noncompliance, a Corrective Action Plan or CAP, will be issued to the local in the August 2015 Workbook
Through the CAP process, all corrections will be documented and submitted to the Office of Special Education through the CIMS Workbook
Explain that data CAPs are based on looking at a moment in time. This year we are looking at March 1 and basing decisions regarding compliance on IEPs that were in effect on that data. Any subsequently corrected IEPs can be used by the monitors to verify correction. They do not affect the compliance rate. 33

34. TIP: Save, Save, Save CIMS has a 20-minute timeout feature
SAVE frequently to avoid losing your work! 34

35. 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” 35

36. 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 36

37. 5. Use Dropdown Menu to Select a New Student Name and Complete Checklist
Select student’s name in the dropdown menu
Click Go 37

38. 6. Review the Summary Report38

39. Create the Summary Report39

40. What Do I Do with the Summary Report?
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, 2015 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 40

41. 7. Upload Student’s IEP - NEW
Select the fifth student record on the list whose file you are reviewing
Upload that student’s IEP and supporting documentation to the IEP Upload Page
Add clarifying comments if needed
Save
Note: You may upload multiple documents as needed.
TC or TCC does this work 41

42. 7. Upload Student’s IEP (cont.)42

43. 7. Upload Student IEPs (cont.)43

44. 8. Change the Status 44

45. 8. Change the Status (cont.)45

46. TIP : Visit http://cims.cenmi.org46

47. The data collection window closes June 30, 2015, at 11:59 PM
Reminder: Due Date
The data collection window closes June 30, 2015, at 11:59 PM 47

48. Where to Get Help CIMS Help Desk
or (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
Maria Peak
Craig Wiles
Shawan Dortch
Kathleen Hoehne 48