Managing Special Education User Guide Version 2.11

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1 User Guide Version 2.11

2 Copyright 2009 by X2 Development Corporation. All rights reserved. No part of this publication may be reproduced or distributed in any form or by any means without the prior written consent of the publisher. Version 2.11b Created March 18, 2006 Updated September 5, 2007 to incorporate enhancements such as streamlined IEP entry, Forms accessibility, and creating IEP Goal Banks. Updated December 2, 2007 to include enhancements such as the Transition Form and new accommodations entry. Updated February 26, 2008 to include the Special Education Service Delivery report enhancement. Updated July 4, 2008 to include the new reconvene workflow branch and status code improvements. Updated October 22, 2008 to include the ability to define several placements, and prepare IEP progress reports. Updated March 4, 2009 to include new IEP compliance rules and compliance rules in workflows. Updated June 10, 2009 to update to version Updated August 14, 2009 to include conduct action limitation for IEP students. Updated November 6, 2009 to include corrections to filters and statuses. Version 2.11 ii

3 Table Of Contents Managing Special Education... 1 Assign Security Roles for the Special Education View... 1 Maintaining the Special Education View... 4 Creating Reference Codes... 4 Define Placement Programs... 7 Define Special Education View Preferences... 7 Review Users Who View IEPs... 7 Calculate and Report Special Education FTEs... 8 Managing IEP Forms...10 Creating IEP Templates...11 Student Enrollment in Special Education...13 View Special Education Information for Students...14 Enroll Students in Special Education...15 Renew a Student's Special Education Enrollment...16 View Students in the Special Education View by Status...17 Override a Student's Special Education Status...20 Bring Transfer Students with IEPs into the Special Education View...20 Defining and Viewing Placements for a Massachusetts IEP...21 Define Several Placements within a Single IEP...21 View Placements for an IEP...21 Track Massachusetts IEP Placements...21 Student IEPs...22 Managing IEPs that Display on a List Page...23 Entering and Managing Student IEPs...23 Edit Active IEPs...31 Override an IEP Status...31 Amend an Active IEP...32 View IEP Amendments...33 Delete an IEP...34 Run the Special Education Register Report...34 Run the Accommodation Directory Report...35 View All Staff Members Associated with IEPs...35 Run the Special Education Service Delivery Report...36 IEP Progress Reports...36 Version 2.11 iii

4 Working with Special Education Workflows...40 Complete Special Education Workflows...40 Manage Your Tasks...43 Convert Special Education Workflows...45 Manage IEP Forms...46 Enter Conduct Actions for Students on IEPs...47 Version 2.11 iv

5 Managing Special Education Use the Special Education view to track IEPs (individualized education plans) and other information for your special education students. Administrators and special education managers are responsible for, and use the Special Education view to: Assign security roles for the Special Education view. Create and manage workflows. Maintain the necessary data and tables. Manage IEP forms and templates with the help of Aspen. This way, what you enter in the system matches your district's or state s requirements. All special education users can use the Special Education view to: Refer and enroll students in the special education program. Complete workflow checklists as a guide through the referral, renewal, and amending processes. Enter, edit, or delete IEP information. Assign Security Roles for the Special Education View Aspen contains two security roles you can assign to users of the Special Education view: Special education user role Special education manager role Most users assigned to the special education user role perform all day-to-day tasks in the Special Education view, including the following: Edit IEPs with the Draft status. Amend IEPs. Refer students to the special education program. Renew IEPs. View, but not edit, any IEP with the Active status. Note: Normally, IEPs with the Active status should not be edited. Once an IEP moves from Draft to Active with the completion of the Initial Referral, Renewal, or Amendment workflows, the IEP becomes a legal document, and must be amended. You assign all special education managers the special education user role. Then, you assign them the special education manager role, which grants them the following additional, special privileges, enabling them to: Edit IEPs with the Active status. Override an IEP status. Delete an IEP. Override a student s special education status. Version

