- And I will share my screen.
Okay.
So hopefully you've made it to the right place.
And if you're on this morning,
you're hoping to learn about SWIS,
the School-Wide Information System
for recording behavior data within your school,
so if you are new to SWIS, this'll be great for you.
If you have some specific experience,
there's also some information about some new features
that you might not be aware of.
So hopefully we'll meet everyone's needs.
If you have any questions throughout,
feel free to just type them in the chat box
or raise your hand.
If it's a more complicated question you wanna ask out loud,
feel free to show or hide your video.
And we are recording.
So the recording will be posted on the website,
the same length that Sherry has been putting in the chat box
in a few days after it gets captioned.
So today we are going to go over what is SWIS exactly,
how you would use it to make database decisions
and build out your decision-making process
within your school.
We're gonna do a demo on the actual SWIS website,
which is housed within PBIS applications.
We are gonna talk about the option
of doing paperless referrals
for those of you who might not be using paperless referrals.
Talk a little bit about how SWIS
might be a little bit different during COVID
and then point you in the direction
of some resources and support,
and then leave some time to answer any questions you have.
So I'm just gonna launch a quick poll,
just to get a sense of your current familiarity with SWIS.
So either or never used it, explore it a little,
or maybe we've got some pros in the room
who are using it a lot, but just wanna refresh her.
Awesome.
So it's a definitely a mix there's people that have answered
each of those and pretty evenly split between never used it
and use it frequently.
So (laughing) we'll see.
- Yeah, I didn't see the poll.
Did everybody else see the results of the poll?
- Well, so they saw the poll question.
Because you're a host, you don't see it.
- Okay, thank you.
- But I'm not seeing an option to share the results.
Maybe once I end it, I can see.
Oh yeah, so now I can share the results.
So you shouldn't see the results now.
Okay.
Alrighty.
Whew!
I don't know if you guys are seeing something funky,
but I am.
There we go, okay.
So SWIS, like I said,
stands for School-Wide Information System
and the goal of the software is to improve behavior support
within your school
by giving the school personnel that needed the accurate,
timely and practical information.
So it's getting the right data into the right people's hands
at the right time so that they can make decisions
about how they might alter the school environment
based on data rather than just kind of the hunches
that you might have.
But we do encourage schools to kinda take this hard data
hand in hand with the anecdotal data you're getting
from families, students, staff,
to be able to kinda do a check against the hard data.
So sometimes you'll find
that something doesn't quite ring true in SWIS
and that usually is an issue of data collection
might not be happening accurately in all areas.
And so it's really important
to kinda get that anecdotal data as well,
to provide a check of the hard data
so that you're not making decisions
just based on the hard data
that might not be fully accurate.
And so, like I mentioned,
we're not just thinking about keeping these as records,
but really how can we use this data to make decisions?
And the reason we would like to improve
our decision-making process
is so that we are really responding consistently
when problem behaviors occur and are able to monitor
patterns across the school.
That really is the advantage of SWIS
over some other softwares,
is that ability to see school-wide data
really quickly and easily.
And just so you know,
we don't actually like we're not selling SWIS.
We don't get anything for schools using SWIS
except for better PBIS implementation.
So when schools have this easy access to their data,
because they have chosen to use SWIS,
we find that they are more able to implement PBIS
in the way that it was intended,
because they're able to make these database decisions
and allows you to point out some areas of the building,
whether it might be physical areas like a location
or a chunk of students, maybe by grade level or by gender,
or based on time of day,
where more support might be needed for your students
and help staff understand why problem behaviors
might be continuing.
So getting them to start to think about function
of behavior,
and what's the perceived motivation behind the behavior
and how can we make sure we're not inadvertently reinforcing
the behavior because we're not sure of the function.
It also has some really great tools
to look at disproportionality by race, ethnicity,
disability, gender, and other characteristics.
So I'll show you where that exists within the system,
but I'm not gonna get super
into the race and ethnicity reports
because they're a bit more complicated.
And PBISApps creates trainings and videos
based on smaller kinda chunks of information like that.
So I'll show you where you can find to watch a video
about the race or ethnicity reports.
So that's why we are really supportive when schools
are able to access SWIS because it really can boost
their decision-making processes.
So however SWIS is not a direct replacement
for the SLDS reporting system to the state.
So if you are using SWIS,
you still have to submit your data to the SLDS.
And so there is some potential double entry,
but I'm gonna talk about potential solution to that too.
But this really is data that you are using on a daily,
weekly, monthly basis, versus for SLDS
that's more about reporting to the state
what needs to be reported as part of compliance.
So they serve two different functions.
So we really are looking to make some decisions
that are gonna have an impact on our student behavior
and improve our school climate,
improve the safety of our school
and the satisfaction of students and families and staff.
And the first step to that is really figuring out
a precise problem statement.
So what are we really looking at as the problem
and the way that we're gonna do that in SWIS
is by being able to look at the data
by the who, what, when, where, why, how often,
and that why piece is that perceived motivation,
which is definitely something that distinguishes SWIS
from some other systems.
