iep.online – administration module

IEP.Online – Administration Module

User Manual

Trademarks Trademarked names may appear throughout this document. Rather than list the names and entities that own the trademarks or insert a trademark symbol with each mention of the trademarked name, the names are used only for editorial purposes and to the benefit of the trademark owner with no intention of infringing upon that trademark.

All student information is fictional. Any resemblance to persons, living or dead is purely coincidental.

Copyright © 1998 – 2007 Xperts, Inc. All Rights Reserved.

IEP.Online – Administration Module User Manual i

Contents CONTENTS................................................................................................................................................... I LIST OF FIGURES.................................................................................................................................... IV INTRODUCTION ........................................................................................................................................ 1

USERS......................................................................................................................................................... 1 STUDENTS .................................................................................................................................................. 1 REPORTS..................................................................................................................................................... 1 PREFERENCES............................................................................................................................................. 1 CODES ........................................................................................................................................................ 1

STARTING IEP ADMIN............................................................................................................................. 3 LOGGING IN................................................................................................................................................ 3

Accessing IEP.Online from Administration .......................................................................................... 4 USERS........................................................................................................................................................... 7

USERS BY SCHOOL ..................................................................................................................................... 7 Access Levels ........................................................................................................................................ 8 Locations............................................................................................................................................... 9 Unlocking Records.............................................................................................................................. 10 Reset Passwords ................................................................................................................................. 10 Search by School................................................................................................................................. 10 Add a New User .................................................................................................................................. 10

STUDENTS................................................................................................................................................. 13 Find Student........................................................................................................................................ 13 Student List ......................................................................................................................................... 14 Print .................................................................................................................................................... 15 Archiving Students .............................................................................................................................. 15 Deleting Students ................................................................................................................................ 16 Activating Students.............................................................................................................................. 18

SPECIAL ED REPORTS .......................................................................................................................... 19 Overview of Administrative Reports ................................................................................................... 19

GENERAL REPORTS .................................................................................................................................. 20 Guidance Team Report ....................................................................................................................... 20 Guidance Team Referral Report ......................................................................................................... 20 Eligibility/Amendment Report............................................................................................................. 21 IEP/Amendment Report ...................................................................................................................... 21 504 Reports ......................................................................................................................................... 22 Current IEP Report............................................................................................................................. 22 Current Reevaluation Report .............................................................................................................. 23

RESOURCE REPORTS................................................................................................................................. 23 Case Manager/Level of Service .......................................................................................................... 23 Caseload Counts ................................................................................................................................. 24

MANAGEMENT REPORTS .......................................................................................................................... 24 Record Release Report........................................................................................................................ 24 Disability/Level of Service .................................................................................................................. 25 English Second Language Reports (ESL) ........................................................................................... 25 Year to Date Reports........................................................................................................................... 26 Special Transportation Report............................................................................................................ 26

COMPLIANCE REPORTS............................................................................................................................. 27 IEP Overdue Reports .......................................................................................................................... 27 IEP Review Overdue Reports.............................................................................................................. 27 Triennial Review Overdue Reports ..................................................................................................... 28

IEP.Online – Administration Module User Manual ii

Disability Reports ............................................................................................................................... 28 Testing Accommodations Reports ....................................................................................................... 29 LRE Enrollment Reports ..................................................................................................................... 29 IEP Compliance Reports..................................................................................................................... 30 Eligibility Compliance Reports ........................................................................................................... 30 Ad-hoc Reports ................................................................................................................................... 31 Exporting Reports ............................................................................................................................... 32

PREFERENCES......................................................................................................................................... 35 DISTRICT SCREEN..................................................................................................................................... 36 LOCATIONS SCREEN ................................................................................................................................. 37

IEP.Online Help Desk......................................................................................................................... 39 Special Education Department ........................................................................................................... 39 Special Transportation........................................................................................................................ 40

CALENDAR ............................................................................................................................................... 40 Setting an Administrative Holiday ...................................................................................................... 41 Add a Holiday to the Calendar ........................................................................................................... 41

PASSWORDS.............................................................................................................................................. 42 DICTIONARY............................................................................................................................................. 42

CODES ........................................................................................................................................................ 45 GENERAL CODES...................................................................................................................................... 45

Participant Titles ................................................................................................................................ 45 DEMOGRAPHIC CODES ............................................................................................................................. 46

Federal Disabilities ............................................................................................................................ 46 Birth Country Codes Screen ............................................................................................................... 47 Enrollment Codes................................................................................................................................ 48 Grade Levels Screen ........................................................................................................................... 49 Add a New Grade Level ...................................................................................................................... 50 Edit a Grade Level .............................................................................................................................. 50 Languages........................................................................................................................................... 51 Origin.................................................................................................................................................. 52 Contact Relationships ......................................................................................................................... 53 Withdrawal Codes............................................................................................................................... 54 SIS Status ............................................................................................................................................ 55

ELIGIBILITY CODES .................................................................................................................................. 55 Disabilities .......................................................................................................................................... 55 Evaluation Area Tests ......................................................................................................................... 57 Editing an Evaluation Area Test ......................................................................................................... 58 Creation of Template .......................................................................................................................... 58

IEP CODES ............................................................................................................................................... 59 Goals Progress ................................................................................................................................... 59 Objective Evaluation Method.............................................................................................................. 60 Modification Type ............................................................................................................................... 61 Modification Description .................................................................................................................... 62 Test Name ........................................................................................................................................... 63 Service Description............................................................................................................................. 64 Service Durations ............................................................................................................................... 65 Service Frequencies ............................................................................................................................ 66

CLOSING IEP ADMIN............................................................................................................................. 67 LOGGING OUT .......................................................................................................................................... 67

APPENDIX A ............................................................................................................................................. 69 ASSIGNING CASELOADS TO TEACHERS..................................................................................................... 69

IEP.Online – Administration Module User Manual iii

APPENDIX B.............................................................................................................................................. 73 SKELETAL DATA FROM WESPAC............................................................................................................. 73

User Defined Report ........................................................................................................................... 73 IEP.Online Guidance Team Screen .................................................................................................... 75 IEP. Online Eligibility Screen............................................................................................................. 76

AUTO LOAD FROM WESPAC TO IEP.ONLINE .......................................................................................... 77 “STUDENT” Data Extracted ............................................................................................................. 77 “CONTACT” Data Extracted............................................................................................................. 78

IMPORT FROM IEP.ONLINE TO WESPAC.................................................................................................. 79 Fields Updated for Active & Inactive Students................................................................................... 80 Fields Updated for Inactive Students only .......................................................................................... 83 Special Education Field Relationships ............................................................................................... 84

IEP.Online – Administration Module User Manual iv

List of Figures FIGURE 1: LOG IN SCREEN ............................................................................................................................... 3 FIGURE 2: FIND USER SCREEN......................................................................................................................... 4 FIGURE 3: UTILITIES IEP.ONLINE.................................................................................................................... 4 FIGURE 4: FIND STUDENT SEARCH SCREEN .................................................................................................... 5 FIGURE 5: UTILITIES ADMIN.ONLINE .............................................................................................................. 5 FIGURE 6: FIND USERS .................................................................................................................................... 7 FIGURE 7: USERS BY SCHOOL.......................................................................................................................... 7 FIGURE 8: PROFILE USER SCREEN ................................................................................................................... 8 FIGURE 9: LOCATIONS..................................................................................................................................... 9 FIGURE 10: USER DETAIL SCREEN ................................................................................................................ 10 FIGURE 11: FIND STUDENT IN ADMINISTRATION........................................................................................... 14 FIGURE 12: STUDENT LIST IN ADMINISTRATION ........................................................................................... 15 FIGURE 13: REPORTS LISTS ........................................................................................................................... 19 FIGURE 14: GUIDANCE TEAM REPORT SCREEN ............................................................................................. 20 FIGURE 15: ELIGIBILITY REPORT SCREEN...................................................................................................... 21 FIGURE 16: IEP/AMENDMENT REPORT SELECTION SCREEN .......................................................................... 21 FIGURE 17: 504 REPORT SELECTION SCREEN................................................................................................. 22 FIGURE 18: CURRENT IEP REPORT................................................................................................................ 22 FIGURE 19: REEVALUATION REPORT............................................................................................................. 23 FIGURE 20: CASE MANAGER/LEVEL OF SERVICE REPORT............................................................................. 23 FIGURE 21: CASELOAD COUNTS REPORT ...................................................................................................... 24 FIGURE 22: RECORDS RELEASE REPORT ....................................................................................................... 24 FIGURE 23: DISABILITY/LEVEL OF SERVICE REPORT .................................................................................... 25 FIGURE 24: ESL REPORT............................................................................................................................... 25 FIGURE 25: YEAR TO DATE ........................................................................................................................... 26 FIGURE 26: SPECIAL TRANSPORTATION REPORT........................................................................................... 26 FIGURE 27: IEP OVERDUE REPORT ............................................................................................................... 27 FIGURE 28: IEP REVIEW OVERDUE REPORTS................................................................................................ 27 FIGURE 29: TRIENNIAL REVIEW OVERDUE REPORTS .................................................................................... 28 FIGURE 30: DISABILITY REPORTS.................................................................................................................. 28 FIGURE 31: TESTING ACCOMMODATIONS REPORTS ...................................................................................... 29 FIGURE 32: LRE ENROLLMENT REPORTS...................................................................................................... 29 FIGURE 33: IEP COMPLIANCE REPORTS ........................................................................................................ 30 FIGURE 34: ELIGIBILITY COMPLIANCE REPORT............................................................................................. 30 FIGURE 35: STUDENT LIST REPORT............................................................................................................... 31 FIGURE 36: PREVIEW OF STUDENT LIST REPORT........................................................................................... 32 FIGURE 37: FILE DOWNLOAD ........................................................................................................................ 32 FIGURE 38: SAVE EXPORT FILE...................................................................................................................... 33 FIGURE 39: PREFERENCES – DISTRICT........................................................................................................... 36 FIGURE 40: PREFERENCES - LOCATION CODES.............................................................................................. 37 FIGURE 41: LOCATION................................................................................................................................... 37 FIGURE 42: LOCATION DETAIL...................................................................................................................... 38 FIGURE 43: IEP HELP DESK .......................................................................................................................... 39 FIGURE 44: SPECIAL EDUCATION DEPARTMENT SCREEN .............................................................................. 39 FIGURE 45: SPECIAL TRANSPORTATION DEPT ............................................................................................... 40 FIGURE 46: CALENDAR ................................................................................................................................. 40 FIGURE 47: HOLIDAY DETAIL ........................................................................................................................ 41 FIGURE 48: PASSWORDS................................................................................................................................ 42 FIGURE 49: DICTIONARY............................................................................................................................... 43 FIGURE 50: CODES SCREEN........................................................................................................................... 45 FIGURE 51: PARTICIPANT TYPES.................................................................................................................... 45

