SWIS 5.2 & CICO-SWIS

SWIS 5.2 & CICO-SWIS

PBIS Applications Training Team

Updates and Information for SWIS Facilitators

Agenda

SWIS 5.2 & CICO-SWIS Overview and Walkthrough

Application navigation and training informationSWIS & CICO-SWIS Readiness RequirementsLicensing InformationPricing Model ChangesSupport Resources

Login Procedures

LoginApplications on the

account

SWIS 4.4 SWIS 5.2Navigation Main Menu SWIS Dashboard and Icons

ReportsSelect one specific report and enter specific data parameters

• School Summary reports - SWIS Dashboard• Multiple report tabs open at the same time• NEW—Day of Week Report• NEW—Grade Report• NEW—Motivation Report in the Student

Dashboard• NEW—Data Integrity Report • NEW—Triangle Data and Year End Report • NEW—Custom Field Reports

Referral Labels

• Problem Behavioro Harassment/Bullyingo Defiance/Disrespect/

Insubordination/ Non-compliance

• Motivation• Administrative Decision

• Problem Behavior—can select more than one!o Harassment—enhanced ability to track!o Bullying—now separated!o Defiance/Insubordination/Non-complianceo Disrespect—now separated!

• Perceived Motivation• Action Taken—can select more than one!

o NEW—Action Pendingo NEW—Additional Attendance/Saturdayo NEW—Alternative Placement

SWIS 5.2—Recap

SWIS 4.4 SWIS 5.2Data Drill-Down • Custom Report

• Custom GraphNEW—Data Drill-Down feature with savable reports

Person Management

• Add/Revise Staff• Display Staff Status• Merge Staff• Add/Revise Student• Display Student Status• Merge Student

NEW—Person Management feature which allows for managing all students, staff, & non-staff in one placeNEW—Person status is displayed and merging and revising is enhanced and easierNEW—Mass Change of Status and Print Roster

Seclusion/RestraintNot possible to identify the use of seclusion/restraint and not possible to track the use

NEW—Seclusion/Restraint can be identified and tracked

Ethnicity Report NEW—Risk Indices added for better data-based decision making around disproportionality

Weapons & Harassment

• Create Extra Info fields to track harassment and/or weapons use

NEW—Selecting Use/Possession of Weapons prompts for weapon typeNEW—Selecting Harassment prompts for harassment type

SWIS 5.2—Recap

SWIS 5.2—Recap

Enhanced FeaturesCustom Fields

replaces Extra InfoWeapons and Harassment

Default to federal guidelines, but can be customizedFacilitators can change and refresh schools without logging outData Integrity will default to the current school yearAuto-prompt days suspended/expelledAuto-prompt enrollment and school days

CICO-SWIS Recap

Enhanced FeaturesCICO-SWIS Dashboard

Data at Login!Data Entry

Improved features for data integrity!Reporting Options

View multiple reports at the same time!Period Management and Expectations

Easier ways to define the school-wide system!

Upcoming FeaturesCICO-SWIS Goal Line ShiftIn-Application Help Desk

SWIS & CICO-SWIS

Facilitation Components

SWIS & CICO-SWIS Facilitation

Both SWIS and CICO-SWIS Facilitation

involves:• Readiness• Licensing• Training• Ongoing

Communication• Ongoing Coaching• Ongoing Support• Year-End Support

SWIS & CICO-SWIS School Installation Process

New school/facility

request(s)

Initial Readiness & Licensing

Swift at SWIS or CICO-SWIS

Training

Coaching and Follow-Up

Support

Three-Month Readiness Review


Support

Year-End, Wrap-Up Support

Reorganized to better align across applications and accommodate stand-alone subscriptions

DocumentationAllow schools up to three months to meet documentation requirements

this will require the facilitator to follow-up and verify later that the final requirements were met

Language for inclusion of non-school facilities (i.e., school/facility, educational facility)

Status Checks for Action PlanningNot in PlacePartialIn PlaceNext Check

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Readiness & Licensing

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SWIS Readiness Requirement 3 The school/facility has an incident referral form and definitions for behaviors resulting in administrative-managed (major) vs. staff-managed (minor) incidents in place that is compatible with SWIS referral data entry.

