Team Initiated
Problem Solving
2014
Today’s Agenda
Team
Initiated Problem Solving (TIPS)
Meeting
Foundations
Team-Initiated Problem
Solving II
(TIPS II) Model
Identify Problem
with
Precision
Make Summative
Evaluation
Decision
Identify Goal
for Change
Collect and
Use Data
Monitor Impact of
Solution and
Compare Against
Goal
Implement
Solution with
High Integrity
Meeting
Foundations
Identify Solution and
Create Implementation
Plan with Contextual
Fit
Building Capacity and Sustainability
Hold effective meetings that use data to
problem solve
and plan
AND that result in
For Social
Competence,
positiveAchievement,
student outcomes
Academic
and Safety
OUTCOMES
PowerSchool,
NCDMS,
Team-based,
SWIS, DBR
SYSTEMS
documentation,
mClass
INFORMATION
regular
AIMSweb
communication
Easy CBM
cycles
RIOT
Meeting
Foundations
PRACTICES
Meeting Minute
Format
Problem solving
routine
Supporting
Staff & Student Behavior and Decision Making
Brief Overview of TIPS
Funded by Institute on Educational Sciences, USA
Authors:


Steve Newton, Anne Todd, Rob Horner, University of Oregon
Bob Algozzine & Kate Algozzine, University of North Carolina at Charlotte
A model for using data for problem solving and decision
making that includes a systematic team process for:

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Organizing and conducting team meetings
Problem solving and developing solutions with precision problem statements
Defining action plans for implementing solutions
Defining goals and evaluation plans for measuring fidelity and effectiveness (benefits to
students)
Documenting decisions and plans
TIPS processes are generalize-able across data sets.
What do we need?
Elements of
Meeting
Foundations
Meeting starts
on time
At least 75% of
team members
present at start
of meeting
Roles and
responsibilities
of team
members
defined
Previous
meeting
minutes
available
Next meeting is
scheduled
At least 75% of
team members
are present at
end of meeting
Meeting
Foundations
Agenda is
available for all
to view
Meeting ends
on time (unless
agreement to
continue)
Keys to Effective Meetings
1. Organization (team roles, meeting process, agenda)
2. Data (right information at right time in right format)
3. Logical Agenda
Review of on-going problem solving
 Administrative logistics
 New problem solving

4. Define problems with precision
5. Build comprehensive solutions that “fit”
6. Add action plans for all solutions
7. Review fidelity and impact regularly
8. Adapt solutions in response to data
Team-Initiated
Problem Solving
(TIPS II) Model
What, Who, When, Where, and Why?
Compare data to goal.
What next?
Identify Problem
with
Precision
Make Summative
Evaluation
Decision
Has the problem been
solved?
How do we want the
problem to change?
Identify Goal
For Change
Collect and
Use Data
Monitor Impact
of Solution and
Compare against Goal
Implement
Solution with
High Integrity
Did we implement with
fidelity?
Meeting
Foundations
Identify
Solution and Create
Implementation Plan
with
Contextual Fit
What are we going to do to
bring about desired change?
Features of Effective Meetings
Predictability
Participation
Accountability
Communication
Features of Effective Meetings
1. Predictability
 Defined roles, responsibilities, and expectations for the
meeting
 Start and end on time (if meeting needs to be extended,
all members agree)
 Agenda is used to guide meeting topics
 Data are reviewed in first five minutes of the meeting
 Next meeting is scheduled
2. Participation
 75% of team members are present and engaged in
topic(s)
 Decision makers are present when needed
Features of Effective Meetings
3. Accountability
 Facilitator, Minute Taker and Data Analyst come prepared and
complete responsibilities during the meeting
 System is used for monitoring progress of implemented solutions
(review previous meeting minutes, goal setting)
 System is used for documenting decisions
 Efforts are making a difference in the lives of children/students
4. Communication
 All regular team members (absent or present) able to access
meeting minutes within 24 hours
 Team members commit to practice norms/agreements
Structure of Successful Meetings
1.
Start and end on time
2.
75% of team members present and engaged in topic(s)
3.
Agenda is used to guide meeting topics
4.
Decision makers are present when needed
5.
Facilitator, Minute Taker and Data Analyst come prepared for meeting
and fulfill during the meeting responsibilities
6.
System is used for monitoring progress of implemented solutions (review
previous meeting minutes)
7.
System is used for documenting decisions
8.
Next meeting is scheduled
9.
All regular team members (absent or present) get access to the meeting
minutes w/n 24 hours of the meeting
10.
Efforts are making a difference in the lives of children/students.
Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. Version 2 (2012). The Team Initiated Problem Solving (TIPS)
Training Manual. Educational and Community Supports, University of Oregon, unpublished training manual.
Roles for Successful Meetings
Core roles
 Facilitator
Typically NOT the
 Minute taker
administrator
 Data analyst
Can one person serve
multiple roles?
 Active team member
Are there other roles
 Administrator
needed?
Backup for each role
Are all team members
culturally responsive?
Are all skill sets for
problem solving present
or easily accessible?
Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. Version 2 (2012). The Team Initiated Problem Solving (TIPS)
Training Manual. Educational and Community Supports, University of Oregon, unpublished training manual.
Facilitator
Roles for Successful Meetings
Before meeting, provides agenda items to Minute Taker