IEP.Online – Administration Module User Manual v

FIGURE 52: MEETING PARTICIPANT DETAIL .................................................................................................. 46 FIGURE 53: FEDERAL DISABILITIES............................................................................................................... 46 FIGURE 54: BIRTH COUNTRY CODES SCREEN................................................................................................ 47 FIGURE 55: ENROLLMENT CODES ................................................................................................................. 48 FIGURE 56: GRADES SCREEN ......................................................................................................................... 49 FIGURE 57: GRADE DETAIL........................................................................................................................... 50 FIGURE 58: LANGUAGES SCREEN .................................................................................................................. 51 FIGURE 59: ORIGIN SCREEN........................................................................................................................... 52 FIGURE 60: CONTACT RELATIONSHIPS.......................................................................................................... 53 FIGURE 61: WITHDRAWAL CODE SCREEN...................................................................................................... 54 FIGURE 62: SIS CODES .................................................................................................................................. 55 FIGURE 63: DISABILITY CODES ..................................................................................................................... 56 FIGURE 64: PROGRAM DETAIL ...................................................................................................................... 57 FIGURE 65: EVALUATION AREA TESTS ......................................................................................................... 57 FIGURE 66: ADD/EDIT EVALUATION AREA TEST ............................................................................................ 58 FIGURE 67: GOALS PROGRESS....................................................................................................................... 59 FIGURE 68: OBJECTIVE EVALUATION METHODS ........................................................................................... 60 FIGURE 69: OBJECTIVE EVALUATION METHOD DETAIL ................................................................................ 60 FIGURE 70: MODIFICATION TYPE SCREEN ..................................................................................................... 61 FIGURE 71: MODIFICATION TYPE DETAIL SCREEN ......................................................................................... 61 FIGURE 72: MODIFICATION DESCRIPTION SCREEN ........................................................................................ 62 FIGURE 73: MODIFICATION DESCRIPTION DETAIL SCREEN ............................................................................ 62 FIGURE 74: TEST NAME SCREEN ................................................................................................................... 63 FIGURE 75: TEST NAME DETAIL SCREEN ....................................................................................................... 63 FIGURE 76: SERVICE DESCRIPTION................................................................................................................ 64 FIGURE 77: SERVICE DESCRIPTION DETAIL ................................................................................................... 64 FIGURE 78: SERVICE DURATIONS.................................................................................................................. 65 FIGURE 79: SERVICE DURATIONS DETAIL ..................................................................................................... 65 FIGURE 80: SERVICE FREQUENCIES............................................................................................................... 66 FIGURE 81: SERVICE FREQUENCIES DETAIL .................................................................................................. 66 FIGURE 82: QUITTING IEP.ONLINE ............................................................................................................... 67 FIGURE 83: LOG OUT OF SYSTEM................................................................................................................... 67 FIGURE 84: SEARCH FOR STUDENTS .............................................................................................................. 69 FIGURE 85: STUDENT ROSTER ....................................................................................................................... 69 FIGURE 86: GRADE SORT............................................................................................................................... 70 FIGURE 87: DEMOGRAPHICS.......................................................................................................................... 70 FIGURE 88: CASELOAD TAB........................................................................................................................... 71

IEP.Online – Administration Module User Manual vi

Introduction

IEP.Online – Administrative Module User Manual 1

Introduction The Administration module of IEP.Online is divided into five sections: Users, Students, Reports, Preferences and Codes.

Users In the Users section of the program, you can view a list of IEP.Online users, add new users, assign access levels and print password letters.

Students In this section, you may search for students by any of 24 fields and perform administrative housekeeping tasks on those student records.

Reports In the Reports section of the program, you can select the reports you want to run on the data in IEP.Online. You can run state reports, such as child counts, canned reports like the Level of Service report and general ad-hoc reports.

Preferences The Preferences section of the Admin module stores information about the special education department, location codes, calendar and district information. This information is very important and affects each of the users, child count reports, and student data. Most of the information in the Preferences section is stable and will not change. This data should be entered initially and only changed when necessary.

Codes The codes section of the Admin module stores all of the special education code information that is essential for the setup of IEP.Online and reporting. The code types are Enrollment, Withdrawal, Grades, Programs, Objective Evaluation Methods, Objective Progress, Modification type, Modification description, Test info, Languages, Birth Countries codes.

Introduction


Starting IEP Admin


Starting IEP Admin

Launch the program by entering the IEP.Online website address and clicking on enter. This Login screen (below) will appear every time IEP.Online is launched. A valid user name and password must be entered to use the program.

Figure 1: Log in screen

Logging In

1. Enter your user name in the field labeled User Name. 2. Tab to or click in the field labeled Password. 3. Enter your password in the Password field. For security reasons, asterisks

will appear in the field as you type. Note: passwords are case-sensitive. If you cannot log in but believe you have typed the correct password, check to see if the CAPS LOCK key is depressed.

4. If you change your mind about logging in, close the window. 5. To log in, click Enter or press the Return/Enter key. By default, as an

administrator, you will go to the Find User screen every time you log in. 6. If you would like to get to another tab in Admin on than Users, click on

Cancel to access the other tabs on the left.

Starting IEP Admin


Figure 2: Find User screen

Accessing IEP.Online from Administration

The utilities button is your gateway back to IEP.Online and vice versa. The Utilities will always be available to you while you are in Administration. You can click on it at any time to return to IEP.Online at the same place you left it.

As a District Level user of IEP.Online you are one of the few users that will be able to click on Admin.Online. Whether you click on Admin.Online or IEP.Online, one will always take you back to the place you left off in the other. This makes it easy to quickly move around the many functional areas of the system to assist users in the most effective manner.

To go straight to the IEP.Online side, select IEP.Online from the Utilities drop down menu in the upper right corner of the screen. You will come to the Find Student screen.

Figure 3: Utilities IEP.Online

Click on IEP.Online to return to the User side.

Starting IEP Admin


Figure 4: Find Student Search screen

To get back to the Admin side, select Admin in the Utilities drop down menu.

Figure 5: Utilities Admin.Online

Click on Admin.online

Starting IEP Admin


Users


Users Administrators may add new users, delete existing users, change the access levels of current users and reset password from the Users section of IEP Admin.

Figure 6: Find Users

Users by School Administrators will see the Users by School screen every time you log in to the Admin module of IEP.Online. From the drop down field named School Name, select a school and press Find. A list of all users for that school will be presented. On this screen, you can add users and reset password. To refine the search, enter the Last Name of the user you wish to find. The Last Name you enter need not be complete. You may enter the first few letters of a last name. All users that have those letters at the start of their last name will show up after you click Search. Also, if you enter a % in the last name field, a list of all the users for the District will appear, as shown below in Figure 7.

Figure 7: Users by School

Users


Click on a user name to see the Profile for that user, Figure 8. To return back to the previous screen, click on User list located in the bottom left corner.

