This how-to document is intended for ISD Transition Coordinators (TCs) and member district Transition Coordinator Contacts (TCCs) and will explain how to access, complete, and submit the B-13 (Secondary Transition) Data Collection activity.

Note: This activity must be completed by a TC or TCC. Catamaran Coordinators and the responsible party at the ISD will be able to view the B-13 Data Collection activity but will not be able to complete it.

Access the B-13 Data Collection Activity

  1. Log in to Catamaran
  2. Access the Data Collection activity on the Tasks Overview (District) or Monitoring Tasks Overview (ISD). Click on the Activity link.
Access the Data Collection activity on your Tasks Overview (District) or Monitoring Tasks Overview (ISD). Click on the Activity link.

View the Student List and Summary Report

  1. From the B-13 Data Collection Menu, select B-13 Student List and Summary Report (download)
  2. Export results to the screen or to Excel and choose Go
  3. To return to the B-13 Data Collection Menu, choose, Close This Page.
b-13 student list and summary report download
Review the Student List

Transition Coordinators: Access a Student List for the Entire ISD

ISD TCs, may want review a list of all students in all member districts in the ISD. Use this to review if there are any Nos on the checklists.

To run the report:

  1. Choose Reports from the dropdown menu beneath the user’s name on the Dashboard
  2. Select on B-13 Student List and Summary Report Download to open the report page.
  3. Next, choose the activity year (March 2020)
  4. Choose ISD (if more than one)
  5. Select Excel to export results, and then
  6. Choose Go.
Reports admin menu
Reports page to select report
B-13 Student List & Summary Report Download page

Complete the B-13 Data Collection Activity

  1. From the B-13 Data Collection Menu, select B-13 Data Collection Checklist Records
  2. Complete a student checklist and choose Save
  • Include information from the student’s IEP as of March 1
  • Reflect initially reviewed data (before any corrections) for each student
  • Include both the Review Date and the Date of the IEP
  1. Use the dropdown menu at the top of the page to select a new student and complete another checklist.
Note: Save each student record before moving to a new record.

Opt Out of a Checklist if Necessary

Every checklist has the option to state, “I no longer have this student’s IEP,” and choose a reason. A student must have graduated prior to March 1 to choose “has graduated”. If a reason is selected, the rest of the checklist will be hidden.

Review the Summary Report

  1. From the B-13 Data Collection Menu, choose B-13 Student List and Summary Report (download)
Note: If checklists are not completed, all or some of the report will be blank.
  1. Review the summary report for any No or blank responses.
Note: A No identifies that item as noncompliant. This will result in a finding of noncompliance and the district will be required to complete a CAP and an SLCAP.
B-13 Student List and Summary Report Download

Upload Student IEP and Documentation

Not every member district will complete this page. If the B-13 Data Collection Menu for the member district does not have a link to the B-13 Student IEP Upload Page, this page is not required for the member district.

  1. From the activity menu, choose B-13 Student IEP Upload Page
From the activity menu, choose B-13 Student IEP Upload Page
  1. Starting from the top of the list, select and upload the fifth available student record.
Note: Available student records are those from the list provided by MDE in Catamaran. If a student is no longer at the district, the record is no longer available.
  1. Upload the student’s IEP and supporting documentation using the Browse button.
  2. Add a document name (student name) and clarifying comments and Save.
Note: At least one document upload is required; however, the district, may upload multiple documents as needed.
b-13 student IEP upload page
Note: Also provided on this page are comment boxes for the ISD and the MDE should the activity need to be returned to the member district.

Submit the Activity

When all the checklists are complete, and the B-13 Student IEP Upload Page is complete, if applicable, submit the activity. ISDs will review and submit the data to MDE to determine if findings should be issued.

  1. Users may Save & Submit the entire activity on either the B-13 Student IEP Upload Page or the B-13 Student Record page depending on the order the work is completed.

Reviewing the Activity (TCs only)

Each ISD may choose to complete this data collection activity in a way that works best for the ISD.

In the past, the activity could have been completed by either the member district or the ISD and then submitted directly to MDE. Because this did not always allow for an ISD to review the checklists before they were submitted to MDE, a review step has been added to the process. This new step will guide the member district in submitting checklists to the ISD before submitting to MDE.

This section reviews how an ISD will complete this review in Catamaran.

Note: ISDs still have the option to either assign the data collection checklist completion to member districts or choose to complete all checklists. If the ISD chooses to complete the member district checklists, then the ISD TC will have the option to submit the checklists directly to MDE.