And once we get that precise statement,
getting really clear about that and getting agreement
across the team of what exactly the problem is
that we're looking to explore.
So in the past,
you might've thought you had a problem or seen a problem
and jumped right to solution finding.
And by using SWIS and by using
the Team-Initiated Problem Solving process or TIPS,
we're hoping that you kind of slowed down
that problem solving process or decision-making process
to really include some problem solving
and looking at that precise problem statement,
coming up with some solutions and then having an actual
action plan for how you're gonna address that problem,
when are you gonna come back and look at the data again,
who is gonna do what by when,
rather than just kind of hoping that something changes
because you've developed a solution.
So now I'm gonna jump onto the PBISApps website
and you will see, even if you haven't used SWIS before,
if you have access the Tiered Fidelity Inventory,
the self-assessment survey, the school climate survey,
you might be familiar with this website
because those assessments are also housed on PBISApps.
And then there's also another program
that we use at the state level called PBIS Eval,
which allows us to look at the statewide results.
So I'm gonna do a new share and share.
Oops, sorry.
Let's see.
Okay.
So can you see SWIS now?
Okay.
So when, oh,
I'm just gonna get out of my slideshow
on my other screen.
Okay.
Oh, I got logged out.
Let's see.
If you have not yet purchased SWIS
and are looking to kind of explore what it looks like,
you can go to PBISApps.org and go to demos,
and that's gonna allow you to see some pretend data.
So I would go into SWIS Suite
and it's slow (laughing) loading.
- Especially in the beginning of the year
when everybody's getting on SWIS, it seems really slow.
- Yeah.
And so I'm able to see pretend data
for pretend school for SWIS, for CICO and for I-SWIS.
So if you have SWIS and are exploring
whether you would want CICO or I-SWIS,
you also can see the demos
for those right within here as well.
So this is what comes up when you first start
your SWIS dashboard.
You're able to see your average referrals per day per month.
So obviously we've only had two months of the year so far,
and you can see that in August,
they had 1.5 referrals per day per month.
So that's kind of your average,
and you're hoping to see some decreases across the year.
But what we find is they're often spike in December,
spike in March,
some fairly predictable patterns,
which after you've used SWIS for a few years,
you'll see in your own data and you can do some work
to preventatively plan for what you might do in those months
to help increase the likelihood that your students
are gonna exhibit positive behaviors
rather than some challenging behaviors.
You can also see your referrals by time.
So if this was my school,
I would be looking at one o'clock,
what's happening then could be something
like fifth grade recess is happening at one o'clock
and our students are really having a lot of challenges
during fifth grade recess.
Then by location,
and the kind of trick of hand with location is classroom
is generally the highest because students
are in the classroom for the most part of the...
majority of their day
and it requires the most demands on them
for most students,
some students it's the unstructured times
that are more challenging, but in most of your schools,
you'll generally see classroom being the highest.
If there's ever a location that is higher than classroom
or close to as high as classroom,
you know that that's a big concern because the chances
that maybe they're only spending 30 minutes total
across the entire day in the hallway
and you're still seeing that many referrals,
that would be an indicator of concern.
And even though classroom is always highest,
you don't just wanna brush it off and say,
"Oh, we know classroom is always highest."
We're not gonna address that.
We wanna have really strong PBIS practices
within the classroom to try to reduce that number
throughout the year.
Then you can see by day of week.
And because this is pretend data,
there are some in here on Saturday,
but if you were to ever see Saturday or Sunday,
unless you have Saturday school or something,
you would know there was a mistake in your data somewhere.
Then by problem behavior,
so this can be really helpful to develop
some focus behaviors for your entire school.
What are we really working on?
Maybe using kind language in this school.
And you'll see down below,
there are Ms in front of some of them,
and that means minor.
So a minor disruption is registering there on the chart.
Referrals by grade level.
So this is a third through eight school
or only grades three through eight
have received referrals this year so far
and then by student.
And obviously you can't see the students' names
on this general dashboard,
but you can get a sense for,
okay, we've got a bunch with only one.
We've got a few with two referrals
or three referrals so far
and then we have one student that is really struggling
in a standing out and has already gotten
seven referrals this year.
So you would definitely wanna be looking at what can we do
to provide more support to that student.
You also can see up here where it says latest referrals.
Those are the ones that have come in most frequently.
And when I was in a school,
I don't know if it's changed
or if it's just the way it's showing
'cause it's the app demo.
The student's name also came up here.
And so that was really helpful for me as a school counselor,
to be able to get a quick look at this and see like,
"Oh my gosh,
my poor second graders gotten six referrals
in the past two days.
I better go check in."
And then you can double click
on the referral here to get more information
about what it looks like and when it was
and where it was and all of that.
And the most important part of coming onto SWIS
as a new SWIS school is developing your systems
for how you actually get this information.
So how do you design your...
we're calling them behavior observation and data forms now
rather than office discipline referral,
because they often didn't include the office at all.
So it was a bit of a misnomer
and referral kind of has a confusing connotation.
So some people see it as really punitive
and you got a referral.