Access Levels User access levels are assigned on the user screen. Classroom teachers are typically assigned access to specific students on their caseload. Building level administrators, child study chairpersons and eligibility chairpersons are generally assigned access to every student in their school building which will be checked on the locations tab. On the right side of the screen the user will see different access levels. The choices are administrator functions, read only access, and can unlock records access.

Figure 8: Profile User Screen

User access levels are assigned on the user screen. The levels of access are listed as follows:

1. Classroom teachers are typically assigned access to specific students on their caseload. They are given access to these students by an administrator on the building level who has access. The administrator can assign the caseload on the IEP.Online side for each teacher.

2. Building level administrators, child study chairpersons, and eligibility chairpersons are generally assigned access to every student in their building. A Level 1 administrator can assign access to these building administrators by going to locations under the user’s name and checking the box to the right under the area called Admin.

3. Central Office Administrators have access to all students in the school district. Administrators gain this access by the Level 1 checking the box Administrator Functions. These administrators may also have access to unlock an IEP, if the Level 1 checks the box to the right “can unlock records.”

Users


A user assigned one of the access levels above sees a list of all students in that school instead of just their caseload. These users may also assign students to individual teachers. For instance, a user with Administrative access level at an elementary school may grant other users at that school access to a student at that school through IEP.Online.

Locations The schools will be shown in the locations screen of the Users tab of Admin once populated in the Preferences tab of Admin. Checking a box in front of the school name will grant access to that school for the particular user. If the Administrator is going to assign the caseload to the teacher, than click on save and go to the next user. If the user being added is a Therapist, Principal, Psychologist, etc., who typically would get access to all students in the school, over to the right is a checkbox for Admin access. This is for local school admin access only. Checking Admin does not grant the access to unlock records. A check mark in front of the school will denote the teacher has access to that school. Each individual designated as School Level Administrator (Admin) will have access to all students at that school but will not be able to unlock records. If an Administrator would like to assign ability to unlock records, click back on the profile screen and check the box for unlocking records. To select all of the schools on the current page, click the column heading “Select”. To select the schools for additional pages, click the pagination buttons at the bottom to get to the next page and then click “select” again. To give the current user admin access to each school on the current page, first click “Select” on the left, then click “Admin” on the right side of the screen.

Figure 9: Locations

Users


Unlocking Records If the checkbox for “can unlock records” has been checked for a user, he or she will have the ability to unlock records in IEP.Online. Follow the steps below to unlock a record.

1. Move your mouse over the lock icon until it turns yellow and the line is gray. 2. Click one time and you will receive a message asking you if you would like to

unlock. 3. Click on unlock. 4. Users without proper permissions will receive a message saying they do not

have permission to unlock and to please contact their local administrator if they try to click to unlock a record.

Reset Passwords To reset a user’s password, open the user profile and re-type a new password.

Search by School To search by school, click on find user and select a school. IEP.Online will display all teachers at that school by clicking on Find. If you leave all fields blank and click on find, all users in the system will be displayed.

Add a New User To get to the new user screen, click on the users tab or the find users button, then either cancel or find to get the user screen. 1. Click New User in the lower right corner of the screen. 2. Enter the following information about the user in the spaces provided: login,

password, first name, last name, and job title.

Figure 10: User Detail Screen

3. In the password field, you will need to assign a password to the new user. Instruct

each new user to change his or her password upon initial log in to the program to a

Users


unique combination of alpha and numeric characters at least 6 characters in length and a maximum of 12.

4. By marking the checkbox to the right of the Confirm Password field, you are granting administrative functions to an individual user. It is strongly recommended that this level of access be granted to Central Office or school board administrative staff only. With Administrator Functions, the user can manage users in the Admin database, create reports, have access to all the students in the District, and regulate access levels. Click on create when finished. Once you are on the profile screen, you will see a checkbox to the right asking “can unlock records”, if this is checked Administrators will be granted the privilege to unlock records for staff within the district. Administrators can be set up as administrators and not be able to unlock records.

5. Enter in all of the information in the User box, such as First name, Last name, job title, work location, work phone and work email. By entering in your work email, the system will send email reminders for key dates.

6. Two new checkboxes will appear on the right of the screen; Read only access and can unlock records. If assigning administrators access, check the Administrator box just to the right of the confirm password field and to grant them access to unlock records on the right. Teachers typically do not have the access to unlock records. Users can also be set up with Read only access, which means they can view the records but not edit any of them.

7. Once the schools are added in the preferences tab, then they will automatically populate in the Locations tab.

8. To remove access to a school for a teacher, uncheck the box in front of the school name in the locations tab.

9. Mark the checkbox labeled Admin to the right of the school name in the locations tab. Admin will allow the user to view all students at that school. (Therapists, Psychologists, and Principals, etc)

10. When finished click on either user list to go back to the list or find user to add another user. The system will save all of your information automatically.

Users


Students


Students In the Students section of Admin, you can perform some occasional “housekeeping” on student records as needed. The primary goal of Students is to allow the District level Special Education or Information Technology staff to archive or delete students from IEP.Online as necessary.

If you are a licensed customer, before Archiving or Deleting students, it is recommended that you perform a FULL backup of the IEP.Online database.

If IEP.Online gets student demographic data from your Student Information System (SIS), the program needs to be instructed as to which students are no longer in need of tracking by IEP.Online. Some SIS integrations will provide this functionality for you, many will not. Additionally, SIS systems tend to remove students who have graduated or otherwise withdrawn students from their active list after a year or so and thus will not expose those students to IEP.Online through the demographic import process. Sometimes these students are marked “inactive” in the SIS; in other cases they are actually deleted. In both of these situations it is possible to have “orphaned” students in IEP.Online, that is, students that have special education records but have no reference back into the SIS and thus do not show up on student rosters. The result is students that cannot be found through the normal channels in IEP.Online. This situation is further exacerbated by the different rules that govern record keeping for special education students in relation to the general education population. More often than not, the school division is responsible for maintaining special education student records for a greater length of time than is required for general education.

The Students section of Administration exists to help IEP.Online administrators deal with these issues. The good news is that you should only really need to access this section and perform this “housekeeping” once a year or so.

Any lists generated from the Student section of Administration can be exported by clicking the export button. This function renders a tab-delimited file, which can be imported to other applications or saved to a file.

Find Student

The first time you click on the Students tab, the Find Students screen will display.

Students


Figure 11: Find Student in Administration

The user may recall that this find student screen looks quite familiar. It closely resembles the Find Student screen from IEP.Online with one notable exception. The second row is called Status and this is where you will find IEP, SIS and Plan menus that allow the user to search for students based on some status information not available in IEP.Online. Specifically:

1. IEP -The user can search for students that are active in IEP.Online, have

been Deleted from IEP.Online (through this screen) or both. 2. SIS – The user can search for students that are in IEP.Online and select

the codes used by the Student Information System (SIS) (these are entered in Codes under SIS Status).

3. Plan – The user can search for students with locked plans, unlocked plans or both.

The user can search use additional criteria to filter the students with whom the user needs to work. The reasons you may use these menus will become evident when the user reviews the following sections on Archiving and Deleting students.

Other than these three additional search criteria, this Find Student screen works just like the Find Student screen in IEP.Online. Once the user has entered the search criteria, click the Find button. The next screen the user will see is the Student List.

Student List

The figure below is the Student List as it appears in the Student section of Administration.

Students


Figure 12: Student List in Administration

The information in this list differs slightly from what is displayed in Student Roster from IEP.Online. The notable difference is the Status and Select columns.

IEP Status - This column indicates the student status as recorded in your SIS and indicates whether the student has been archived in IEP.Online. SIS Status – This column indicates the status for each student using the SIS Codes entered in the Codes section of Admin.Online (example: active, inactive, graduated, etc.).

Select - This column allows a user to mark a student or group of students to be archived or deleted. A checkbox for each row is included in this column. Simply click the checkbox on the students on whom you want to perform an archive or delete. The user can quickly select all of the students in the list by clicking the column heading for “Select”. Conversely, you can clear any selections in the list by clicking the “Select” heading a second time.

Print Once you have selected all the students you want to perform an archive or delete on, you may want to print the student list to keep for future reference. Simply click the Print button at the bottom of the screen. The print report will preview on the screen. To send the report to the printer, select the Print menu item from the File menu.

Archiving Students

After a student leaves the school district you may want to archive his or her record. Over time this will reduce the amount of storage needed for active students and help maintain system performance levels.

Students


When does it make sense to archive? A good rule of thumb is to archive special education students that won’t be re-entering special education in your district again. For instance, you may want to archive all special education students that graduated last year or you may want to archive all students that have reached their twenty-second birthday.

It is important to remember that the special education data of archived students will not show up in any reports from the Reports section of IEP.Online Administration. For this reason, you must be extremely careful when selecting students to archive so that they are not eliminated from child counts and exit reports for which they would otherwise have been eligible.

