Contents. Overview of Enhancements 3. New Affirm / Attest Process 5. New Look of the Future IEP 9. New Look of the Current IEP 10

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2 Contents Overview of Enhancements 3 New Affirm / Attest Process 5 Affirm/Attest Links Can Be Found: 5 Affirm Process: 5 Step 1 - Initiate Affirm / Attest: 5 Step 2 - Verify meeting Information: 6 Step 3 - CASEMIS Error Check: 7 Step 4 - Select Forms: 8 New Look of the Future IEP 9 New Look of the Current IEP 10 New Look of the Historical IEP 10 Parent / Legal Guardian Signature 11 Affirm Process: 11 Current IEP: 11 Dates Tab: 11 New Addendum Navigation Links 12

3 Updated Affirm/Attest Process We have clarified the Affirm / Attest process. No additional steps have been added to the existing Affirm Process, the new screens simply define the Affirm process better. o o o o Step 1: Initiate Affirm Process Step 2: Verify Meeting Information Step 3: CASEMIS Error Check (if applicable) Step 4: Selection of Forms Used for Meeting A new field has been added to denote if the IEP has been signed by the parent/legal guardian at the time of the Affirm. This new field has been added to Step 2: Verify Meeting Information page; which is where users select the purpose, meeting dates, and plan type. This new field is a Yes/No check box denoting if the IEP has been signed by the parent/legal guardian. The Parent/Legal Guardian Signature on Current IEP field will be displayed on the Dates tab of the Student Record, directly below the Date of Last Complete IEP Meeting (Last_IEP) field, and is available in the Search for Students function. If parent/legal guardian did not sign prior to affirming the IEP, SEIS recommends staff update this field once signatures have been obtained, as well as adding a comment on the affirmed Current IEP list page. The CASEMIS error prompt has been updated to separate the number of Errors vs. Warnings count on the CASEMIS A tab to ensure all Errors are corrected, while Warnings should be reviewed and data verified for accuracy. We had many suggestions to add a feature that allowed you to preview the PDF of the IEP that will be generated at the Affirm. We had many users state that this would assist with making sure that all the correct forms used for the IEP were included before the Affirm was completed. This new feature has been added to Step 4: Selection of Forms Used for Meeting. Users will be prompted to preview the selected forms before the Affirm is finalized. This PDF preview process will enable users to verify they ve selected the correct group of forms used for the particular meeting with options to Submit if all appears accurate or Reset selection if forms need to be added / removed.

4 The look of the IEP Listing page has been revamped! Future IEP: Clicking the Future link from the Student IEPs search results will take you to the Future IEP Forms List page. A new Student Info header has been added which displays pertinent student information. This header gives you quick access to the following: Student s Name, DOB, SEIS ID, District ID, and School of Attendance. The Instructional information box has been updated. A link to View Current IEP has been added for ease of navigating between the Future IEP and the Current IEP. The Attachments section has been moved up to the right of the list of forms rather than at the bottom of the page, eliminating the need to scroll, and a third column was added to this grid displaying the name of the user who added the attachment. Current/Historical IEPs: The Current and Historical IEP Forms List Pages also have a new look. There is a similar Student Info header which displays information about the IEP including the Meeting Date, Date Attested, Plan Type, Purpose, and whether the IEP has Attachments or Addendums. We have improved the comments box by making it more visible and easier to edit. The box is now a multi-line text box giving users more space to see what has been typed into the comments box. o There is also a reminder note in the comments box of the CURRENT IEP indicating if the IEP was not signed at affirm/attest, once a signature is obtained, to update the IEP Signature field on the Dates tab. A link to View Future IEP has been added for ease of navigating between the Future IEP and the Current IEP. A link has been added next to the Addendum section to Update the Future IEP Pages. This link will allow you to quickly access the Future IEP to edit IEP forms to then save and attach to the Current IEP in the case of an Addendum. Clicking this new link will display the instructions for editing, saving, and attaching IEP forms from the Future IEP to the Current IEP. The Attachments and Addendums sections have also been moved to the right of the list of forms rather than at the bottom of the page, eliminating the need to scroll, and a third column was added to this grid displaying the name of the user who added the attachment. New Log-off Notice: This is a new alert which confirms that you have logged off correctly. This alert will appear after the log off link has been clicked.