Other people see it as I'm referring you
to get more support, which may or may not be the case
if a student was receiving an office discipline referral.
So the behavior observation and data form,
we feel like captured the kind of intent of this,
because we're really looking to collect this information
to be able to make some better decisions,
rather than as a punitive, like I'm gonna write you up.
It's more about I'm gonna write this down
because this might indicate
that a student needs more support.
So before you kind of get to this step,
your school has done some work to get ready for SWIS.
So on our website,
we have the details about what you would need to do
to get ready.
One of those steps is designing
your behavior observation and data form,
and also developing the system behind it.
So is it paperless and teachers are completing it online?
Is it on paper?
Where did they find it?
Where did they turn it in?
Those kinds of things.
And then do staff have an operational definition
for what each of these behaviors mean?
So you don't want a second grade teacher
writing that something was defiance
when the third grade teacher would be calling
that disrespect.
So SWIS outlines what the definitions
of these behaviors are,
but you wanna take that to the next level for your school
and really have staff sit with those definitions
and kinda titles of behaviors and really calibrate
among staff so that each staff
is recording the behavior accurately.
And that takes time.
So your first few months of data collection,
you might see some variability,
but as people get more comfortable and used to it,
hopefully that improves.
Okay, let's see.
And then the last, well, there's two more things on,
you'll find on your dashboard.
One of them is data integrity summary.
So this is kind of where some mistakes within SWIS,
for some reason.
So you can see the two that the school has right now
are around school enrollment.
And there's one problem with one of the referrals.
So the school enrollment one,
I'm gonna talk about a little bit more,
but you'll see down here,
they tell you where was the problematic data?
So for school enrollment,
they didn't put in how many students were in their school
for all of these years.
And then a specific referral,
it flags it when it might be a duplicate.
So if you double click on it, you can see
oh, it's the same student, the same staff member,
same location, same time.
This must have just been a double entry by accident
and you can either edit or delete the one that is duplicate.
So I'm gonna get into a school enrollment in a minute,
but that's important.
But there also is a way to kind of wipe
some of these errors.
So if you are a school that maybe you had SWIS
from 2011 to 2018, and then you stopped having it,
and now you have it again, you might say like,
"Oh, we don't really care what happened prior to 2018."
You can ask SWIS to ignore some of these errors
so that they're not always showing up as a notification
on your dashboard.
And when you need to go back to your dashboard,
you can either click SWIS Suite or dashboard
and it'll bring you back here again.
The last thing you'll find on the dashboard
is this paperless referrals section.
So if you have chosen to develop a system
for paperless referrals and you are one of the people
who's designated to receive those referrals and review them,
you will have a box up here saying if you have any referrals
that require your attention, and if you click on it,
it brings you to your referral management system.
So if you are not a person who's been designated
as needing to review referrals, you won't have any of this.
And like an individual teacher wouldn't have any of this.
This is only if you're someone who's been designated
to review referrals,
and I'm not gonna get super in depth
into paperless referrals 'cause not every school uses that.
But like I said, for the other thing,
there are specific videos related to paperless referrals
that really walk you through step-by-step
how you would do that.
Okay, so now how do you add a person to review?
I'm gonna show you where that is.
So the first thing I'm gonna show you
is person management.
So you'll see here there's dashboard,
which is where we've been.
There's add a referral.
So if you are someone who is inputting referrals,
this is where you would do it.
And I'm not gonna talk about it right now,
but something you might wanna pay attention to
is Custom Fields over here.
So if you are inputting referrals,
that's where you find those custom fields
and there's lots of decisions you have to make as a school.
So for instance,
are you going to collect major behaviors and minor behaviors
or just majors?
Are you gonna ask staff to write notes
about what they observed and if so,
are those notes gonna end up in SWIS
or are you gonna only keep them on the paper version
of the form?
So that's what I'm talking about,
about kinda those systems you'll develop
before you even get into SWIS.
And if you have been using SWIS for a while,
it's always a good idea at the beginning of the year
to review those systems and make sure
that they were working for people.
So sometimes you might find
teachers were feeling really overwhelmed and they were
writing a page of notes for every referral.
That's not what you should be looking for in most cases,
unless it's a really serious bullying, harassment,
something that requires documentation of that kind.
And this is where all that data gets fed in
that we saw on those big seven reports.
So location, time of day, all that kind of stuff.
And then if you are using paperless referrals,
it will ask you,
are you sending this to your default reviewer,
the person who has been designated as the default,
or are you changing it to someone else
needs to review this one?
So maybe the default reviewer is the principal,
but you want the school counselor to be the first one
to see this behavior observation data form for some reason.
And then you can either save it,
you can send it for review,
you can save it as a draft,
or if it were something like a fight or something
where multiple kids were involved
and the form was gonna be very similar for several kids,
you could click and copy,
and then you'll get another copy where you can change
the student's name and any information
that's different for that student.
And the way that students end up in this chart
is also different depending on what your school chooses.
So you could choose to import your entire roster
of students,
or you could choose to only input someone
as they get a referral.