The law requires that special education records be maintained by a school district for five years after the student leaves the district. The archive function allows a user to clean up the database while maintaining compliance at the same time.

Once you have selected a student or group of students click the Archive button to instruct IEP.Online to perform a number of actions on that student. Archiving a student will:

1. Move the student demographic and special education data as it exists in

IEP.Online into archival storage in the database. 2. Remove the student from all caseloads, schools and student rosters. 3. After being archived, student data will not be accessible from IEP.Online

through the standard interface. The archived information will be available at the database level through the standard database interface or reporting tools.

To archive a student or set of students, follow these steps:

1. Use the Find screen to find the student or set of students you want as

described in Find Student above. 2. Select the students you want to archive as described in Student List above. 3. Click the Archive button. 4. You will receive the following message, “Are you sure you want to

archive the selected student(s)?” You must be certain that the students selected for archive are, in fact, not eligible to return to the school district.

5. Once you have confirmed that these selected students are eligible for archive you may click on the archive button to accept that process.

Deleting Students

If you think you want to delete student records from IEP.Online, read the section above about Archiving student records to determine if archiving the student record is a more appropriate move. If, after reading the Archive section, you still think you want to delete those records, read on.

Students


There are a number of good reasons you may want to permanently delete a student record. Most of the reasons revolve around management of students from the demographic level as it pertains to your Student Information System (SIS). Here is sampling of reasons to delete a student record:

1. The student graduated, has no special education records and the

integration with the SIS does not let IEP.Online know when it is time to delete a student from the demographics tables. In this case you would generally still not see the students through IEP.Online in the Student Rosters or other places since they – in all likelihood – have a withdrawal code that has already removed them from all caseloads and schools.

2. The student was entered into the SIS, imported into IEP.Online but never matriculated and never became a student of the school district. As in (1) above, the SIS may not have sent a delete command to IEP.Online for this student.

3. A student was entered in the SIS by mistake and deleted at some point later.

4. The same student was entered into two distinct SIS records but with different SIS student numbers. This can happen in school-based SIS architectures when student transfer procedures have not been followed.

Once you have selected a student or group of students you can click the Delete button to instruct IEP.Online to perform a number of actions on that student. Deleting a student will:

1. Remove the student demographic and special education data as it exists in

IEP.Online from database tables. 2. Remove the student from all caseloads, schools and student rosters.

After being deleted student and data will not be accessible from IEP.Online through the standard interface.

To delete a student or set of students, follow these steps:

1. Use the Find screen to find the student or set of students you want as

described in Find Student above. 2. Select the students you want to delete as described in Student List above. 3. Click the Delete button. 4. A warning will appear on screen that says, “You are about to delete

students. This may include students on other pages. This action is permanent. Are you certain these students should be deleted?”

5. If you are certain that the selected students should be deleted, click on the button labeled “delete”. If not, click the button labeled “cancel”.

Students


Activating Students The activate button is used if you would like to reactivate a student’s record that has been archived or deleted. Simply place a checkmark next to the student(s) that have a status or inactive or deleted and click on the activate button. The page will reload and now their status will be active.

Reports


Special Ed Reports The Admin module provides you with a tool to create reports from the IEP.Online database. The reports are broken into areas: General Reports, Resource Reports, Management Reports and Compliance Reports.

Figure 13: Reports Lists

These reports may contain large numbers of records and take a long time to process. It is recommended that you only run these reports during low-use periods of IEP.Online.

All reports in the administrative tab are exportable by clicking on the orange button labeled “export” in the lower right of the screen, you may then decide how you would like to save the exported file, or import the data into another file format. By clicking on run report the report will appear in an Adobe format and can be viewed or saved as a file.

Overview of Administrative Reports

Run a Report 1. To run a report, click on the report name. 2. Depending on the report you select, you may be prompted to specify criteria,

as shown below. 3. Once you have specified the report criteria, click the Run Report button. 4. To print any of the reports you are reviewing, open the File menu at the top of

the screen and select Print.

Reports


General Reports

Guidance Team Report This report lists, by school, all students with a Special Ed Referral. You may specify the Guidance Team type, date range, school location and student status (archived or not archived) and then run the report or export the file.

Figure 14: Guidance Team Report screen

Guidance Team Referral Report This report monitors the special education referral process. This report can list meeting date, letter date, consent date, and school.

Figure 17: Guidance Referral Report

Reports


Eligibility/Amendment Report This report lists all students with an Initial, Re-evaluation, 504 or FBA Eligibility. You may specify the eligibility type, date range, school location and student status and then run the report or export the file.

Figure 15: Eligibility Report screen

IEP/Amendment Report Select the type of IEP or Amendment report from the drop-down list. Types include Initial IEP, Review IEP, Transfer, Transition, Behavioral Intervention Plan, ESY IEP, Service Plan, Manifestation, Aversive Therapy Intervention and Assessment Review. Narrow down the selection by including the school, the date range, and/or the student status and then run the report or export the file.

Figure 16: IEP/Amendment Report selection screen

Reports


504 Reports This report lists all students with a Section 504 Plan. Specify the plan date range and school and then click on run report or export.

Figure 17: 504 Report selection screen

Current IEP Report This report lists all students with a Current IEP, in a specific school and by Case Manager. You may specify the plan date range, school location, student status and change the sort order, then click on run report or export.

Figure 18: Current IEP Report

Reports


Current Reevaluation Report This report will list all of the students with a reevaluation review, the due date, case manager, grade and school location. You may specify the plan date range, school location, student status and change the sort order, then click on run report or export.

Figure 19: Reevaluation Report

Resource Reports

Case Manager/Level of Service This report will list the students by name, birth date, primary disability, level of service and primary case manager. Select the appropriate type of report such as Resource or Self-Contained from the drop down list. Enter in the date range, a school location and a student status if desired. Click on run report or export.

Figure 20: Case Manager/Level of Service Report

Reports


Caseload Counts The caseload counts report displays all of the teachers in IEP.Online, the number of students on each current caseload and the number of students on their primary caseload. Select the location of the report if you would like to search for just one school. If you would like all of the schools leave the location blank. Click on run report or export.

Figure 21: Caseload Counts Report

Management Reports

Record Release Report This report details the release of records: release date, the person released to, their address and email, the reason for the request, and the person authorizing the release. You may specify a date range, the school location and the student status. You can run the report or export it.

Figure 22: Records Release Report

Reports


Disability/Level of Service This report lists the level of service for all students with any disability and a locked IEP. You may specify the level of service (Resource or Self-Contained), the date range and the school. You can run the report or export it.

Figure 23: Disability/Level of Service Report

English Second Language Reports (ESL) This report will list the students by name, birth date, race, sex, grade, exceptionality, IEP date, LRE, and ESL. Select a date range, location and student statu0073 and then run the report or click on export.

Figure 24: ESL Report

Reports


Year to Date Reports This report will show by school, the number of Locked GT’s, # of Unlocked GT’s, # of Locked Eligibilities, # of Unlocked Eligibilities, # of Locked Plans and # of Unlocked Plans. Select a date range and location. Click on run report or export.

Figure 25: Year to Date

Special Transportation Report Select a date range, location and/or student status. Click on run report or export.

Figure 26: Special Transportation Report

Reports


Compliance Reports

IEP Overdue Reports This report will list students by school, name, date of birth, race, grade, exceptionality, projected due date and case manager. Select a location and then run the report or click on export.

Figure 27: IEP Overdue Report

IEP Review Overdue Reports This report will list students by school, name, date of birth, race, grade, exceptionality, and IEP Review date. Select a date range, location, and/or student status and then run the report or click on export.

Figure 28: IEP Review Overdue Reports

Reports


Triennial Review Overdue Reports This report will list students by school, name, date of birth, race, grade, exceptionality, and Reevaluation date. Select a date range, location and/or student status and then run the report or click on export.

Figure 29: Triennial Review Overdue Reports

Disability Reports This report will list students by school and disability, name, date of birth, race, grade, Eligibility date, and IEP date. Select a location and then run the report or click on export.

Figure 30: Disability Reports

Reports


Testing Accommodations Reports This report will identify the student, disability, birthday, race, gender, grade, IEP date, test name, and accommodations needed. Select the type (WASL, WAAS, etc.), a date range, a location and the student status and then run the report or click on export.

Figure 31: Testing Accommodations Reports

LRE Enrollment Reports Select the type of LRE/educational setting (general classroom, resource room, etc.), enter a date range, select a location and/or student status. Then run the report or click on export.

Figure 32: LRE Enrollment Reports

Reports


IEP Compliance Reports The report is linked with the Status Record dot in the program, and will list all of the IEPs that are 100% in state and federal compliance in IEP.Online. Select a location and then run the report or click on export.