6 Manage progress reports, including preparation of progress reports for all case managers. Override the restriction for exceeding the conduct action threshold for special education students. To grant the special education manager role these special privileges: 1. Log on to the District view. 2. Click the Admin tab. 3. Click the Security side-tab. 4. Select the Special Education Manager role, and click Details on the Roles side-tab. The details of the role appear. 5. Next to Security Access, use the Category drop-down to select Special Education. The Security Access area displays all system tables in the Special Education category: Note: The system selects the checkboxes in the Other column of the IEP Data section by default for the special education manager role. To grant this privilege to one special education user who is not a manager, create a special role for that user. 6. To grant users with this security role the privilege of preparing progress reports for all IEPs, select the Manage progress reports checkbox. If you do not select this checkbox, users can prepare progress reports for their IEPs only. 7. To grant users with this security role the privilege to add or delete progress reports for the students whose cases they manage, select the Directly add progress reports checkbox. If your district has one person prepare and send all progress reports, you might not select this checkbox for all users. This way, only one person can prepare and manage progress reports. 8. To grant users with this security role the privilege to manage the district goal bank, select the Manage district goal bank checkbox. Version

7 9. To grant users with this security role the privilege to view IEPs for all special education students, select the View all special education students checkbox. Otherwise, users with this role can view only IEPs for which they are one of the following: Case manager Service provider Entered as a staff member in one of the custom staff special education fields (OID 2 or 3) Note: The can be used to view a list of students by status in the Special Education view on the Student and IEP tabs. The filter is not impacted by the setting of the View all special education students checkbox. See View Students in the Special Education View by Status. 10. To grant users with this security role the privilege to override the status of an IEP and the status of a special education student, select the IEP administrative override checkbox. Note: This checkbox is selected by default. 11. Click Save. To grant the special education manager role the privilege to override the conduct action threshold for special education students: 1. Log on to the District view. 2. Click the Admin tab. 3. Click the Security side-tab. 4. Select the checkbox for the Special Education Manager, and click Details. The user role's details page appears: 3

8 5. Use the Category drop-down to, select Student. 6. For the Student Conduct Incident system table, go to the last column titled Other. To allow this role to enter an unrestricted number of conduct actions for students on IEPs, select the Override conduct restrictions checkbox. 7. Click Save. When a user with this role adds a conduct action for a student on an IEP who has met the threshold of actions, he or she is able to override the restriction and continue adding the action: Maintaining the Special Education View To set up and maintain the Special Education view, you need to: Manage your reference tables. Define placement programs. Define preferences. Review users who view IEPs. View and report on FTE records. Manage the district goal bank. Creating Reference Codes Use reference codes to limit the values users can select in a field. For example, if you want users to select only Parent/Guardian or Neighbor at the Contact Type field, create those codes. You can specify that reference tables are school-owned school-owned reference tables let you define different sets of codes for different schools in your district. For example, if the Schedule Teams reference table is school-owned, then one school could have codes like Blue, Red, and Green, while another school could have Bears, Beavers, and Bobcats. Users in each school would only see the team codes that belong to their school. To create school-owned reference codes: 1. Log on to the District view. 2. Click the Admin tab. 3. Click the Data Dictionary side-tab. The Reference Tables page appears. 4. On the Data Dictionary side-tab, click Reference. The Reference Tables page appears. Version