So that is that plus sign.
This kid was not in the list already.
So then the person entering the referral would have to enter
all this information about them.
So that would require your data entry person to have access
to information like their race, ethnicity, 504 status,
those kinds of things.
So it just kinda depends on who's designated
as your data entry person,
whether we might have a district data person
who can work with you
to really easily import your whole roster at once.
It's kind of up to you, how you decide to do that,
and I'll show you where that happens.
So heading back to the dashboard in a minute,
we're gonna go to view reports and drill down,
but I'm gonna start in tools.
So in tools you have account settings and school settings.
Account settings are just for you.
So whoever you're logged in as yourself,
you will see these account settings for yourself,
you'll see your access levels first with CICO, et cetera.
You'll decide if you're somebody
getting referrals sent to you,
how you wanna get your notifications.
And then just some things about
do you want first name, last name, those kinds of things.
So those will only change for you
if you change something in here.
The school settings will change for everyone.
So I will go into school settings.
And so only the people who are designated as SWIS admin
will have access to change the school settings.
And you don't really wanna do that
without making some decisions
as a team for some of these things.
So you can change,
maybe now you have Pre-K and you wanna collect data
for your Pre-K students.
You could change that here,
if any of your background kinda contact information
changes for people, you can update it there.
And then these two are really important in order to be able
to get all of the graphs that you wanna have access to.
So the first one is school days.
And when we were in remote learning,
this got really tricky because you might not have been,
or even the days where you had Wednesdays as remote days,
you might not have been expecting teachers
to record behaviors on remote days.
And so the number of days that's reflected here
is number of days you would expect teachers
to submit a behavior observation data form
if something happened.
So you can see this looks like a pretty typical year
where they had between nine and 19 school days per month.
If you had a snow day,
if you know the boiler broke
and you weren't in school that day,
if you had to go remote those kinds of things,
you wanna try to keep this as up-to-date as possible
and go in every few months
to adjust whether anything changed.
School enrollment has gotten a little bit trickier recently,
depending on what settings you have clicked on.
So before it was just a pretty much total school enrollment,
but now, if you were using those disproportionality graphs,
you have an opportunity to...
if you want those graphs to populate,
you have to fill in your enrollment
by these different categories.
So I'll show you the race/ethnicity one,
but you would click on Total Race/Ethnicity,
and then whoever is inputting this would have to have access
to your school-wide data in terms of how many students
identify as these various races
and ethnicities to get your total.
If you don't feel that in you won't have the option
of getting those graphs, same with gender.
And now there is an opportunity to have a student identified
as non-binary, transgender or other,
and so that will also allow you to get graphs around that,
IEP status and English language learner.
So the way, basically these will only show up here
if you have identified that you would like to collect
that data about students.
So you'll see here in general,
do we want to know about 504 race, ethnicity,
English language, all of these?
So if for some reason maybe you don't have access
to whether they're an English language learner,
you would go in and turn that off and say No, and save it.
We can't save it 'cause it's a demo account,
and then English language learner would not show up
in the school enrollment part that I was just showing you.
Same with using additional gender options.
It's defaulted to yes, but if you wanna change that,
you would have to change it in here.
If you decide you're gonna import
your entire school roster at once,
rather than inputting students, one by one,
you would turn on Use Person Import.
So you can see that that one says yes.
So there's some background settings like this
that you'll kinda need to go through for your school.
You should only need to do this once not every year,
versus some other things you'll have to do every year
like school days in school enrollment.
Lots more options in here.
For instance,
do you want staff to be able to put two behaviors
on one behavior observation data form or not,
or more than two?
And then I said I would talk about custom fields.
So you might find that there is a piece of data
that is not in SWIS as it stands that you wanna be able
to customize something.
So for instance,
you might wanna know more than just it happened
in the hallway.
You might wanna know which hallway it happened in
or you might wanna know
not just that a parent was contacted,
but how they were contacted
or what type of technology violation.
So I'll go into ad here and you can see,
oh, I thought maybe if I click on Hallway,
so you can see for hallway, they have put in,
was it the East Wing, West Wing, blah, blah, blah.
And so if you wanted to add another one,
maybe you forgot to put in one of your hallways,
you would add it over here.
Or if you have a totally new custom fields you wanna add,
you would go to add here, and then you would say,
"Okay, I wanna add something around which cafeteria it was."
If you have multiple cafeteria,
it's probably not in Vermont,
but now it brings you into this new one for cafeteria
and you would add your labels over here.
So Cafeteria A,
I can't save it 'cause it's the demo account,
but you would add them here
and they would start showing up over here.
So your data entry person needs to be aware
of this custom fields section
so that they know to look over to the right
and designate when it sees certain categories
that might have more information about them.
Yeah, so now you can see cafeteria showing up here.
- Right, and just to be a little bit more clear,
all of that shows up on the data entry form.
So if you're tryna fill out a form for a student
that had a problem behavior in the hallway,
that will come up as an option, which hallway.
So once you've put it in there,
it then shows up on your observation data form.
- And it should show up on your paper form.