Figure 33: IEP Compliance Reports

Eligibility Compliance Reports This report is linked with the Status Record dot in the program and lists all of the Eligibilities that are 100% in state and federal compliance in IEP.Online. Select a date range, location and/or student status and then run the report or click on export.

Figure 34: Eligibility Compliance Report

Reports


Ad-hoc Reports Select as many criteria as you want or as few as you want to create a report based on the information you seek. It is important to note that criteria you select are added to the filter on which the report is built. For example, selecting a Sex and School Name will search for students of the selected gender AND the selected school. Any students who don’t match both criteria will be filtered out of the report.

Figure 35: Student List Report

1. In the Student Lists sub-section, the following criteria are selected from drop-

down lists: a. Sex b. Location c. Grade d. Disability e. Related service f. Race g. Primary Language h. Home Language

2. In the Teacher section, type teacher’s first and last name in the appropriate fields, and click on run report and you will see a list of students on the teacher’s caseload.

3. Select the type of review that is due: GT, Eligibility, IEP or 504 meeting. 4. Enter the date range (ex: “2/1/2001..2/28/2001”) the review meeting is

scheduled. 5. Select from the drop down list to show Locked or Unlocked records.

Reports


6. Specify the way you want the report sorted – by name, school, grade, race or disability.

7. When you have finished selecting the student list criteria, click Run Report or Export.

Figure 36: Preview of Student List Report

8. The report is generated for preview on the screen. To print any of the pages

you are previewing, open the File menu at the top of the screen and select Print.

You may also choose to export the report generated from the student search. Export the file by clicking on the orange export button in the lower right corner of the screen. Be sure to save the export file created by selecting save in the file menu and identifying the location in which to save the file.

Exporting Reports

1. Click on Export

Figure 37: File Download

Reports


2. Click on Save

Figure 38: Save export file

3. Decide where you wish to save the file. Change the file name to something you

will recognize when finished and add “.xls” on the end of the file so it will save it as an Excel file. Click on save when finished.

4. Click the close File Download window and close the Action canceled screen. 5. Go to you desktop or wherever you saved the file. 6. Double click on the file and it will open up.

Reports


Preferences


Preferences The Preferences section of the Admin module stores information about the special education department, location codes, calendar and district information. This information is very important and affects each of the users, child count reports, and student data. Most of the information in the Preferences section is stable and will not change. This data should be entered initially and only changed when necessary.

The Preferences section of the admin module serves several important functions. This section helps the district level administrator to:

1. Maintain data parity with your Student Information System. The information helps maintain the connection between the district Student Information System (SIS) and IEP.Online. Since IEP.Online imports student demographic information from your SIS, parity with the SIS data is a must. You will notice that many of the codes listed in Preferences have a “State Code” and a “District Code”. The District Codes should always be set to the same values that your SIS uses. For instance, the way your SIS refers to Pre-Kindergarten grades should be reflected on the District side of the Grade Levels tab.

2. Maintain data parity with the State. The information helps maintain the

connection between your State and your District when it comes time to run state reports from IEP.Online. Your SIS may not categorize data in the same manner as the state when it comes to tracking students, schools, withdrawals, etc. The Preferences provide a mapping of the district tracking to the state tracking. This is the reason for the “State Code” side of the entries for things such as schools, grade levels, race codes, etc.

It is important to remember that any change in the Preferences section will have a global impact on the operation of IEP.Online. For this reason, this section should be setup prior to the system going into production at the school division. After that, preferences should be changed only when absolutely necessary and with some forethought about the impact the change may have on end users. Since it changes so rarely, this information is, in most cases, cached for users to improve system performance. If preference changes are necessary, it is advised that they be done after hours while there are few if any users on the system. If there are users on the system while changes are made, they should be advised to log out and log back in so that the changes update in their cache.

Preferences


District Screen Information specific to your school district appears on the District screen. You can edit any of the information on this screen, but you cannot add a new district.

Figure 39: Preferences – District

State Division Code This is the school district’s state division code. This code is often necessary to run state reports – like the child count - correctly.

District Name This is the full name of the school district. This name will print on various forms and letters printed by the system.

Short Name This is the abbreviation of the school district’s full name. This abbreviation will appear on various forms and letters printed by the system. Mailing Address fields This is the official mailing address for the school district. This is usually the Central Office or School Board Office. This address will print on various forms and letters printed by the system. Administrative (Reply to) Email Address Enter in an email for teachers to respond to if they have questions regarding the email sent out for the Timeline reminders.

Preferences


Locations Screen

Students can receive special education services in a wide variety of locations; programs that are operated either by the local education agency or regional programs. Each program that the student attends in the district has unique state and district codes assigned to it. The Locations screen displays this information. To add a location to your district, click the Add location. To remove a school, click the trash can icon for that school located to the right of the location name.

Figure 40: Preferences - Location Codes

Editing School Information Click on a school name to edit the school details shown on the right of the screen.

Figure 41: Location

Preferences


Name This is the full name of the school. This name will appear on printed matter. District Code This is the alphanumeric code by which the school is known in the district. This code should correspond EXACTLY to the school code used by the district Student Information System (SIS).

State Code This is the alphanumeric code by which the school is known in the state.

Short Name The abbreviated name, or more commonly used name, of the school. This name appears in the drop down selection menus, but will not print on forms.

Address This is the street address of the school building. Phone This is the telephone number of the main contact at the school, usually in the main office. Principal, Assistant Principal and/or Designee Select from the drop down list the correct person at each school. The users listed here are those identified with the title of Principal under the User tab. Reimbursable Disabilities All of the disabilities that were selected reimbursable from the codes tab will appear in this box. Click on each of the disabilities and enter in the type and the rate of the disability.

Figure 42: Location Detail

Unit Type – For each reimbursable disability indicate the increments of service purchased (days, weeks, months) Unit Rate – For each reimbursable disability indicate the dollar amount of the units purchased in this format: 75.50.

Preferences


Departments IEP.Online Help Desk The IEP Help Desk information will house the Primary and Secondary contacts for IEP Help Support for the staff and parents. The contact information will appear on certain forms throughout IEP.Online.

Figure 43: IEP Help Desk

Special Education Department On this tab, the local IEP.Online administrator may enter information identifying contact information for key individuals in the Special Education Department. This information will print on any form in IEP that specifies contact information. Click on the department shown on the left of the screen and the details will appear on the right.

Figure 44: Special Education Department Screen

Preferences


Special Transportation The name and phone number for the individual responsible for coordinating transportation services entered on this tab will print on the transportation form in the demographics tab.

Figure 45: Special Transportation Dept

Calendar The Calendar screen in the Admin module is similar to a typical wall calendar: organized by month, with weeks running from Sunday to Saturday. You can record any type of district-wide information on the calendar, but remember that other administrative users can see the information you enter.

Figure 46: Calendar

Preferences


Fill in the school calendar for your district here. Identify all school days that are not counted towards timelines (like no-student days) by clicking on a date in the calendar, then check the “is holiday” box for that day. Holidays are identified in blue, regular business days are white. This will need to be completed each year.

Setting an Administrative Holiday

To change a day from white to blue, or vice versa, click anywhere on the day you want to change. A window will appear: enter in the info and if it is a holiday check the box. By checking the box, then on the calendar the date will appear blue. If you leave it unchecked it will not turn blue and will not affect the timeline dates.

Figure 47: Holiday detail

The days that are shaded white will be used to calculate the due dates for various meetings, so make sure your calendar is accurately kept. After making calendar adjustments, it may take some time for the system to calculate the days for meetings.

Add a Holiday to the Calendar 1. To note a holiday, or other activity, to the calendar, select the appropriate

month from the Month list on the left side and the correct year just below the months.

2. If the day you want to denote is an administrative holiday, perform the actions on that day as directed in setting an Administrative Holiday section above.

3. If it a Holiday but school is still in session like Halloween or Valentine’s Day then click on the date and enter in the Holiday name and do not check the holiday box and click on save.

4. It will automatically be saved by IEP Admin and appear on the calendar.

Any text entered into the Administrative Calendar is for administrative referential purposes only. Normal end users of IEP.Online (those without administrative access) will not see specific information entered onto the calendar.

Preferences


Passwords You are able to set certain criteria regarding user passwords: how often they expire, the minimum and maximum length and whether or not users must include numbers in the password.

Figure 48: Passwords

Password Criteria – Identify if you wish to set a time-out period requiring that passwords must be reset within a specific number of days. Length – Length refers to the length of the password: minimum and maximum number of characters. Characters – Check the box if you want to require a number within the password.

Dictionary Admin.Online includes a complete pre-loaded dictionary, but districts often find it helpful to custom-add some entries that are not among the spellings available. This is particularly useful for commonly used acronyms and abbreviations used across the district. Use the Find button to determine if a word is already in the dictionary. Use the Add button to add any needed words not in the dictionary.