9 5. Select the checkbox next to the desired reference table, and click Details on the Reference side-tab. 6. Select the School owned checkbox. 7. Select the Sequence order checkbox if you want to sort pick lists and drop-down menus by sequence number instead of alphabetically. For example, you can sort the codes by level of use so that they are easier for users to select. 8. Click Save. Then, when you create a reference code, select the school at the School Name field. Note: If two schools use the same reference code, create the reference code twice, and link each one to a different school. To create reference codes: 1. Log on to the District view. 2. Click the Admin tab. 3. Click the Data Dictionary side-tab. The Reference Tables page appears. 4. On the Data Dictionary side-tab, click Reference. The Reference Tables page appears. 5. Select the checkbox next to the desired reference table. 6. On the Reference side-tab, click Codes. Any existing codes for that table appear. Note: To modify existing codes on the list, click Modify List on the Options menu. Then, click click in the column header. Make any changes. When you, the system displays how many values it updated in the system. 7. On the Options menu, click Add. The New Reference Code page appears. 8. Type a Code, Description, Local code, State code, and Federal code. 9. Type a dependent code. This is the OID of the field dependent on this code. 10. If the reference table is school-owned, the School Name field appears. Select the school that uses this code. The code is only available to users accessing that school. 11. Select the Disabled checkbox to disable this code. Note: If you select a code that you created as a category (see Step 13), all codes within that category are automatically disabled as well. 12. If you selected the Sequence order checkbox for the reference table, type a value in the Sequence number field to determine where this code appears in pick lists and dropdown menus. 13. Select the Is a Category checkbox if you want this code to be a category containing subcodes you define within it. For example, you might create the Health Visit Complaint code of Headache. Then, when users click at the Complaint field, they can click the folder next to Headache to select one of the subcodes within that category, such as sinus, stress, or eye strain headache: 5

10 Note: If you delete a category, the system does not automatically delete the codes within that category. It then lists them outside the category as single codes. 14. At the Category field, select the category you want this code to be a part of. If this code is not part of a category, leave the field blank. For example, if you create the Health Visit Complaint code Sinus Headache, you might select the Headache category. 15. In the Localized Description fields, type the values for each language, as defined in your district preferences. For example, assume Locale 1 is defined in your district preferences as Spanish. You might type Muy Bueno in the Localized Description 1 field for the Excellent code in the Report Card Comment reference table. 16. Click Save. Version

11 Define Placement Programs Define the list of placement programs that special education students might be enrolled in. You identify these programs when you define placements on a student s IEP. To define placement programs: 2. Click the Admin tab. 3. Click the Placement Programs side-tab. 4. On the Options menu, click Add. The New IEP Placement Program page appears. 5. Type the name and address information for the program in the appropriate fields. 6. Click Save. Define Special Education View Preferences You can adjust the status codes and default values used in the Special Education view. For example, you can define that the status used for active special education students is Active. Also, you can determine the process users follow to enter IEP progress reports. To define Special Education view preferences: 2. Click the Admin tab. 3. Click the Preferences side-tab. The Preferences page appears: 4. Select the codes or defaults you want to use at each field. Note: You create these codes in the appropriate reference tables. 5. Select the Enable progress posting checkbox if you want users to post progress information for their students. Progress posting allows special education managers to track the progress reports that have not been completed using the Progress Post Verification report. Note: After a user posts a progress report, it cannot be edited; only a special education manager can edit or unpost a posted report. This way, special education managers can run the Progress Post Verification report to view a list of progress reports that need to be completed before being sent. 6. Select the Disable workflow date defaults checkbox if you do not want dates to automatically populate in the phases of special education workflows. This allows users to manually enter dates for the phases. 7. Click Save. Review Users Who View IEPs Users with the special education manager security role are able to use the IEP Access Log to view a list of users by date and time and the students for whom they viewed IEPs. 7

12 Use the to view IEPs viewed today, this week, this month, or all records. When you in the Special Education view, the Admin tab, the IEP Access Log side-tab, the displays: To view the IEP Access Log: 2. Click the Admin tab. 3. Click the IEP Access Log side-tab. For each record, the page displays the following: Date Time Login user Name of student whose IEP was viewed IEP status 4. To view complete information for a record, click the date. Calculate and Report Special Education FTEs Aspen uses the frequencies, durations, and days per cycle you define for services on a student s IEP to calculate monthly FTE numbers for students in the special education program. Note: The system includes B and C services only when calculating FTEs. To calculate FTEs, run the FTEs by Month report or the Schedule 11 report. Note: Be sure all students are associated with a 180-day school calendar. To do so, create a 180-day calendar named FTE Default in the Out of District School. The system automatically uses this calendar for any students in the school when calculating FTEs. To run the FTE reports and calculate FTEs: 2. Click the Admin tab. 3. Click the FTE side-tab. The last FTE results appear on the list. 4. On the Reports menu, click FTEs by Month or Schedule 11. The appropriate dialog box appears. 5. Do one of the following: To print another copy of the report without recalculating the values, deselect the Recalculate checkbox. Version