5 New Affirm / Attest Process Remember: The LEGAL IEP is the signed, hard copy, paper version with the original parent s signature. It may have notes in the margin and hand writing on the back, but this is the LEGAL document. Affirm/Attest is the process to ensure that the data that entered into SEIS is true data, which matches what the parent agreed to at the IEP meeting. Affirm/Attest is generally done by the student s Case Manager ONLY. Some SELPAs may establish different users to do Affirm/Attest. Be sure to follow any local guidelines. Make sure NOT to Affirm/Attest until all service providers have entered their information after the meeting has been held. When you Affirm an IEP the Affirmed/Attested IEP will become the Current IEP. You cannot modify the forms of the Affirmed/Attested (Current) IEP, however, it can be viewed and/or printed. You can also add Addendums and attachments to it. Affirm/Attest Links Can Be Found: 1. At the top of each Future IEP data entry page. 2. On the Student IEPs listing page. You will only see Affirm/Attest buttons ONLY for Current Students for whom you are Case Manager. Pending students will NOT have the Affirm/Attest option available until the student is designated as Eligible. If you are a provider but NOT the Case Manager, you will not have the Affirm/Attest link. Affirm Process: Click the Affirm / Attest link to begin the Affirm / Attest process. There are 4 steps in the Affirm Process that must be completed for the IEP to be Affirmed. Step 1 - Initiate Affirm / Attest: This screen will show you the student s name and DOB. It also lists all the steps in the Affirm Process. 1. Click the Begin Affirm Process button.

6 Step 2 - Verify meeting Information: 1. Verify the meeting date at the top of this page. The Meeting Date comes from your IEP form. If you did not fill out the date this field will be empty, and you will not be able to continue until a meeting date is entered. 2. Use the check boxes to indicate the purpose of the meeting. If you indicate Annual and/or Triennial, the projected next date fields at the bottom of this screen will adjust to the meeting date, and show projected dates for the next Annual and/or Triennial IEP meetings. If BOTH Annual and Triennial apply be sure to check BOTH. SEIS will not make assumptions. Be sure to check ALL meeting types that apply. 3. Add any additional comments as necessary. 4. Choose the Plan Type the student is currently on, either IEP, ISP or IFSP. 5. Indicate whether the parent / legal guardian has signed the IEP at the time of Affirm. (See Parent/Legal Guardian signature section for more info on this feature). 6. Review the dates in the Other Meeting Dates section and adjust if necessary. 7. Click the Continue button.

7 Step 3 - CASEMIS Error Check: If there are CASEMIS errors, you will be taken to the Student Record to fix those errors. (If there are no CASEMIS errors you will skip to step 4.) 1. After you click the Continue button in Step 2, if you have errors you will see a prompt listing the number of erros and warnings on each CASEMIS tab of the student record. 2. Scroll through the CASEMIS A tab looking for errors shown in red. 3. When you see an error, read the error description and fix the error. Click the Save button at any time to save the information on the page. 4. Once the CASEMIS A tab is error free click the Save button to save the page. 5. Click the CASEMIS B tab. 6. Click the Show CASEMIS errors link on this page. Please Note: Errors on this page will show at the top of the Services section, not next to each field like the CASEMIS A tab. 7. Find the fields that have errors and correct them. 8. Once the page is error free, click the save button. 9. Click the link at the TOP to return to Affirm / Attest page. Please Note: You will only be able to complete the Affirm process if all CASEMIS errors have been cleared. You must clear all CASEMIS errors before you can leave the Student Record and return to the Affirm process.