Preferences


Figure 49: Dictionary

Preferences


Codes


Codes The codes section of the Admin module stores all of the special education code information that is essential for the setup of IEP.Online and reporting. The code types are Demographic codes, Eligibility Codes and IEP codes.

Figure 50: Codes Screen

General Codes

Participant Titles Administrators can add their own meeting participants and decide if they should appear in Referral, Eligibility and/or Plan.

Figure 51: Participant types

Codes


Figure 52: Meeting Participant detail

Review the list of participant titles: edit by clicking on the title; delete using the trash can on the right. Click “create” to add new titles. For each title, identify the following:

1. For which areas gt, eligibility, plan) should that title be an option in the drop-down lists of participants?

2. For which areas should that title be required or pre-filled? If you identify a title as pre-filled, it adds that title to the participant list, serving as a reminder to users that they should be inviting the person in their building filling that role, but the title may be deleted from the participant list by the user if needed.

If you identify a title as required, the title will be pre-populated in the participant list, and users will not be able to delete that title from that list.

Demographic Codes

Federal Disabilities

Figure 53: Federal Disabilities

Codes


Birth Country Codes Screen State reporting requirements mandate the designation of race for all students. Each race has a unique alphanumeric code assigned to it. Your district may also assign its own code to the race. The information on the Race Codes screen will display in the Race fields of IEP.Online.

Figure 54: Birth Country Codes screen

District Code This is the alphanumeric code by which the birth country is known in the district. These codes should be precise reflections of the data stored in the district SIS for race codes. State Code This is the alphanumeric code by which the birth country is known in the state.

Description This is the description of the birth country code. Adding/Editing Birth Country Codes To edit an existing birth country code, click on the information in the birth country that you wish to change. You may simply type in the new information. To add a birth country, click the orange create button at the bottom of the screen. A window will appear and you will fill in all of the appropriate fields and click on save.

Codes


Enrollment Codes In the Enrollment Codes screen you will the District code and the State code for Enrollment and a brief description of the code. All of the codes can be deleted by clicking one time on the trashcan to the right of each line.

Figure 55: Enrollment Codes

District Code This is an alphanumeric code used for students entering a school in your district. These codes should be precise reflections of the data stored in the district SIS for enrollment codes.

State Code This is an alphanumeric code used by the state for Special Education students who are entering into the school district and receive special education services in your district.

Description This is the description of the numeric or alpha code assigned to the student's enrollment status. This information appears in the student’s demographics information and in the history tab.

Adding/Editing Enrollment Codes To edit an existing enrollment code, click on the information in the enrollment field that you wish to change. To add an enrollment code, click the orange create button at the bottom of the screen. A window will appear so you can enter in the District and State codes along with a brief description and then click on save.

Codes


Grade Levels Screen State regulations mandate the names of grade levels for students. Each grade level has a unique alphanumeric code assigned to it. Your district may also assign its own code to the grade level in their student management system. The information on the Grade Levels screen will display in the Grade fields of IEP.Online.

Figure 56: Grades screen

District Code This is the alphanumeric code by which the grade level is known in the district. These codes should be precise reflections of the data stored in the district SIS for grade levels. Note it is possible, and in many cases likely, that the district will have more than one grade designation that applies to the same state grade level. For instance, your district may designate pre-school as PK in some places and Pre-K in others in the SIS. You can use this section to map both of those designations to the single state code that defines pre-school. Do this by simply adding one entry for each district designation and use the same state code in each entry. State Code This is the alphanumeric code by which the grade level is known in the state.

Early Childhood Code To designate a grade level as a preschool or early childhood placement, click on the grade level and check the box next to early childhood if the grade has children ages 5 yrs and below. This will change the grade level designation from “no” to “yes” and will prompt the teacher, on the user side of the program, to select an “early childhood” or “school age” placement code. Display Order Display order is the chronological order you wish for the grades to appear in the list.

Codes


Add a New Grade Level Follow the steps below to add a new grade level to IEP.Online:

1. Click Create and a window like below will appear. 2. In the District Grade Level Code field, enter the district code. 3. In the State Grade Level Code field, enter the state code.

Figure 57: Grade Detail

4. Enter in the Display Order you wish for it to appear on the list. 5. Check the Early Childhood checkbox if the grade has students aged 5yrs old

or younger. If 6 years and above leave the box blank and click on save. 6. Enter in the student hours per week for that grade and then click on save. 7. If you wish to remove the grade level, click on the Trash Can icon on that line.

Edit a Grade Level Follow the steps below to edit a grade level in IEP.Online.

1. Click on the grade level you wish to change. 2. In the State Grade Level Code field, enter the state code. 3. In the District Grade Level Code field, enter the district code. 4. Decide if the Early Childhood box should be checked and then click on save. 5. Enter in the total student hours per week for that grade.

Codes


Languages The language codes help identify the student’s primary and home languages, as recorded in the district SIS.

Figure 58: Languages screen

District Code This is the alphanumeric code by which the program is known in the district. These codes should be precise reflections of the data stored in the district SIS for program codes, if any. State Code This is the alphanumeric code by which the program is known in the state. Description This is the description of the language, mandated by the state. This information will appear on the demographics screen and any drop down menus throughout IEP.Online. Adding/Editing Language Codes In Washington, for each of the preloaded languages, click each language with a leading zero in the code, and edit the district code to remove the zeroes. For example, Spanish is pre-loaded with the code 003, edit the code to be 3, and click “save”. To edit an existing language code, click on the information in the language that you wish to change. You may simply type in the new information. To add a language, click the orange create button at the bottom of the screen. A window will appear and you will fill in all of the appropriate fields and click on save.

Codes


Origin

Figure 59: Origin screen

District Code This is the alphanumeric code by which the program is known in the district. These codes should be precise reflections of the data stored in the district SIS for program codes, if any. State Code This is the alphanumeric code by which the program is known in the state. Description This is the description of the origin, mandated by the state. This information will appear on the demographics screen and any drop down menus throughout IEP.Online. Adding/Editing Origin Codes To edit an existing origin code, click on the information in the origin screen that you wish to change. You may simply type in the new information. To add an origin, click the orange create button at the bottom of the screen. A window will appear and you will fill in all of the appropriate fields and click on save.

Codes


Contact Relationships

Figure 60: Contact Relationships

District Code This is the alphanumeric code by which the contact relationship is known in the district. These codes should be precise reflections of the data stored in the district SIS for program codes, if any. State Code This is the alphanumeric code by which the program is known in the state. Description This is the description of the contact relationship. This information will appear on the contacts screen. Adding/Editing Contact Relationship Codes To edit an existing contact relationship code, click on the information in the contact relationship screen that you wish to change. You may simply type in the new information. To add a contact relationship, click the orange create button at the bottom of the screen. A window will appear and you will fill in all of the appropriate fields, if the contact is the Mother or Father check the box and then click on save.

Codes


Withdrawal Codes When a student withdraws from a school in the district, a withdrawal code must be entered in the school district’s student information system (SIS). There are two types of codes that are tracked on the Withdrawal Codes screen: District level withdrawal code and State level withdrawal code.

Figure 61: Withdrawal code screen

District Code This is an alphanumeric code used for students leaving a school in your district. These codes should be precise reflections of the data stored in the district SIS for withdrawal codes.

State Code This is an alphanumeric code used by the state (as defined in the CSRS manual) for Special Education students who are no longer enrolled in the school district and no longer receive special education services in your district.

Description This is the description of the numeric or alpha code assigned to the student's withdrawal status. This information appears in the student’s demographics information and the history tab.

Adding/Editing Withdrawal Codes To edit an existing withdrawal code, click on the information in the withdrawal field that you wish to change. To add a withdrawal code, click the orange create button at the bottom of the screen. A window will appear so you can enter in the District and State codes along with a brief description and then click on save. These codes should be the codes defined in the CSRS manual.

Codes


SIS Status This section is a place to define the codes used within the SIS system to identify the status of a student (examples: active, inactive, graduated, etc.).

Figure 62: SIS codes

Code This is an alphanumeric code used for identifying a student’s status in the district SIS.

Is an active status Each code identifies whether a status in the SIS is an active status (i.e. the student is active in the district) or inactive. An inactive status will not be included in monthly counts, and certain reports. Name This is the description of the code assigned to the student in the SIS system.

Adding/Editing SIS Codes To edit an existing SIS code, click on the information in the SIS field that you wish to change. To add an SIS code, click the orange create button at the bottom of the screen. A window will appear so you can enter in the codes along with name for the code. Check “is an active status” for those codes that denote that the student is active in the district and then click on save.

Eligibility Codes

Disabilities State regulations mandate the names and types of programs by which students with an IEP are identified. Each program has a unique alphanumeric code. Your district may also

Codes


assign its own code to the program. The information on the Disability Codes screen will display in the Disability fields of IEP.Online.