Starts meeting on time
Determines date, time, and location of next meeting
At meeting, manages the “flow” of meeting by adhering to
the agenda

Prompts team members (as necessary) with the TIPS problem-solving “mantra”
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Do we have a problem?
What is the precise nature of the problem?
Why does the problem exist, and what can we do about it?
For problems with existing solution actions:

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What is the implementation status of our solution actions – Not started? Partially implemented?
Implemented with fidelity? Completed?
What will we do to improve implementation of our solution actions?
Are implemented solution actions“working” (i.e., reducing the rate/frequency of the targeted
problem to our goal level)?
Is active participant in meeting
Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. Version 2 (2012). The Team Initiated Problem Solving (TIPS)
Training Manual. Educational and Community Supports, University of Oregon, unpublished training manual.
Data Analyst
Roles for Successful Meetings
Before meeting, reviews data


Identifies potential new problems with precision (What, Who, Where, When, Why)
Asks Facilitator to add potential new Problems to list of agenda items for
upcoming meeting
At meeting, makes the following available, as appropriate


Report on ODRs per day per month and “Big 5” reports (to identify/show potential
new problems at broad/macro level)
Provides custom reports to:

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Identify/show potential new problems at precise/micro level
Confirm/disconfirm inferences regarding new problems
Show “pre-solution” data for identified problems that do not currently have
implemented solution actions
Show "solution-in-process” data for problems that do have currently implemented
solution actions
Is active participant in meeting
Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. Version 2 (2012). The Team Initiated Problem Solving (TIPS)
Training Manual. Educational and Community Supports, University of Oregon, unpublished training manual.
Minute Taker
Roles for Successful Meetings
Before meeting

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Collects agenda items from Facilitator
Prepares meeting minutes form
Is prepared to project forms via LCD projector
Sets up room for meeting, table, chairs, internet connection, LCD/document
camera connection
Opens documents needed for the meeting (previous meeting minutes and a
saved copy with current meeting date, data access as needed
At meeting, asks for clarification of tasks/decisions to be recorded in
meeting minutes, as necessary

Is active participant in meeting
After meeting

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Disseminates copy of completed meeting minutes to all team members within 24
hours
Maintains electronic file of team documents
Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. Version 2 (2012). The Team Initiated Problem Solving (TIPS)
Training Manual. Educational and Community Supports, University of Oregon, unpublished training manual.
Team Member
Roles for Successful Meetings
Before meeting, recommends agenda items to Facilitator
At meeting, responds to agenda items
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Analyzes/interprets data; determines if a new problem exists
Ensures new problems are defined with precision (What, Who,
Where, When, Why)
Discusses/selects solutions for new problems
For problems with existing solution actions:

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Reports on implementation status (Not started? Partially implemented?
Implemented with fidelity? Completed?)
Suggests how implementation of solution actions could be improved
Analyzes/interprets data to determine whether implemented solution actions
are working (i.e., reducing the rate/frequency of the targeted problem to goal
level)?
Is active participant in meeting
Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. Version 2 (2012). The Team Initiated Problem Solving (TIPS)
Training Manual. Educational and Community Supports, University of Oregon, unpublished training manual.
Who is Responsible?
Action
Reserve Room
Person Responsible
Facilitator
Recruit items for Agenda
Facilitator
Review data prior to the meeting
Data Analyst
Reserve projector and computer for
meeting
Keep discussion focused
Minute Taker
Record Topics and Decisions on
agenda/minutes
Ensure that problems are defined with
precision
Ensure that solutions have action
plans
Provide “drill down” data during
discussion
End on time
Minute taker
Prepare minutes and send to all
members
Minute taker
Facilitator
Facilitator
Facilitator
Data Analyst
Facilitator
One goal is to be able to walk into any meeting,
with no prior knowledge of team/context,
find and review minutes from previous meeting,
and be ready to take minutes or facilitate “today’s”
meeting…
within 5 minutes of reviewing the previous meeting minutes.
Can you do that with at least one team?
Documentation of Successful Meetings
Meeting Demographics

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Date, time, team members present, team members absent
Agenda
Next meeting date/time/location/roles
Administrative/General Information/Planning Items

Topic of discussion, decisions made, responsible persons,
deadlines
Problem-Solving Items

Problem statement, data used, determined solutions,
responsible parties with timelines of implementation, goal,
how/how often will progress toward goal be measured,
how/how often will fidelity of implementation be measured
Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. Version 2 (2012). The Team Initiated Problem Solving (TIPS)
Training Manual. Educational and Community Supports, University of Oregon, unpublished training manual.
Documentation
Use of Minutes in Successful Meetings
 Logistics
of meeting
 Agenda items for today’s meeting (and next meeting)
 Discussion items, decisions made, tasks and timelines assigned
 Problem statements, solutions/decisions/tasks
Reviewing Meeting Minutes
 Snapshot
of what happened at the previous meeting and what
needs to be reviewed during the current meeting
Visual Tracking of Focus Topics
 Prevents
side conversations
 Prevents repetition
 Encourages completion of tasks
Newton, J. S., Todd, A. W., Algozzine, K., Horner, R. H., & Algozzine, B. Version 2 (2012). The Team Initiated Problem Solving (TIPS)
Training Manual. Educational and Community Supports, University of Oregon, unpublished training manual.
Where in the form would
you place:
• Schedule for hallway
monitoring for next
month
•
Too many students in
the “intensive
support” for literacy
• Status of fights on
playground in last
month.
• Next meeting
date/time.
• Today’s agenda
•
Solutions for a new
problem
Where in the Form
would you place:
• Staff will complete
weekly fidelity
checks
•
Three students are
not meeting daily
CICO goal
•
Parents are not
signing CICO home
report
• ORF scores are too
low for third graders
•
Next meeting plan
for school board
report
Progress Monitoring of TIPS
Beginning of the year, mid year and end of year:
 Complete the TIPS Team Fidelity of Implementation
Checklist
 Create action plans for items that are not implemented
or are in progress
 Use meeting minute form to document plan and monitor
progress
End of each meeting:
 Teams complete short evaluation of the meeting

Document responses on meeting minute form

Make adjustments as needed
Fidelity of Implementation Checklist

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18 item checklist
Three point rating scale
Single response per team
Meeting Foundations, items 1-9
Problem Solving, items 10-18
Results for overall implementation and subscale
scores for Meeting Foundations and Problem
Solving
Use checklist criteria for each item to rate current
level of implementation
30
Pitfalls to Avoid

Define a solution before defining the problem

Build solutions from broadly defined, or fuzzy
problem statements

Fail to use data to confirm/define problem

Agree on a solution without building a plan for how
to implement or evaluate the solution

Agree on a solution but never assess if the solution
was implemented

Serial problem solving without decisions “Analysis
Paralysis”