Access Catamaran

  1. After receiving a system notification that a member district has submitted the B-13 Data Collection activity to the ISD, log in to Catamaran.

Review Submitted Data

  1. Before approving the activity, review the submitted data.
  2. To do this, open the B-13 Student List and Summary Report Download for the ISD and review the responses for each member district.
B-13 Student List and Summary Report Download
  1. Check for any questions where there are any No or any questions that are blank

A No answer identifies that an item is noncompliant. This will result in a finding of noncompliance and the member district will be required to complete a CAP and an SLCAP.

Note: If the member district has not completed all checklists, all or some of the report will be blank. Once the report is exported to Excel, ISDs may choose to filter this report to display districts that have completed checklists.
  1. If the ISD is satisfied that the submitted data are accurate, proceed to the next step.
Note: If the ISD would like to record areas for potential technical assistance under General Supervision, there is now a space of these types of notes right on the B-13 Student Record page.
Compliance Checklist for Secondary Transition showing the TA notes field

Review Uploaded IEPs

  1. Next, review the IEPs that the member district(s) uploaded. ISDs will have only one to review.
  2. To review these, go to Reports to then open the B-13 Data Collection-Student IEP Upload report.
Click on Reports in the dropdown menu under your name
B-13 Data Collection - Student IEP Upload page
  1. See a line for the member district with a link to the uploaded IEP.
  2. To review the uploaded document, select the provided link.
  3. If the uploaded IEP provides sufficient evidence that the checklist is accurate, proceed to the next step.
  4. If the uploaded IEP does not provide sufficient evidence, the ISD may return the activity to the member district. To return the activity,
    • Complete the ISD Comments box on the B-13 Student IEP Upload Page and
    • Select Return for Modifications.
Note: If the ISD disagrees with the member district’s responses on the checklist, the ISD may change district responses by accessing the individual student’s checklist page in Catamaran.

Access the Activity

  1. Access the activity either through the Tasks Overview (district) or through the Monitoring Tasks Overview (ISD).
Dashboard and Tasks Overview showing submitted to ISD
  1. To update a checklist response, open the member district’s activity to make the update.

Open Data Collection Batch Acceptance

  1. Select Data Collection Batch Acceptance from the B-13 Data Collection Menu.
B-13 Data Collection Menu showing batch acceptance
  1. Access batch acceptance to view all submitted checklists from any B-13 Data Collection Menu within the ISD.

Accept Submitted Checklists

  1. Select submitted member district data collection activities that are ready for acceptance.
  2. Choose Accept Data Collection.
  3. Select Close This Page to return to the menu
Data Collection Batch Acceptance page

Approving Users (TCs only)

ISD Transition Coordinators (TCs) may now approve member district Transition Coordinator Contacts (TCCs) in Catamaran.

Once the TCC has completed the new user form, the ISD TC will be notified by Catamaran.

This section reviews how an ISD TC may approve TCCs in Catamaran.

Access the User Approval Page

  1. Log into Catamaran.
  2. Choose User Approval from the dropdown menu located beneath the user’s name on the Dashboard.
Accessing the User Approval page.

Review User Requests

  1. From the User Approval page, review the list of Transition Coordinator Contact user requests.
  • Verified means the user has verified their email address after requesting access
  • Unverified means the user has not yet verified their email address
  • Show All will show all user requests
User approval screen

Verify Requester is at the Member District

  1. As the ISD TC, verify that the individual(s) requesting user access to Catamaran need access to complete the B-13 Data Collection activity.
  2. Do this by:
  • Verifying in the Educational Entity Master (EEM) the individual requesting access is at the member district.
  • Contacting the member district’s special education director.
  1. After determining the individual(s) requesting access to Catamaran should have access, then verify and approve them in Catamaran.

Verify Account in Catamaran

  1. When reviewing the user request, hover over the email address to see if individual already has an existing account in Catamaran.
  2. If the individual has an account, do not take any user approval action. Instead, contact the Catamaran Help Desk for assistance in adding the Transition Coordinator Contact to the user’s existing role.
user approval screen

Approve User in Catamaran

  1. Finally, after verifying that there are no existing accounts in Catamaran, approve the user request.
  2. To do this, select Approve next to the user’s name.
  3. After approving the user request, the user will receive an email confirming Catamaran access.
  4. If during the verification process the individual requesting access to Catamaran should not have access to the system, then deny the request by selecting Deny next to the user’s name.
  5. After denying the user request, the user will receive an email confirming the request has been denied.