If you're doing paper,
they should have the option of circling,
okay, this was a Hallway A,
so that the data entry person knows.
This is where you would turn on
if you're gonna do paperless referrals.
So again, I'm in, where am I?
School Settings, SWIS, all the way at the bottom,
Referral Workflow, Referral Workflow Enabled.
Yes.
Then you have to decide, are you gonna allow teachers
or any school staff to enter minors
and they go directly into the system
or is every form that has staff inputs reviewed by someone?
So that's just a decision you make.
I would say at the beginning, you wanna say no.
Every form that gets put in someone has to review it.
So that way you make sure that the staff are understanding
how to fill it out.
This is where you add a referral reviewer.
So if I click here, you can see in this school
Frank, Simon and Demo are the referral reviewers.
So you would add whoever you would like.
They have to be in as a user already.
So they would show up in this list
and then you could save it.
Let's see if it lets us do it.
No it doesn't, but you would be able to save it.
And then if you wanna change who the default reviewer is,
so that's the person who's gonna show up.
When staff input every form, they would have to change it.
If they want it to be Simon or Frank, you would go into,
let's say, we wanna make it Frank,
you can say set as default and now Frank,
it won't let us do it.
But Frank would be the default.
So is that clear, Catherine,
how to add a person to be a reviewer?
I dunno if she has her video on.
Okay.
I'll keep going.
But if you have, okay, thanks.
CICO settings you would have if you were using CICO,
but we have a webinar about CICO next week,
and I'll get to Tina's question in one second.
Data integrity is where I was talking
about this ignoring part (laughing).
So remember they had an issue
with their school enrollment records.
They might choose to unclick these and say,
"We wanna ignore records created prior
to September of 2018."
And then that would get rid
of all of those error messages for that.
Okay, so now I'm going to...
Okay.
What it means to have one person as the default.
So I'll show you on the referral form.
So if you're using paperless referrals in the background,
you'll have set up each teacher with a SWIS account
and they don't get to see all
of what a real user on SWIS is seeing
what we've been seeing,
all they will see when they log in is this.
So they'll be able to enter a referral
and then they'll be able to see all of the referrals
that they personally have entered.
So they can't see the graphs,
they can't see anybody else's referrals,
they can only see their own.
So I'll show you where you set it up for them
to be a SWIS user for referral entry only.
But when they log in as a teacher, staff person,
they will see your form like this.
They'll fill out the whole form themselves.
And then when they get to send to default reviewer,
they'll check off, yep.
I wanna send it to the default,
if they don't,
if they wanna send it to someone else,
that would show up here.
So there'll be a dropdown
and they would be able to select who they are sending it to.
So you can see Send for Review,
right now it's designated as myself
because I'm the demo user.
I am the default,
or if I wanna send it to someone different,
I would select it there.
It's not letting me do it because I didn't fill out
any of this information up here.
But that's where the teacher would change,
okay, I want this one to go to Frank in particular,
for some reason.
Let's see.
Does each staff person need a login?
Yeah, so I'll show you where you set that up.
Okay.
I'm gonna go back to the dashboard, back to tools.
We've done account settings, school settings.
Person Management is where we will see our student list,
our staff list,
and if there's any non-staff people
that need to be listed here for some reason.
So I'll click on Student List and you can see this school
probably input every kid rather than inputting kids
as they go.
And there's a way in the really backend of SWIS
to do that person.
And it's called Person Import.
So I'll talk in a minute.
If you wanna do that on a district level,
it's called data link.
If you wanna do it on school level, Person Import,
but basically it walks you through how to pull this data
from your student information system,
like Power School or School Tool or whatever you use,
Infinite Campus, directly into SWIS like this.
And then sometimes you'll need to switch things around.
So maybe you got a new student
and you just wanna add them individually here,
maybe Rhonda's last name was misspelled.
So you wanna edit her.
Maybe she moved.
And so you wanna put her as inactive
and you only wanna put someone as inactive,
oh, sorry, as archived if you know for sure
they're not coming back.
So maybe they were a fifth grader and they've moved
on to the middle school.
If someone moves and it's possible
they're gonna come back,
you wanna list them as inactive
until it's for sure they're not coming back.
If you see there was a mistake and someone was in here
and then someone else inputted them
with a slightly different name and you wanna merge them,
you can merge the two records.
So now anybody that was entered as Rounda or Rhonda,
those records will be merged to one.
If a student needed to be deleted, same thing.
You only wanna do that if you know for sure
they're not coming back and you could print the roster
if you wanted.
This is showing all of our active students.
But if you want it to show inactive or archived,
you would check those off and then you would have
any student that's ever been in SWIS.
And then same for staff and for non-staff.
And this is helpful because then when the data entry person
is putting who completed this referral,
they're selecting from these names
that have already been inputted.
It looks like Sherry's answering that question.
Let's see.
- So great answer from Catherine here.
- Yeah, so are you trying to delete a staff that has left?
Yeah, so I'm guessing that when they left,
they still had referrals that they hadn't submitted
that were in draft mode.