8 Step 4 - Select Forms: In this step users will be prompted to preview the selected forms before the Affirm is finalized. This.pdf preview process will enable users to verify they ve selected the correct group of forms used for the particular meeting. 1. Check the box next to the form(s) used for this meeting. Please Note: All pages will be Affirmed but only those checked will remain bold on the Current IEP list page to show at a quick glance which forms were used for this particular meeting. 2. Click the Preview.pdf button. 3. Verify that all the correct forms were included in the.pdf that is generated. 4. Close down the.pdf preview using the X in the upper right hand corner. The buttons available under the list of forms now include a Submit button and a Reset button. 5. If the.pdf is accurate skip to step 7. If any forms need to be added or removed to make the list accurate, click the Reset button. This allows you to add or remove any forms from the list to make the.pdf accurate. Please Note: If you reset the forms, the forms you had previously checked will remain checked. 6. Once you have fixed your form selection return to step Click the Submit button to submit the accurate.pdf file and complete the Affirm. 8. Click the Yes button in the confirmation window. This will generate the final.pdf document. 9. Click the Ok button in the confirmation window. 10. The IEP has successfully been Affirmed. It can be viewed as the Current IEP. Please Note: If you don t see the confirmation that the Affirm/Attest process has completed successfully and you can t see the IEP listed as the Current, you haven t Affirmed your IEP.

9 New Look of the Future IEP SEIS has updated the look of the Future IEP forms list page. We have added a standard header to the top of the page. This header shows: Student Name DOB SEIS ID District ID School of Attendance We have also added a link to allow users to easily switch between the Future and Current IEP. This is the View Current IEP link next to the link that takes the user to the Student Record. The Attachment link has been moved to the right of the forms list box instead of below to eliminate the need to scroll to the bottom of the page. These are the only changes to the Future IEP forms list page.

10 New Look of the Current IEP SEIS has updated the look of the Current IEP forms list page. We have added a standard header to the top of the page. This header shows: Student Name DOB SEIS ID Meeting Date Date Attested Plan Type Purpose Attachments (yes/no) Addendums (yes/no) We have also expanded the comments box to allow users to see more of the comment they are typing. Please Note the text in the comment box about parent / legal guardian signature. For more information see the section titled Parent / Legal Guardian Signature. Addendum and Attachment links have been moved to the right of the forms list box instead of below to eliminate the need to scroll to the bottom of the page. For more information on the new Click Here To Update IEP Pages link, please see the New Addendum Navagation Links section. New Look of the Historical IEP The Historical IEP will have the same header as the current and the same functionality of the page except for the fact that it wont have a link to move to the Future IEP.

11 Parent / Legal Guardian Signature This is a new field housed on the Dates tab of the Student Record. It allows users to note if the Current IEP has been signed by the parents or not. The parent signature field is part of the Affirm process, Current IEP and Dates tab. Affirm Process: In step 2 of the new Affirm process one of the required fields is Parent / Legal Guardian signature. Filling in this field will populate the field on the Dates tab. Current IEP: In the new expanded comments box there is reminder text about the new signature field. This is a reminder that if the Parent has now signed the IEP that was previously unsigned, the user needs to leave a comment and update the field on the Dates tab. There is also a link to the Dates tab in the comments box, so it is easy for users to access the page where they need to update the field. Dates Tab: Since the field is housed on the Dates tab it is editable at any time. It is also available in the Search for Students function as both a Search Criteria and a Column to Show in Results.

12 New Addendum Navigation Links We have added some new navigational links to both the Future and Current IEP pages to make navigating back and forth between them easier. Below are the updated steps for adding an attachment to the Current IEP as part of an addendum. New links have been bolded. When needing additional pages to attach to an addendum/amendment, follow these steps: 1. Complete the Addendum/Amendment Form and Save the page. 2. Back on the IEP List page; click the Click Here to Update Future IEP Pages link. You will be directed to review these sets of instructions and forwarded on to the Future IEP list page. 3. Edit the necessary pages and Save the forms and return to the IEP List by clicking Print Multiple Forms button on any of the data entry screens. 4. Check the box(es) next to each of the page(s) that were recently edited. 5. Click the Print Selected Forms button. A window will appear with your selected forms in.pdf format. 6. Click the File menu and select Save As and save the.pdf forms to your computer. This is the file you will attach to the Current IEP. 7. Use the View Current IEP link (next to Student Record) on the Future IEP List page, to go back to the Current IEP list of forms. 8. Click on the Attachments link located to the right of the list of forms box. 9. Click the Add an Attachment link. 10. Title the forms as they will be displayed on the Current IEP listing page (i.e. 4/1/2011 Amendment). 11. Use the Browse button to locate the recently saved IEP forms. 12. Click the Submit button. 13. Use the Return to IEP List link to see the recently attached forms on the Current IEP.