Figure 63: Disability Codes

District Code This is the alphanumeric code by which the program is known in the district. These codes should be precise reflections of the data stored in the district SIS for program codes, if any. State Code This is the alphanumeric code by which the program is known in the state. Description This is the description of the program, mandated by the state. This information will often be listed in drop down selection menus and may print on forms.

Active As changes in state special education regulations occur, occasionally the title of a program will change (i.e. Educable Mentally Retarded to Mentally Retarded). To deny access to the outdated program terminology, you may click on the program and a window will appear. Be sure to uncheck the “is active” checkbox to denote that the status is now inactive. This ensures that the inactive program code does not appear in any drop down menus accessed by users and is not reported in any state reports. Reimbursable To identify a program as reimbursable for the state tuition reimbursement report, check the checkbox when you click on the program name if it is not then leave it blank.

Codes


Adding/Editing Disability Codes To edit an existing program code, click on the information in the program column that you wish to change. That information will become appear in a window and you can make changes as you see fit. Be sure to click on save to save any changes. To add a disability, click the orange create button at the bottom of the screen.

Figure 64: Program Detail

Fill in the District and State code for the program type and the user can view the definition for the program. Enter in the total number of students supported with an Aid or without an Aid in a Resource or Self Contained setting. If you would like the program to appear in the drop down list of program check the “Is Active” box and if it is reimbursable check the box. Select the appropriate abbreviation for the program you are creating.

Evaluation Area Tests The Evaluation Area Tests displays the Psychological Evaluation tests for Eligibility and Reevaluations.

Figure 65: Evaluation Area Tests

Codes


Editing an Evaluation Area Test

1. Click on test name in the list. 2. Edit fields as needed. 3. Select “is active”. Once the template is made active, users will be able to access

the template in eligibility under evaluation. (See instructions in IEP.Online manual.)

Figure 66: Add/edit evaluation area test

Creation of Template Using the admin functionality an administrator can set up a test that can filled out by the users in the eligibility tab in IEP.Online.

1. Select the “create” button. 2. Enter the name of the test. 3. Select an evaluation area. 4. Select an evaluation area category. This along with the evaluation area determines where

this test will appear in IEP.Online. 5. Select whether or not the test is active. Tests that are not active will not be visible to

users in IEP.Online. 6. Enter column headings. A column heading must be present in order for users to enter

data for that column. 7. Enter a row label in the editable field next to the grayed out row. 8. To add another row, click on the “add row” button underneath the row list. 9. Repeat steps 9 and 10 for each row to be added. 10. Rows can be deleted by clicking on the minus symbol in the corresponding row. 11. (optional) Add a note title and note. 12. Click the “save” button.

Codes


IEP Codes

Goals Progress

Figure 67: Goals Progress

Code This is the alphanumeric code by which the goal progress is known in the district. These codes should be precise reflections of the data stored in the district SIS for program codes, if any. Description This is the description of the goal progress, mandated by the state. This information will often be listed in drop down selection menus and may print on forms. Active If there the goal progress is an active progress code then there will be a “y” in the column denoting the progress is active. Be sure to uncheck the “is active” checkbox to denote that the status is now inactive. This ensures that the inactive goal progress code does not appear in any drop down menus accessed by users and is not reported in any state reports.

Codes


Objective Evaluation Method

Figure 68: Objective Evaluation Methods

Figure 69: Objective Evaluation Method Detail

Code Enter in the code for the Objective Evaluation Method. Description Enter in a brief description of the type of objective evaluation for your district. Active If you would like the Objective Evaluation Method to appear on the Objectives screen in IEP.Online, check the box “is Active”. If the code is not active and you do not wish for it to appear as a choice then leave the checkbox blank. Adding/Editing Objective Evaluation Method To edit an existing Objective Evaluation Method, click on the information on the code that you wish to change. You may simply type in the new information. To add an Objective Evaluation Method, click the orange create button at the bottom of the screen. A window will appear and you will fill in all of the appropriate fields and click on save.

Codes


Modification Type

Figure 70: Modification Type screen

Figure 71: Modification type detail screen

Description Enter in a brief description of the type of the modification for your district. Testing If you would like the Modification type to appear in the Testing tab as a modification for testing in IEP.Online, check the box “is Testing”. If the code is not a modification for testing, then leave the checkbox blank. Active If you would like the Modification type to appear in the Modification bank in IEP.Online, check the box “is Active”. If the code is not active and you do not wish for it to appear as a choice then leave the checkbox blank. Adding/Editing Modification Type To edit an existing modification type, click on the information on the modification that you wish to change. You may simply type in the new information. To add a modification type, click the orange create button at the bottom of the screen. A window will appear and you will fill in all of the appropriate fields and click on save.

Codes


Modification Description

Figure 72: Modification Description screen

Figure 73: Modification Description detail screen

Description Enter in a brief description of the type of the modification for your district. Type Select the type from the drop down menu for which the description should fall under for the Modifications bank. Adding/Editing Modification Descriptions To edit an existing modification description, click on the information of the modification that you wish to change. You may simply type in the new information. To add a modification description, click the orange create button at the bottom of the screen. A window will appear and you will fill in all of the appropriate fields and click on save.

Codes


Test Name

Figure 74: Test Name screen

Figure 75: Test Name detail screen

Description Enter in a brief description of the type of Test for your district. Type Select the type from the drop down menu for which the description should fall under for the Modifications bank. Alternate Check the box if the test is used as an Alternate Test on the testing tab. Adding/Editing Test Codes To edit an existing test code, click on the information in the test that you wish to change. You may simply type in the new information. To add a test, click the orange create button at the bottom of the screen. A window will appear and you will fill in all of the appropriate fields and click on save.

Codes


Service Description

Figure 76: Service Description

Figure 77: Service Description detail

District Code This is an alphanumeric code used for service description in an IEP.

State Code This is an alphanumeric code used by the state for Special Education services.

Description This is the description of the numeric or alpha code assigned to the student's service description. This information appears in the services tab of an IEP. Type Select the type of the service from the drop down menu.

Codes


Service Durations

Figure 78: Service Durations

Figure 79: Service Durations Detail

The services durations screen is a view only screen. These are set up behind the scenes in the database. The Service durations has to do with the service increments when adding in a service in an IEP.

Codes


Service Frequencies

Figure 80: Service Frequencies

Figure 81: Service Frequencies Detail

To add in a service frequency, click on create in the bottom right corner. Enter in the name of the Frequency, the number and what the base unit should be. Click on save when complete. The frequency will appear in the services tab and usually are weekly, daily, bi-weekly, and monthly.

Codes


Closing IEP Admin Logging Out You can exit IEP.Online from any screen within the application.

1. Click on the Utilities button in the top right corner of the screen. Click on log out.

Figure 82: Quitting IEP.Online

2. You will see another box, confirming that you would like to log out of the system.

Click log out.

Figure 83: Log out of system

Codes


Appendix A


Appendix A

Assigning Caseloads to Teachers Once you have set up all of the Preferences, Calendar, Users and assigned schools to the teachers on the Admin side, it is now time to assign caseloads to the teachers on the user’s side. Follow the steps below: 1. You will come to the Find Student Search Screen, shown below.

Figure 84: Search for students

2. Select a school from the drop down list and click on find. 3. Next you will come to the Student Roster screen where the all of the student’s that

attend the particular school you selected will be displayed. The student’s will be displayed in alphabetical order.

Figure 85: Student roster

Appendix A


4. If you would like the student’s to be displayed by grade in chronological order, then click on the word grade at the top and it will turn blue and put your entire student roster in order by grade.

Figure 86: Grade sort

5. Find your student and click one time on the student’s name. You will come to the

demographics screen shown below.

Figure 87: Demographics

6. Click on the caseload tab on the top shown below.

Appendix A


Figure 88: Caseload tab

7. All of the teachers that are assigned to that school will be listed. Click in the Primary User circle next to the teacher who is the Primary Case Manager for that student. If the student sees more than one teacher, be sure to check the square box next to those teachers name so they can access the student’s IEP.

8. To remove a teacher from a caseload, simply uncheck the box, has access to Student and/or Primary User box.

9. The last thing you will need to do is to make sure the primary case manager is identified. Simply click in the circle where it says “is primary user”.

10. When you are done with that student, click on the orange student roster button in the bottom left corner and select another student.

11. When you are finished with all of the students in the particular school you selected, click on Find Student to select the next school.

Appendix A


WESPaC Information


Appendix B

Skeletal Data from WESPac Districts will need to enter the required special education information into IEP.Online for their students currently being served. The data entered will allow districts to begin using IEP.Online for existing students when their next IEP becomes due. If the district has been using the Special Education module in WESPaC, the data will be available in a report format. Using the Special Education User Defined Report, the district can select the fields needed, dependant on usage of the corresponding fields in WESPaC. The fields can be listed in the order of entry and the students sorted as needed.