And so that's why it's not letting you delete them.
If you email us,
I bet we can get PBISApps to kinda override and say like,
the staff member has left.
We can't log in under their name and delete these referrals,
but we're trying to delete this staff member.
So if you email and we can try to work on that for you.
Okay.
Let's see.
Now that was just so that their names would show up
when you're inputting a referral,
just because their name is in staff list
does not mean they have referral entry only access.
In order to get them referral entry only access,
you have to go way over here to use our management.
And this is where the referral entry only stuff happens.
So for you guys who are on the phone,
you probably are either SWIS admins or data analysts
or data entry people,
so you'll have that role indicated here,
but for your staff who you want to be able to input
referrals on their own,
you're gonna go to invite referral entry only users
and put there.
So it might be that you've already input your staff
and you're gonna select them.
And let's see, I think down at the bottom here,
it says invite.
Oh, up here, Send Invitation.
So you wanna have their information already loaded
in here, their name and email address,
and then when you click Send Invitation, it's saying,
you're gonna give these people a referral entry only.
They're gonna get an email
for them to set up their SWIS account.
And then if you go back,
they should show up as referral entry only now.
You also can do it this way.
So let's say, I wanna add these three people,
You can say add referral entry only access here.
And it would have sent them an email.
If you wanna remove referral entry only access,
you can do that here too.
Okay.
Let's see.
I'm now gonna get into viewing specific reports
and then drill down.
But like I said,
there's lots of more information on each of these steps
in PBISApps, so I'll show you where to get that too.
But if you wanna look closer at one of those seven reports
that were on the first page, those are all listed here.
So I'll just go into one of them.
I'll go to problem behavior.
You can see it like we did on the first page,
but you can manipulate it more.
So you might say, "Okay, I only wanna look at September."
So I'm gonna say a start date of September 1st
to September 10th.
And maybe I wanna see only the major referrals.
And I wanna show the values.
So once you've changed anything down here,
you have to click Generate Again
and you can see it's generating.
And now it's showing me only majors and only September.
So any time you change something here,
you have to generate it
and then you're seeing,
and then down at the bottom is the data table.
So you can see it as a graph and then as a table.
So you can see by proportion 37% of our referrals
in September were harassment, which was six referrals.
Now you could do that for all of those top seven.
Then there's also additional reports down here that give you
a little bit different information.
So maybe you wanna see your average referrals
across the years or location across the years,
the staff report,
only people who are designated as SWIS admin
will be able to see.
So this is showing us that only two staff members
have written referrals this year,
and it's not showing by name,
but if we want the names to show,
we would click Show Names and generate
and then the names will show at the bottom.
And the way that someone might use this
is looking at who has written a lot of referrals.
Might they be needing some additional support
in their classroom?
Maybe they have a really tough group of students that year
and who hasn't written any?
And does that seem accurate?
Like, are they a staff member that maybe doesn't interact
with students very often?
So that makes sense.
Or are they a teacher
and they've just chosen that they don't want to participate
in this system of documenting behaviors?
So both of those might be something to look at.
And you can see,
this is actually only the staff that have written
at least three referrals.
So if you wanna change that to any staff,
whoever in at least one,
then you would click Generate and you might see more.
So now you can see this many staff have written
throughout the year.
Before it was only showing us these two
because they were three or higher.
This is also where you'll find the ethnicity reports,
the equity reports,
and I'm not gonna go into detail here
because it's pretty in depth,
but there's a variety of reports that you're able to access.
And it has this cool thing called interpretations,
which basically puts your data into sentences for you.
So for instance,
of the six students identified as American Indian,
17% have at least one referral.
So that is a pretty great (laughs) feature
to help you really understand what you're looking at.
So, like I said,
there's lots of more information about how to use
those equity reports.
And we actually have a recorded video
of one of our Vermont schools going through the process
of looking at their equity data.
And we don't have it in a super easy to find way right now,
but we're working on getting it out of the presentation
that it was part of,
but that team is also gonna be presenting
at the October forum on October 7th,
about how to use SWIS equity reports, which is great.
These are really important for end of year.
So your triangle report to see how many students fall
within the various categories,
zero offices of one referrals, one, two, et cetera.
And you're looking for it to be around 80, 15, 5.
But that only works at the end of the year, really.
Okay.
The next most important thing is the drill down.
So this is how you're really gonna be able to do that.
Who, what, when we're problem solving.
So I'm gonna use their last year's data because right now
there's not very much data in here.
So I pulled over 2020 to 2021.
But for you, you'll just keep this current year's data here
and you would wanna include that in the data set.
And now I'm gonna generate,
and I'm gonna see all of their data down below
from last year, and I can change what I'm looking at.
So right now I'm looking at location,
but I can change it to any of these various things,
perceive motivation, probably behavior, all of those.
Then I might say, okay,
I'm really interested in what's happening in the classroom
because that was the highest location by far.
And so I'm gonna pull over into this
including dataset classroom
and I'm gonna generate again and down below
now I'm only seeing classroom.
