CISDM 2.0

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CISDM Tips & Tricks Archive

2/21/18

***This e-mail was sent to EDs and PDs***

you all are having a great week and wanted to briefly follow-up on the TQS Data Reviews that went out on Monday. If you are in the Summer of 2018 TQS cohort or think that your staff could use a follow-up from our initial training at the beginning of the year, please reach out to us! Instead of being a formal stand-up and present training, we’ve used the second CISDM visits as more of a data day, or working group, to help work with teams to better understand and utilize CISDM!

The attached CISDM Tips Guide provides some guidance for some of the most common things we observed when flagging Q2 TQS Data Reports (please forward this to your site staff):

  1. Case managed students do not have documented check-ins
  2. Report outs to school leadership, affiliate leadership, and the school support team are not documented
  3. Progress entries for case managed students have not been entered
  4. School progress entries have not been entered

Also, please note that we will be having a webinar on the reporting features in CISDM on Wednesday, February 28, at 1:00 pm. See below for the webinar information.

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Conference ID: 55461427 (same as access code above)

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11/9

  • To get to the student TQS data report, run the case management TQS data report and click on the “Case Management” hyperlink at the top of the report.
  • CISDM users (at every level – ED/PD/SSS) will be locked out on November 17th if they have not completed the user agreement. We have tried to narrow the list down to North Carolina folks in the attached list – but the full list is attached, too. From National: “If users are not on our official list of individuals submitting the CISDM 2.0 User Agreement (this list: CISDM Users completing agreement), then you can now complete the (short, fast, easy) form online using this link: https://www.tfaforms.com/4611483. This applies to all site coordinators, school level staff, data administrators, affiliate staff, state office staff – everyone who has an account for CISDM 2.0.”
  • We will be hosting a team huddle on calling the audible (monitoring): school and student progress on 11/16 from 12-1pm. This short webinar will engage your team around what it means to monitor and adjust, as well as how CISDM can be a tool to help them do it!
    • à Join Skype Meeting Toll number: +1 (980) 236-0400, access code: 89944182 (Dial-in Number), Conference ID: 89944182 (same as access code above)
  • We plan on sending TQS data reports to each affiliate by the end of next week and then again the first or second week of December. We understand that this is before the end of the grading period; however, we want to make sure we are able to provide support around entering students and providing supports to students before we get to monitoring and adjusting.

Also, there a few critical announcements from National:

  • Tier I supports AND Basic Needs/Resources – Do *NOT* use $0 as the value per hour or total value when entering a Tier I support or BN/R entry and attaching case-managed students to it. CaseWorthy is addressing this issue but for now, just make sure that the values are *greater than* zero ($0).

The following should be resolved:

  • Support Summary by Student report – The school filter was not working, as all schools would populate the report even if specific schools were chosen. This should no longer occur.
  • Student Support Detail report – This was displaying the student’s case notes instead of support notes, which should no longer occur.
  • Email address fields – There was a situation in which an incorrect email address entry was throwing the correct error message, but after clicking “Okay” the user couldn’t edit the email. This should no longer occur. The fields where you must include a valid email structure (and confirm the address by entering it again) are in the user account, student contact information, and parent/guardian/other contacts forms.
  • Student Support Plan open workflows – The open workflow list will now display the student’s name (as it already did for the Student Needs Assessment).
  • School Support Plan – Users should be able to delete planned supports. However, if it is the last one in the list, you should receive an error message because you must have at least one for the plan. You must keep or edit the last existing planned support. You should no longer receive an incorrect message, nor an error *screen*.

The following are in process:

  • School Support Plan pdf – More line items are being added to the support plan pdf for support team members and planned supports. However, we cannot include infinite space for these, so if you exceed the new limits for those fields, the additional rows will populate in a second pdf file (these come out of the system together, as two files within a zipped folder). Also, we are trying to accommodate more characters for the open text fields (e.g., Community Data), but again, there will be a limit to this. We will wrap and shrink text when possible, but for the font to remain legible, the characters will have to be cut off at some point.
  • Student Support Plan pdf (due 11/3 – overdue), Student Needs Assessment pdf (due 11/17), School Needs Assessment pdf (final stages of revision)