13 To recalculate FTE values, select the Recalculate checkbox. 6. Select the report format, and click Run. The report displays in the format you select. FTEs by Month Report Schedule 11 Report 9

14 Note: Aspen does not calculate values for columns 7, 8, 9 or the Total Tuitioned Out FTE Membership column. If you selected to recalculate values, the FTE side-tab now displays the new values. Managing IEP Forms Often, a user completes a phase of a special education workflow by filling out a form. When a user is ready to complete such a step on a workflow's checklist, the form automatically appears: Users can then print the form. Note: You can also use the Forms side-tab on the IEP tab to print copies of forms for a student s IEP, print blank copies of a form, and view the dates a form was printed or generated for a student s IEP. Although Aspen initially creates these forms, you can access and edit the forms using XML. Forms are district- or state-specific. To access the forms, log on to the Special Education view, and click the Forms tab. When you create or edit the form templates, you do the following: Review the details of the form. Version

15 View the related data tables and fields for the form. Edit or upload the XML for the form. Creating IEP Templates Aspen creates IEP templates according to your district's or state's guidelines and requirements. In the Special Education view, you can view and edit the template for your IEP. The template mimics the actual paper IEP you would fill out and file for your students. To create an IEP template: Define the details of an IEP template. Create data tables and fields for an IEP template. Create and import the IEP template. Create reference tables and codes for an IEP template. Define the Details of an IEP Template To begin using an IEP template in the Special Education view, define the initial details of that IEP. To define IEP details: 2. Click the Admin tab. 3. Click the Forms side-tab. 4. On the Options menu, click Add. The New Form Definition page appears. 5. Use the following table to enter information in the fields: Field ID Name Category Sequence Number Description Type an ID. Type a name. Select the form category. Type the number that determines the order in which this form appears in the Forms Manager. Report ID Click to select the associated report, if applicable. Window width and Window height Special Ed? Type the number of pixels to determine the size of the window in which the form appears. Select this checkbox if this is a special education form. 11

16 PD? Discontinued? Owner Table > Name Storage Table Name Creation type Scale type Select this checkbox if this is a professional development form. Select this checkbox if this form is not currently is use. Click to select the table that provides the main subject for the form. For example, for a conduct workflow form, the Student table would be the owner table. Click to select the table that provides the data storage for the form. Select one of the following creation types, which determines if the records already exist in the storage table, or if the record is new each instance of the form: Insert (new) Update (pulls from existing) Select if a user can create One or Many forms in the Forms Manager. The Post mapping, Storage query, and Storage values fields let you use XML to expand the capabilities of the form. Advanced Click to edit. Click to upload a file. Note: Use the Post mapping feature to pre-populate the form from or post data to other tables in the database. For example, you can use this feature to pre-populate a staff credentials update form with a staff member s existing credentials. The Detail action field is used by the X2 Development team. 6. Click Save. Create Data Tables and Fields for an IEP Template Aspen stores all your information in a database. This database is organized into tables, and each table has a set of fields. The Special Education view provides the tables that store information for IEPs. Note: You can also modify and view IEP tables and fields in the District view, on the Admin tab. To access the Special Education tables and fields: 2. Click the Admin tab. 3. Click the Forms side-tab. Version