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More information and examples are available at www.pbisapps.org in the Resources section

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SWIS Readiness Requirement 4Within three months of SWIS licensing, the school/facility is committed to having in place a clearly documented, predictable system for managing disruptive behavior (e.g. School-wide PBIS)

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Staff Managed are Minors Office Managed are MajorsMinors• Inappropriate Language• Physical Contact• Defiance/Insubordination/

Non-Compliance• Disrespect• Disruption• Dress Code• Technology Violation• Property Misuse• Tardy

Consequences are determined by staff

Majors• Abusive/Inappropriate

Language• Fighting• Physical Aggression• Defiance/Insubordination• Harassment/Intimidation• Inappropriate Display of

Affection• Vandalism/Property

Destruction• Lying/Cheating• Skipping• Technology Violation• Dress Code• Theft• Arson• Weapons• Tobacco• Alcohol/Drugs

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General Process

Predictable System

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CICO-SWIS Readiness Requirement 3The school/facility has a standard Daily Progress Report/CICO point card with the following information:

Defined number of check-in periods (up to ten)Defined number of expectations/goals (3-5)A three-point rating scale

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CICO-SWIS Readiness Requirement 4Within three months of CICO-SWIS licensing the school/facility is committed to having a clearly documented CICO system. Procedures include:

Description of the programCICO coordinatorProcess for identifying students for CICOProcess/materials for training adults, students, and families

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One form to complete

Revamped for online completion

Space for electronic signatures

Revision to user section

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School Information FormAdministrator login All other users = SAMI

Billing InformationLeave blank if the school pays

License Agreement & Data SharingAdministrator signature

Facilitator InformationFacilitator signature

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License AgreementThe person assigned the responsibility of signing legally-binding documents will sign the license agreement. In most schools this is the:• Administrator• Dean• Vice Principal• Superintendent.

Optional Data Sharing AgreementSchools opting to participate in sharing their data with state and district evaluators for research purposes will sign this agreement. This piece is not required in order to use the SWIS Suite.

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ApplicationsUse the drop-down to indicate which applications the school wants to access.

Pricing Model—July 2013

1 Application 2 Applications 3 Applications

1-19 Schoolson one invoice $300 $400 $500

20-39 Schoolson one invoice

$270(10% discount)

$360(10% discount)

$450(10% discount)

40+ Schoolson one invoice

$240(20% discount)

$320(20% discount)

$400(20% discount)

ISIS-SWISCICO-SWISSWIS

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SWIS & CICO-SWIS School Installation Process

New school/facility

request(s)

Initial Readiness & Licensing

Swift at SWIS or CICO-SWIS

Training


Support

Three-Month Readiness Review


Support


Plan your Swift at SWIS or CICO-SWIS Training

Use the Demo Account to demonstrate reportsUse your Facilitator Account to demonstrate data entry

Facilitator GuidesInclude outlined trainings!

SWIS and CICO-SWIS User ManualsGreat resource during training sessions and for ongoing learning!

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Swift at SWIS or CICO-SWIS Training

After Swift at SWIS or CICO-SWIS TrainingConduct a one week follow-up to check implementation and useAttend and coach the next three team meetingsSupport team leader and data analyst prior to meetings

The goal is to build capacity in them to come to the meetings prepared with data.

Remind schools/facilities to run data integrity check at least quarterly

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Coaching and Follow-Up Support

After Three MonthsFollow up with the school/facility via:

SAMIPhoneEmail

Attend a team/staff meeting and offer coaching for using discipline data.Check documentation on readiness requirement 4

Ongoing Communication and SupportContinue to follow up with the school and check in via SAMI, phone, email, scheduled site visits, etc.Use SAMI to regularly view and monitor school accounts.

Support new schools with readiness, licensing, SWIS and CICO-SWIS training, and ongoing coaching.

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Three-Month Review Ongoing Coaching and Support+

Annual Facilitator responsibilities include:Reviewing the status of schools’ SWIS or CICO-SWIS readiness tasksUsing SAMI to update and modify school accounts as neededCompleting the annual license renewal processCompleting SWIS or CICO-SWIS Training with new usersCompleting SWIS or CICO-SWIS booster training as neededProviding ongoing coaching support for all schools

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SAMI for SWIS Facilitation

Remember: the school administrator that is listed on the

Readiness and Licensing Form is the only user that SWIS will set up for the

school. The SWIS or CICO-SWIS Facilitator

will add all other users through SAMI.

User Management

SAMI allows a Facilitator to monitor and manage user access to the school’s account.

User access type varies based upon: Applications included in the subscription (e.g., SWIS, CICO-SWIS, ISIS-SWIS)Size, grade levels, and culture of schoolFacilitator capacity for training and supportSWIS implementation at the district, regional, or state levelRole and tasks assigned to the user

SWIS User Access TypesDescription Role

SWIS Admin

A SWIS Admin user has access to enter referral data, generate reports (including the staff report), edit all information in School Settings, and edit Person Management.