And so I might change it to, okay, well,
what are the behaviors we're seeing in the classroom?
Okay.
Inappropriate language and defiance.
So I might pull over both of those behaviors.
So in problem behavior, I'm seeing now defiance,
I can double click and inappropriate language.
I think it's listed as something else over here
that always trips me up.
Okay, I'll just keep it just defiance for now.
And now I'm gonna generate again.
And now I'm only seeing defiance that happened
in the classroom.
And I might say, okay,
are we seeing any differences in grade level?
Okay, looks like six and seven
are really struggling with this.
So I might pull over grade six and seven,
six, and seven and generate again.
And now I might be curious,
what is the motivation behind this defiant behavior?
Okay, they're avoiding tasks.
So now I'm in a place where I could start to design
an intervention around task avoidance behavior,
because I understand what I'm looking at.
So our sixth and seventh graders are struggling
with defiance and their function of behavior
is avoiding tasks.
How might I design an intervention
that's going to allow them to meet that function
without exhibiting defiance?
And you wanna be careful that you are still looking
at a school-wide issue.
So if I had drilled down this far and now I was only looking
at two students,
I don't wanna design a school-wide intervention or a sixth
and seventh grade intervention around two students.
But we're looking at 25 students, 41 referrals.
It's a pretty significant issue.
And you can see down below who the students were,
who the staff were, all of that information.
So this drill down tool,
you just kinda wanna get in there and play around.
You can't really mess anything up.
You just clear it and it's gone.
You can save report templates.
So if you know you're gonna wanna pull the same report
every month, you can save it.
And then up here, you load that same report.
So they knew they wanted to look at who was getting tardy
or skip referrals in the hallway every month.
And so then you just load that report
and it loaded it all for you.
So you didn't have to pull over
all of these things every time.
There might be a situation where you want to exclude
a particular student or particular grade level
from your dataset for some reason.
So maybe Pre-K
is getting all of these physical aggression referrals,
but you know that's like developmentally appropriate
and that's what they're working on and whatever,
you don't wanna design a school-wide intervention
around physical aggression,
because really it's just the Pre-K.
So you might wanna exclude Pre-K from your dataset.
So instead of pulling them into include,
you would pull them over to exclude.
And now when you see the report down here,
that's without Pre-K data.
Let's see.
Did I miss anything and drill down?
I don't think so.
My best advice is to just start playing around with it.
Okay.
Just wanna make sure I didn't miss anything.
Okay, if you wanna see a particular student's data,
you go to Tools and under data, Student Dashboard,
and now I can pull up a particular student
and see all of her information
from the past year show up here.
But these charts down below are only from this year.
So you can see, she doesn't have any referrals this year.
If I change it to last year,
I can see some more data down here,
so I can see she largely was looking
to obtain peer attention,
over the course of the year,
here's when her referrals occurred,
the types of problem behavior, et cetera.
And then what were the actual referrals?
And I believe, yeah, you can print.
And so you choose what you would like to print.
If you wanna actually print each of the information
about each referrals, you would click here as well and all.
And then you get a report just for that student.
Whoops!
Probably shouldn't have clicked print
'cause I'm not actually gonna print it.
But so that's a great tool
if you're looking to bring data for a targeted team meeting
or EST or IEP, anything like that.
Let's see.
And then I'm just gonna show you
where you get those videos that I was talking about.
Oh, this is one of the most important things.
When you first get to PBISApps,
it is confusing how you log in.
So this black bar at the top over on the right hand side
will say something about logging in.
And that's where you log in.
If you're just on PBISApps home,
which I'll show you like this,
and your name is not showing up here,
that means you're not logged in yet
and you won't be able to get to your school's data.
You have to click in the black bar to log in first
and then SWIS Suite will show up here,
and that's how you get in.
Then let's see, what was I gonna show you?
Oh, so this is where you'll find
all those videos and things.
So for instance, resources, videos,
and then you can choose, okay, I'm talking about SWIS.
So I'm gonna only look at videos related to SWIS.
There's a whole video for making custom reports
and drill down.
There's a whole video for custom fields.
There's a whole video for paperless referrals.
So these are like maybe eight minute videos
that guide you through anything.
If you have a new person entering referrals,
send them this one, it's really, really awesome.
And then they also have user guides
and things like that in publications,
teach by design as a blog that comes out every other week.
Super, super great resource.
So I'm gonna stop sharing that and go back
to my PowerPoint quickly.
(clicking)
Okay.
Oh, invoices are due October 1st.
So that will also show up on your homepage.
We did all of this.
We did paperless referrals.
If you're interested in paperless referrals, email Ann,
and we'll send you a standard email that we send everyone
that has the three videos you wanna watch
if you're gonna set up paperless referrals.
Oh, sorry.
And this is what it will look like.
If you are a referral reviewer, you'll see which ones
might need more information,
which ones need an action taken
and then open, print, save.
Maybe you wanna send it to someone else.
I doubt you'd wanna delete it,
but if it was a duplicate or something, you could delete it.
So SWIS during COVID,
obviously this is different than last year at this time
when we were presenting this,
but there was some question about,
should we still be documenting behaviors?