17 4. From here, you can manage these tables and fields. Create and Import the IEP Template The IEP template is written using XML and imported into the Special Education view. You can view and edit the template here. The template is the actual pages and fields that you would see on a paper IEP, as determined by your district's or state s requirements. To import, edit, or download the IEP template: 2. Click the Admin tab. 3. Click the Forms side-tab. 4. Do one of the following: To create and import a new template, on the Options menu, click Add. The New View Template page appears. Enter the information and click Upload under the Advanced heading. See Define Details of an IEP Template for more details. Click the existing template you want to edit, upload, or download. 5. Click Save to save any changes. Create Reference Tables and Codes for an IEP Template Reference codes are shorthand codes for values you want users to select at fields. Use reference codes to validate what users select at fields. Reference codes appear in pick lists. For example, if you want users to select Autism, Deafness, or Emotional at a Disability code field, you must create those codes. To create Special Education reference tables and codes: 2. Click the Admin tab. 3. Click the Data Dictionary side-tab, and then click Reference. See Creating Reference Codes for more details. Student Enrollment in Special Education When students are initially referred to the special education program, you must enroll them in the program to view them in the Special Education view. Note: Before you enroll a student in the Special Education view, the student must be enrolled in the district. After a student completes a specific amount of time on an education plan, you renew the student's enrollment in the program. For each process, your administrator creates and attaches a workflow, or a checklist of steps you must complete for the student to either enroll or renew. 13

18 As users update information on a student s workflow, the system updates the student s Special Education enrollment status which is one of the following: Referred: Student is not on an active IEP, but a draft IEP is currently in progress. After a student has a Referred status, special education users can edit the student's draft IEP. Eligible: Student is eligible for special education services, but the IEP is not complete. Ineligible: Student has been Referred, but has been determined to be not eligible for special education services at this time. If needed, student can be referred in the future. Active: Student is on an active IEP and is receiving services. Exited: Student withdrew from the district or transitioned from the IEP. From the Special Education view: You can view a student s status on the Student tab, Details side-tab If you have special privileges, you can also override a student's special education status. On the Student tab, you can view all students in your district who are enrolled in the program or view students by special education status. When a student transfers into your district with an already active IEP, you can transfer the student and his or her IEP information into the Special Education view by enrolling the student and selecting the transfer workflow. View Special Education Information for Students The system displays information for students enrolled in the special education program on the student s Detail page. To access this information: 1. Log on to the District, School, Special Education, or Staff views. 2. Click the Student tab. 3. Select the student. 4. Click the Details side-tab. 5. View or enter information in the special education-specific fields. Note: Click the Forms side-tab to print the Administrative Data Sheet: Version

19 Enroll Students in Special Education When it is determined that a student should be referred to the special education program in your district, you enroll the student in the Special Education view. When you enroll a student, you select the workflow, or list of steps to follow to determine if the student is eligible for the special education program according to pre-defined requirements. To enroll students in the special education program: 1. Do one of the following: Log on to the Special Education view. Log on to the School view. Note: Some districts enroll students directly in the Special Education view. In other districts, staff members without access to the Special Education view might refer students to the special education program by enrolling them through the School view. 2. Click the IEP tab. 15

20 Note: If you logged on to the School view, click the Student tab. Select the student, and click the Details side-tab. 3. On the Options menu, click Enroll in Special Education. Step 1 of the Special Education Enrollment wizard appears. 4. At the Workflow field, select the workflow users follow for the student(s). 5. At the Date field, type the date, or click to select the date the student(s) is enrolled. 6. To select the students to enroll, do one of the following: Select Selected students to select individual students from the list of all students in your district. Select Snapshot to select a snapshot of students already created. 7. Click Next. Step 2 of the Special Education Enrollment wizard appears. 8. To select the case manager for these students, begin typing the name and select the one you want, or click to make a selection from a pick list. 9. In the Reason for referral box, type the reason the student(s) are referred for special education. 10. Type any Pre-referral activities. 11. Type the date, or click to select the date the parent referred the student to the special education program. 12. Click Next. Step 3 of the Special Education Enrollment wizard appears. The step displays a summary of the information you entered. 13. Click Finish. The system enrolls the student in the special education program. The student s status is Initial Referral. Note: Make sure the text below the menu icons displays either My Current Cases or Draft to view a list of your cases: 14. Click the Workflows side-tab, and select the Initial Referral workflow to follow the steps to complete the student s initial referral. Renew a Student's Special Education Enrollment After a student completes the designated time on an education plan, you initiate an IEP renewal workflow. During this process, you review their enrollment in the program, and implement a new IEP, if necessary. To renew a student: Version