The role of SWIS Administrator is typically limited to one or two school or district-level administrators who support and/or participate in the school-wide implementation of SWIS.

Data Entry

A Data Entry user has access to enter referral data, generate reports (excluding the staff report), edit only Core Data in School Settings, and edit Person Management.

The role of data entry is typically limited to one or two staff members who enter referral data, maintain person records, enter schools days & enrollment, and/or monitor data integrity.

Data Analyst

A Data Analyst user has access to view SWIS reports (excluding the staff report) for decision making and evaluation.

The role of data analyst is typically limited to one or two staff members who are responsible to monitor data integrity and generate relevant SWIS reports to summarize for decision-making team(s) within the school or district.

Reporter

A Reporter user has access to view SWIS reports (excluding the staff report) for decision making and evaluation.

The role of Reporter is given to a small number of staff within the school who regularly monitor and report SWIS data (e.g., grade level team leader, school counselor)

Note: as the ability to generate the Data Integrity Report and Download Data are made available, only the SWIS Admin, Data Entry, and Data Analyst will have access to do so.

SWIS User Access Types SWIS Admin Data Entry Data Analyst Reporter

Enter Referrals

Generate All Reports Including Staff Report

Generate Most Reports Excluding Staff Report

Edit all School Settings

Edit Core Data in School Settings OnlyEnrollment & School Days

Edit Person Records in Person Management

Generate Data Integrity Report and Download Data(Coming Soon)

CICO-SWIS User Access TypesDescription Role

CICO Admin

A CICO Administrator has full access to manage settings and enrollment as well as enter and review data within CICO-SWIS.

The role of CICO Administrator is typically limited to one or two staff members who coordinate and manage the implementation of the CICO intervention and the use of CICO-SWIS data system.

Data Entry

A Data Entry user has access to enter data and generate common reports within SWIS.

The role of data entry is typically limited to one or two staff members who enter point data, maintain person records, and/or monitor data integrity.

Data Analyst

A Data Analyst user has access to review reports within CICO-SWIS for decision-making and evaluation.

The role of data analyst is typically limited to one or two staff members who are responsible to monitor data integrity and generate relevant CICO-SWIS reports to summarize for decision-making team(s) within the school or district.

ReporterA Reporter has access to view common reports within SWIS.

The role of Reporter is given to a small number of staff within the school who regularly monitor and report SWIS data (e.g., grade level team leader, school counselor)

ISIS-SWIS User Access TypesDescription Role

Coordinator

An ISIS-SWIS Coordinator has full access to set up and manage student files, enter and review data, and access the school-wide report.

The role of ISIS-SWIS Coordinator typically includes 2-4 staff members who coordinate and manage the implementation of individual supports to a group of students.

School-Wide Read Only

An ISIS-SWIS School-Wide Read Only User has access to review data, and access the school-wide report.

The role of School-Wide Read Only varies but should include tasks and permissions related to accessing information for all student files in ISIS-SWIS.

User A User in ISIS-SWIS is a label that indicates that the person should have some level of access to one or more student files. This access is set up by the ISIS-SWIS Coordinator(s) at the school.

User Management: When is access appropriate?

Evaluating New Requests for accessPermissions and access needsWhat are the person’s responsibilities related to access? Do we need permission from the school administrator? What access type(s) are appropriate? Current number of users Are we within the recommendations (above)? Facilitator capacityDoes the facilitator have capacity to train, manage, and support a new user?

SWIS CICO-SWIS ISIS-SWISSWIS Admin (1) CICO Admin (1-2) Coordinator (2-4)Data Entry (2-3) Data Entry (2-3) School-Wide Read Only (1-2)Data Analyst (1-2) Data Analyst (1-2) User (n/a)Reporter (0-3) Reporter (0-3)

Stay up-to-date and be informed so your schools can be, too!

PBISApps websiteTrainingsWebinarsResources

Pre/Post-Conference SessionsReview Facilitator Manual

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Annual SWIS Facilitator Boosters

Support and Resources

Portal Support SectionSearch FunctionCommunity ForumEmail the PBISApps TeamChat with us online

Encourage Facilitators to use the Portal communication features

New phone number1-855-455-8194

Questions & Answers

THANK YOU!

Documents

SWIS 5.2 & CICO-SWIS