If we're remote, if things are complicated,
the basic message is you still need data
about what's working and not working for specific students
and for your school overall.
And so if your staff have the capacity
to be able to do this,
even though it takes some more time upfront
for them to be able to collect this data,
hopefully it's gonna save them time in the long run,
because you're gonna be able to change some environments
to better meet the needs of the students
based on where challenges are occurring
and be able to get support where it's needed.
So again, you might wanna consider paperless
so that you're not actually having paper forms
that everyone is touching.
You might need to add remote learning as a location
if you wanna collect behaviors during remote learning,
if remote learning happens again,
and then thinking about whether different behaviors
look different during COVID.
So this says online behaviors,
but it also could be now maybe includes bullying
about someone wearing a mask or something like that.
So looking at your behaviors
and seeing whether any are different
for some reason this year.
And then, like I said, updating your school days
if something happens where there's a day,
that behavior data is not being expected to be collected.
And you might wanna go back and do that for last year,
if you had SWIS last year
and didn't do that because your charts will not be accurate.
- Kayla was asking about PBIS on an iPad.
And I really am not sure about answering it.
We've definitely had trouble with different browsers,
Safari though, I think should be fine.
Perhaps you can email us Kayla
and we can do some problem solving.
- Yeah.
This was what I was talking about,
about how districts can now upload both school rosters,
staff and student, but also referrals.
So if there was some reason your school
wanted to input your referrals
into your student information system,
like Power School or Infinite Campus,
rather than into SWIS,
there now is a way for your district data people,
to be able to set up for that to happen
in case you were having to do double entry before.
If that's not the case,
then you just enter them directly into SWIS
and you're fine.
But if that is a problem,
you can look into something called data link, oh, sorry.
This should say if you were a single school,
not a single tool,
but single schools can upload using person input.
However, if your student information system
doesn't have something like perceived motivation
or time of day or something is missing,
then your school information system has to change
before you can do this direct input.
You can't use custom fields if you decide to do this.
So that's something to keep in mind.
And then in this PowerPoint
where it says more information here
is a link to how to do that.
Catherine's asking if there's a way to upload documents.
And I think maybe we have an email from you
that we haven't answered yet.
I believe the answer is no, unless you're using I-SWIS.
So if you're using I-SWIS which is for individual students,
you can upload their IEP.
Like you said, if they have a safety plan,
something like that,
that can all be housed in here in I-SWIS
but I don't believe there is a way to do that in SWIS.
- And I just wanna be sensitive to time.
So if some folks need to go, it's 10:03.
We'll be sending an evaluation to ask how this went for you.
And sorry, we went a little bit over there so much,
and it's okay if it all doesn't make sense,
because eventually it will.
And yeah, I'll let Amy just finish up,
but we understand if you need to leave.
Thank you.
- Yes.
PBISApps also offers trainings,
So especially like around the equity reports,
that might be a good one to attend as like a live training.
So you can ask questions and that's found on their website.
This is that teach by design blog.
And then this year, they also have a podcast.
If you're really into learning more about this,
but it's not just about data.
It kinda goes beyond.
It's more about PBIS in general.
And then there's the support page where you can search,
like I'm looking for paperless referrals
and it will help you find information in the PowerPoint.
This is a link to learn more
about team initiated problem solving,
a link to the flyer for our leadership forum
on October 7th, we have day two days coming up.
So one is a webinar and one is right now scheduled
to be in person,
which really helps you dive into your own school's data.
And then there's also coaching available
if you'd like more support around SWIS.
But if you have questions first,
try to do a little research on your own
with those resources on PBISApps.
But if you're spending more than 10 or 15 minutes,
tryna figure out something on your own,
just contact Ann,
but we are fielding a lot of requests
so if it's something really urgent,
you can reach out to the PPISApps staff.
They may just direct you back to us,
but you can try that route.
Okay.
Any questions I'm gonna stop sharing so I can see you,
but it's really fast.
Luckily we're recording.
So you can go back and watch this if you want,
or just go to one of the PBISApps videos,
and hone in on a part that you were confused about.
I'm happy to answer any questions.
There's some more resources that are posted
on the website at the link.
Sherry shared like an activity book that you can go through
to practice using it guidelines for motivation of behavior
and a drill down worksheet.
Let's see.
I will put the link into the chat box again.
Oh, share again.
- Actually, I don't think that's the specific one.
I kinda messed up earlier.
It just, yeah, just gotta click on.
Oh, that's right.
That one's right.
- Okay (laughs).
- It's a lot.
So be patient with it
and ask your friends who've been doing it for a while.
'Cause it's really wonderful once you get it.
You'll also see the term ODR a lot,
Office Discipline Referral.
And we're really tryna shift out of that,
but some you'll see a lot of PBIS materials,
that term Office Discipline Referral.
We're just so trying to move away from writing up students
and moving toward writing down concerns
that we might wanna explore further later.
We'll stay on if you have any more questions,
otherwise have a great Friday.
Short week.
Bye Tina.