11/1

  • Many affiliates are seeing an issue with the student needs assessment not turning green to indicate that it is complete. This is because the needs assessment was not fully completed. It has seemed to correct itself when there is a case management intensity and baseline metric for each attendance, behavior, and academics (through the goal setting and support planning button). It is critical that staff complete the workflow that opened originally, and not start a new workflow every time they go in.
  • Data admins can now transfer entire caseloads within a given year through the data admin dashboard.
  • Ensure that your site team understand that they must find/add students, as well as enroll them (through the needs assessment). We’ve heard some instances where folks think they are enrolling students, when all they are doing is adding students to the system.
  • We will be hosting a team huddle on calling the audible (monitoring): school and student progress on 11/16 from 12-1pm. This short webinar will engage your team around what it means to monitor and adjust, as well as how CISDM can be a tool to help them do it!
    • à Join Skype Meeting Toll number: +1 (980) 236-0400, access code: 89944182 (Dial-in Number), Conference ID: 89944182 (same as access code above)
  • We plan on sending TQS data reports to each affiliate by the end of next week and then again the first week of December. We understand that this is before the end of the grading period; however, we want to make sure we are able to provide support around entering students and providing supports to students before we get to monitoring and adjusting.
  • The printable student support plan should be available by Friday, 11/3. Staff can see this by going to the “student dashboard”, then clicking “goal setting & support planning”, clicking the gear icon, and view plan,
  • Please have site team members review the resources available on the National Resource Center (password=empower) and CISNC website-affiliate section (password=CISNC1989).

10/20

  • Legacy CISDM will be going away as of 10/31/17, so please, please, please pull any reports that you might need for grants. I could see it taking upwards of two months for National to get the data dump of your data back to you.
  • National is going to start locking the user accounts of those who have not completed the short video and signed the user agreement. Users who have completed are attached. If you know users (including yourself) haven’t completed it, go to: http://cisdmintrocourse.communitiesinschools.org/.
  • We’re constantly working on resources to upload to the backend of the website, so if you can think of anything that would be helpful, let me know.
  • We will be hosting a team huddle on calling the audible (monitoring): school and student progress on 11/16 from 12-1pm. This short webinar will engage your team around what it means to monitor and adjust, as well as how CISDM can be a tool to help them do it!
    • à Join Skype Meeting Toll number: +1 (980) 236-0400, access code: 89944182 (Dial-in Number), Conference ID: 89944182 (same as access code above)
  • Please have site team members review the resources available on the National Resource Center (password=empower) and CISNC website-affiliate section (password=CISNC1989).

10/10

  • The CISDM 2.0 site staff user guide is attached and is incredibly detailed – please forward to your site team!
  • Review (or have every affiliate review) the list of Schools set up in CISDM and send to cisdmhelp@cisnet.org the list (by affiliate) of schools that are not being served this year; they were brought over from CISDM because they were active last year, but if CIS is not working in those schools for 2017-18, National would like to start with a clean slate and remove those.
  • Students who were served last year should be located using the “Find Student” function. All students in the affiliate will show up when searching, which makes working with and enrolling students to other schools easier. Students who were not served last year and are new to CIS will be entered into CISDM using the “Add Student” function.
  • Any time you have the ability to search for students, you do not have to enter all information, and if you do, it will search only for the exact data that are entered. For example, if you search for Calvin Smith, the system will search for exactly Calvin Smith. On the other hand, if you search for a student with a first initial of “C” and last initial of “S”, the system will pull all students whose first name starts with a “C” and last name that starts with a “S”.
  • When entering group interventions and supports using batch entry from the Site Coordinator Dashboard, case managed students will only show up when site team members select “Case Manager” AND click “Search”.
  • Site team members should always only complete each form in a workflow one time, so for the student and school workflows, they need to be started once and then finished by using an existing workflow to start where you left off. If they started a school or student workflow, exited, and went back to finish it, a pop-up will appear that resembles what is below. If they have started the workflow previously and saved, DO NOT CLICK “New Workflow” or it will cause problems. They will click the row with the school or student name that is circles which will start them where they left off.
  • National is now requiring Activities to be entered for “Other” support names under each support category.
  • Please have site team members review the resources available on the National Resource Center (password=empower) and CISNC website-affiliate section (password=CISNC1989).