Questions & Problems

1. Questions & Problems • Webinar Technical Issues: • Morning Webinars: Emilie at 734 994-8100 ext. 1515 • Members Only Access or Technical Issues: • Sybil via phone: 517 487-5426 ext. 103 • Sybil via email: sybil@arcmi.org • Members Only Data Issues: • Ann Arbor Office: 734 994-8100 ext. 1590 • Kay via phone: 734 994-8100 ext. 1554 • Kay via email: kmoler@arcmi.org

2. Data Points Michigan Alliance for Families April 20, 2011

3. Reporting – FY 2010/2011

4. Results of Documentation of Data,Outcomes & Reports

5. Data = Outcomes • How many services do you do each week?

6. Data = Outcomes • How many services do you do each week? • 10 Services/week put in Members Only • X 4 weeks/month = 40 • X 27 Parent Mentors and I & R Staff • = 1,080 Entries/month

7. TodayThree Data Points for You to Document for Reporting Purposes • Members Only Person Form – Demographic Data • Members Only Service Form – The individual (1) Service provided & for which child • Encounter Log – Any Group (>1) Data or Data not in Members Only 7

8. Members Only Person FormFive Things to Document for Reporting Purposes Parent, Professional, Foster Parent, Relative, Other • Ethnicity – Required for Federal Reports • County – Required for Federal Reports • Who – Required for Federal Reports Twofer should have two Person Forms 4. Disability – Needed for Training Accommodations 5. WSU Survey Tab (8th Tab) – Required for WSU Data Reports Of course you will want Name, Address, Contact #s

9. Members Only Person FormFive Things to Document for Reporting Purposes Ethnicity County Who Disability Adult: Parent, Professional, etc.

10. Members Only Person FormFive Things to Document for Reporting Purposes Check if agree to survey Permission Date Adult

11. Members Only Person FormFour Things to Document for Reporting Purposes Child • DOB – Required for Federal Reports • County – Required for Federal Reports • Who – Required for all Reports • Disability (SE Eligibility or most involved disability if not known) – Required for Federal Reports Of course you will want the Child’s Name and Parent’s Name on Child’s Person Form

12. Members Only Person FormFour Things to Document for Reporting Purposes DOB County Who Disability Child with Disability

13. Members Only Service FormFour Areas to Document for Reporting Purposes Area 1. Right Column • Date – Required for all Reports • County – Required for Federal Reports • Program = MAF – Required for all Reports Note: If MAF is not chosen, the service will not be in Reports. • Type (of Service) = I & R, Mentoring, etc – Required for all Reports • Means of Contact = Email, In-Person, etc – Required for Federal Reports

14. Members Only Service FormFour Areas to Document for Reporting Purposes Date County Program = MAF Type (of Service) Means of Contact Area 1: Right Column

15. Members Only Service FormFour Areas to Document for Reporting Purposes Area 2. Child/Student Tab (1st Tab) • Child – Required for Federal Reports Enter Child by right clicking in Yellow Box and double clicking on Child’s name • Fund Source – (EO, Part B…) Required for all Reports

16. Members Only Service FormFour Areas to Document for Reporting Purposes CHILD 1. Right click in Yellow Box and 2. Find CHILD in Person Table 3. Double Click on CHILD Fund Source Area 2: Child/Student Tab – NEEDED FOR EVERY SERVICE FORM INVOLVING A PARENT AND CHILD

17. Members Only Service FormFour Areas to Document for Reporting Purposes Area 3. Description Tab (2nd Tab) • Notes Box: Topic - Required for WSU Reports. Topic = What you talked about (IEP, AT, OT, Suspension, Behavior, FBA…) • Notes Box: Description of Service which you provided – Required for WSU Reports Examples: 1. TOPIC(S) IEP Met with parent to go over IEP Folder to prepare for upcoming IEP. 2. TOPIC(S) FBA Met with parent to help write letter requesting a FBA for child. Child having behavior problems in class as a result of disability.