User Defined Report Student Management / Special Services / Special Education / Report Options / User defined Reports (Exported to Excel) / By Range

(1) Student Options / Status ° Select only “Active”

students

(2) Fields ° Data to include will

depend on what is being maintained in the WESPaC system

° Include enough student information to identify the student

WESPaC Information


(3) Subsys / Special Education

° Include students

active in special education

Report will be displayed in EXCEL which will allow sorting by any of the fields that have been selected. The entry screens for the Skeletal Data will be initiated when the client selects a student from the list and clicks on the “plan” tab on the left hand side. The first screen displays when the client clicks on the “create” button in the bottom right hand corner.

WESPaC Information


IEP.Online Guidance Team Screen

Field Label Description WESPaC Field or Default Value Request Date This equates the student’s referral date.

This date must be at least one day prior to the Eligibility Meeting Date. One day less than the Completion Date of the most recent Evaluation Record -- OR -- Start Date of the Evaluation Record if prior to the Completion Date

Eval Completion Date [se-stu-eval.assmt-compl-due-date] minus 1 day Eval Start Date [se-stu-eval.evaluation-start-date]

Decision Same for all students “Refer to Evaluation Group” Meeting Date Same as the Request Date Same as Request Date Meeting Time Not relevant for the skeletal data Defaults to current time Type Same for all students “Special Education Referral” Consent for Evaluation

Same for all students “Consent”

Consent Date Permission given for Evaluation if tracking in WESPaC -- OR -- Evaluation Completion Date of the most recent evaluation

Eval Permission Date [se-stu-eval.eval-permission-date] Eval Completion Date [se-stu-eval.assmt-compl-due-date]

Click on “create” and the information will be saved. The second screen for skeletal data will be displayed for data entry.

WESPaC Information


IEP. Online Eligibility Screen

Field Label Description WESPaC Field or Default Value Eligibility Meeting Date

Evaluation Completion Date of the most recent evaluation

Eval Completion Date [se-stu-eval.assmt-compl-due-date]

Eligibility Meeting Time

Not relevant for the skeletal data Defaults to current time

Decision Same for all students “IDEA” Type Same for all students “Initial” Disability Primary

Student’s primary disability (description)

Primary Handicap Desc [se-stu-eval-handicap.special-service-id]

Click on “create” and the information will be saved. This completes the Skeletal information for the student. The next screen displayed is for creating the student’s first IEP in IEP.Online.

This is where the teachers start entering information when the student’s IEP becomes due. Click “cancel”.

WESPaC Information


Auto Load from WESPaC to IEP.Online Demographic information is extracted from the WESPaC Student Information System every evening after backups. The data is loaded into the IEP.Online database automatically. FOR ALL ACTIVE STUDENTS (Includes all active – basic and special education – students and students that have withdrawn in the previous 30 days)

“STUDENT” Data Extracted

Path: Student Mngmnt / Student / Student (Name Table) • Student Last Name • Student First Name • Student Middle Initial

Path: Student Mngmnt / Student / General 1 tab

• Sex (Gender) • Birthdate (Date of Birth) • Origin (Race) • Grade • Primary Language (Language) • Birth Country

Path: Student Mngmnt / Student / Entity tab

• Attending School (Student’s Default Entity) • Homeroom • SIS Status (Status)

Path: Student Mngmnt / Student / Family tab Information for the student’s number one family, number one guardian

• Address (Address, SUD, PO Box) • Address2 • City • Zip (Zip Code) • Zip4 (Zip Code plus Four) • Home Phone (Primary Phone) • Emergency Phone (Second Phone) • Home Language

WESPaC Information


“CONTACT” Data Extracted

Path: Student Mngmnt / Student / Family tab One record will be created for each guardian in all family groups for a student

• Contact Relation (Guardian’s Relationship to the Student) • Contact First Name • Contact Last Name • Home Phone (Primary Phone) • Home Address (Address, SUD, PO Box) • Home Address2 • Home City • Home State • Home Zip • Home Zip4 (Zip Code plus Four) • Work Phone (Second or Third Phone, type = Work) • Cell Phone (Second or Third Phone, type = Cellular) • Pager (Second or Third Phone, type = Other) • Custodial Status (Yes marked on Family #1, Guardian #1)

Path: Student Mngmnt / Student / Entry/With tab

• Enroll Date (Student’s most recent Entry Date from their student E/W record for their default entity)

• Enroll Code (Entry Code) • Withdrawal Date • Withdrawal Code

Path: Student Mngmnt / Student / WA/NCLB tab

• Student Number (StID) • SSID (State SSID Number)

Path: Student Mngmnt / Student / WA/NCLB tab / Student Programs button

• LEP (Yes, if the funding source is “BLE” and the program start date is less than the current date and the program end date is blank or greater than the current date. No, if any of these conditions are not true.)

WESPaC Information


Import from IEP.Online to WESPaC The process to import the special education data from IEP.Online into the WESPaC Student Information System must be requested by the district. Once requested, WSIPC will activate the process to run nightly after the WESPaC backups. The data is automatically updated into the WESPaC Special Education module to allow the district to produce the required state reporting. NOTE: For a special education record to import from IEP Online to WESPaC, all required forms must be complete and locked for the record to be selected during the import process. When data is imported into WESPaC the program logic checks for a student record in the Special Education module. This check uses the Student ID in IEP.Online and finds a match in WESPaC. If the Student ID exists in the Special Education module, their information will be updated or added to the current special education records. If there is no matching Student ID in the Special Education module the program will check for a matching Student ID in the Student system.

If a record exists in the Student system, the student will be added to the Special Education module as a new special ed student. If a record does not exist in the Student system, the IEP.Online information is rejected and reported on the Update Log.

WESPaC Information


Fields Updated for Active & Inactive Students

Evaluation Information:

Import Logic: The import will look at the Eval Compl Date field to determine if the Evaluation information is a match. If the information: • Matches – the import will verify and update the current Evaluation record • Does Not Match – will create a new Evaluation record with new information

• Need Special Ed flag = Yes • Eval Start Date • Case Due Date = Eval Start Date + nn (number of days set in District Special Ed

Configuration) • Next Evaluation Date = 3 years from Evaluation Complete Date • Start Next Evaluation Date = nn (number of days set in District Special Ed

Configuration) prior to Next Evaluation Date • Status of Evaluation = Complete (code = COM) • Type of Evaluation = Evaluation or Reevaluation • Eval Compl Date = the date the Evaluation became valid for the student • Agency where Enrolled • Special Ed School, the Entity where the student is receiving Special Ed services

WESPaC Information


Disability(s):

Import Logic: The import will look at the Eval Compl Date field to determine if the Evaluation information is a match. If the information: • Matches – the import will verify and update the current Disability information • Does Not Match – will create a new Disability record

• Disability Code • Primary Disability indicator

NOTES:

• The import process will verify that the code is a valid state Disability Code • Both IEP Online and WESPaC allow for multiple Disability Codes to be applied

to a student. However, the import process will only import the Primary Disability Code for the student.

WESPaC Information


IEP Information

Import Logic: The import will look at the IEP Begin Date field to determine if the IEP information is a match. If the information: • Matches – the import will verify and update the current IEP information • Does Not Match – will create a new IEP record information

• IEP Begin Date • IEP End Date • Educational Environment (LRE Code)

WESPaC Information


Fields Updated for Inactive Students only

State Report Information

• Exit Code, why did the student exit Special Ed • Exit Date, the last date they attended Special Ed services

NOTES: Two Exit Codes will be used in the import process:

• DNQ = Ineligible for Services – OR – • ST = Services Terminated

WESPaC Information


Special Education Field Relationships

WESPaC Field Description IEP.Online Field Eval Info Need Special

Education Checked = Active in Special Education Unchecked = Inactive in Special Education

Eval Start Date Date the parent gave permission to conduct the evaluation

Initial = GT > Consent for Evaluation Reeval = Eligibility > Consent for Evaluation

Next Evaluation Date Eval Compl Date + 3 years Start Next Eval Date Next Evaluation Date minus

the # Days defined in District Special Ed Configuration

Case Due Date Eval Start Date plus # Days defined in District Special Ed Configuration

Status of Eval Complete (COM) Type of Evaluation Initial or Reevaluation Eligibility Type Eval Compl Date Eligibility > Meeting

Info > Date Agency where Enrolled District of database being

updated

Spec Ed School Updated with the student’s default Entity / School

Disability (s) Disability Code Primary Disability Primary Disability Yes IEP Info Begin Date Planning > Start Date End Date Planning > End Date LRE Code LRE > Code State Report Agency of

Responsibility District of database being updated

Exit Code Ineligible (DNQ) Section 504 (DNQ) Services Terminated (ST)

Eligibility > Decision

Exit Date Eligibility > Meeting Info > Date

NOTE: Gray areas indicate that the WESPaC field is calculated, derived or a default value is being used.

iep.online – administration module

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