18. Members Only Service FormFour Areas to Document for Reporting Purposes TOPIC(S) Description Of Service See examples Area 3: Description Tab

19. Members Only Service LogFour Areas to Document for Reporting Purposes Area 4. Referral Tab (5th Tab) • Referrals to MSEMP – Required for Federal Continuation Report

20. Members Only Service LogFour Areas to Document for Reporting Purposes 1. Put Date in 2. Right click in Yellow Box and 3. Find MSEMP in Organization Table 4. Double Click on MSEMP 5. Purpose: Select “Mediation/ Facilitation” Area 4: Referral Tab (Referrals to MSEMP)

21. Encounter LogSix + Two Things to Document for Reporting Purposes • Date – Required for all Reports • Type of Respondent/Consumer (Parent, Professional, Other) – Required for all Reports • Type of Encounter/Method of Contact – Required for Federal Reports and WSU • Number of Parents and Number of Professionals Contacted (NOT PHONE NUMBER) – Required for all Reports • Number of Minorities – Required for Federal Reports • Topic and Brief Description – Required for WSU Reports Also needed if a Child was involved: • Age/School Age of Child – Required for Federal Reports • Primary Disability/SE Eligibility of Child – Required for Federal Reports

22. 5. Number of Minorities Contacted 6. TOPIC and Description 1. Date 2. SE Eligibility of Child 3. Type of Encounter 2. Type of Respondent/ Consumer 4. Number of People Contacted 1. Age of Child Encounter Log: Six + Two Areas to Document

23. Professional Development for Data Documentation • SDC/Professional Development Days: Applying Your Data Knowledge • Focus on Application of Data Documentation • Learning Marketplace – Individualized • All Staff Webinars (formerly Video Conferences): Using Your Expertise • Highlighting Documentation: Parent Mentors Present With Data Manager Basic Training through Webinar Series (either when presented or recorded & available on the M Drive or emailed to staff): Members Only: Getting Started, Person & Organization Forms Members Only: Service Form and Service Types Encounter Log Members Only: Meetings Module Members Only: Running a Service Log for Reporting to SDC Members Only: Service Assessments Why Data Documentation: Reporting & Funding

24. HELP! I just had a workshop! Sign in sheets, Evaluations, Members Only Meeting Module! Oh my! It’s the 10th of the month!

25. CALL or Email: • Kay at the Ann Arbor Office or on her cell • Call Jeanne, Khalilah, or Emilie at the Ann Arbor Office • Email kay@michiganallianceforfamilies.org or info@michiganallianceforfamilies.org

26. Remember: • YOUR INPUT IS VITAL • Outcomes and Reports depend on YOUR DATA • Document all you do either in: • Members Only or • Encounter Log (do not put in both)

27. THANK YOU FOR ALL YOUR HARD WORK!

28. Appendix • Documentation of Services = Data (PM, I & R) • Person Forms and Person’s Service Logs • Encounter Logs • Service Assessments • Meetings Module • Evaluations of Trainings • Collection of Data = Outcomes (Data Manager) • Queries from Members Only (Services, Trainings) • Encounter Logs in Excel Spreadsheet • Compilation of Evaluations of Trainings • Presentation of outcomes to funders/evaluators = Reports (Directors, Data Manager)

29. State Board of Education Members Kathleen N. Straus President John C. Austin Vice President Carolyn L. Curtain Secretary Marianne Yared McGuire Treasurer Nancy Danhof NASBE Delegate Elizabeth W. Bauer Board Member Reginald M. Turner Board Member Casandra E. Ulbrich Board Member Ex-Officio Jennifer M. Granholm Governor Michael P. Flanagan Superintendent of Public Instruction This power point presentation was produced through an IDEA Mandated Activities Project for the Michigan Alliance for Families awarded to The Arc Michigan by the Michigan Department of Education. The opinions expressed herein do not necessarily reflect the position or policy of the Michigan Department of Education, the Michigan State Board of Education, or the U.S. Department of Education and no endorsement is inferred. For further information or inquiries about this project, contact the Michigan Department of Education Office of Special Education and Early Intervention Services or Office of Early Childhood Education and Family Services, P.O. Box 30008, Lansing, MI 48909 STATEMENT OF COMPLIANCE WITH FEDERAL LAW The Michigan Department of Education complies with all Federal laws and regulations prohibiting discrimination and with all requirements of the U.S. Department of Education.