21 2. Click the IEP tab. 3. Select the student, and click the IEPs side-tab. 4. On the Options menu, click Renew IEP. Step 1 of the IEP Renewal wizard appears. 5. At the Workflow field, select one of the following: IEP Reevaluation IEP Review 6. At the Date field, type the date, or click to select the IEP renewal date. 7. Click Next. Step 2 of the IEP Renewal wizard appears. 8. To select the case manager, or person responsible for the renewal of the student, begin typing the name and select the one you want, or click pick list. to make a selection from a 9. Select the Copy current IEP checkbox if you want to copy the student s current IEP. The system copies the current IEP into a new draft IEP, which you can edit. If you do not select this checkbox, the draft IEP for the student is blank. 10. Click Next. Step 3 of the IEP Renewal wizard appears. 11. Confirm the information, and do one of the following: Click Back to fix any errors. Click Finish to renew the student. 12. Click the Workflows side-tab to complete the renewal workflow you generated. Note: If a student is found no longer eligible on a Re-evaluation workflow, the system changes the status of the active IEP to Previous, and changes the status of the draft IEP to Discarded. View Students in the Special Education View by Status When in the Special Education view, use the to view: to determine which students on IEPs you want When you are on the IEP tab, the filter lists students by the status of their IEP: 17

22 Select one of the following: Filter My Current Cases My Cases Active IEPs Draft IEPs Previous IEPs All Records To view: Active or draft IEPs for whom I am currently one of the following: case manager, service provider, or entered as a staff member in one of the custom staff special education fields which appears on the IEP Details page, Attributes tab (for example: SPED Liaison, SPED Teacher). This is defined by your system administrator. Active or draft IEPs for whom I currently or previously was one of the following: case manager, service provider, or entered as a staff member in one of the custom staff special education fields which appears on the IEP Details page, Attributes tab (for example: SPED Liaison, SPED Teacher). This is defined by your system administrator. IEPs that are active in the program because all steps in a workflow have been completed IEPs that are not active and you are currently in the process of completing the workflow and entering the IEPs details. IEPs which are no longer active. All IEPs that meet any of the conditions above. Version

23 When you are on the Student tab, the filter lists students by their Special Education enrollment status: Filter My Current Cases My Cases Active Referred Not Eligible To view: Students with a special education status of active or referred for whom I am currently one of the following: case manager, service provider, or entered as a staff member in one of the custom staff special education fields which appears on the IEP Details page, Attributes tab (for example: SPED Liaison, SPED Teacher). This is defined by your system administrator. Students with a special education status of active, referred, not eligible, or exited for whom I currently or previously was one of the following: case manager, service provider, or entered as a staff member in one of the custom staff special education fields which appears on the IEP Details page, Attributes tab (for example: SPED Liaison, SPED Teacher). This is defined by your system administrator. Students with an active IEP and are receiving services. Students who are not on an active IEP, but a draft IEP is currently in progress. Students who have been referred, but have been determined to be not eligible for special education services at this time. 19

24 Exited All Records Students who withdrew from the district or transitioned from the IEP. Students with IEPs that meet any of the conditions above. Override a Student's Special Education Status Users with the appropriate privilege can override a student s special education status. Note: This does not affect or change any workflows or IEPs for the student. You need to delete or amend those separately. To change a student s special education status: 1. Log on to the District, School, or Special Education view. 2. Click the Student tab. 3. Select the student, and click the Details side-tab. 4. On the Options menu, click Override Special Education Status. The Override Special Education Status dialog box appears. 5. At the New status field, select the student s new special education status. 6. Click OK. 7. Click Save on the Details page. Bring Transfer Students with IEPs into the Special Education View If a student transfers into your district with an active IEP, you need to bring the student into the Special Education view. To bring a student into the Special Education view with an active IEP: 1. Log on to the School or Special Education view. 2. Click the IEP tab. 3. On the Options menu, select Enroll in Special Education. Step 1 of the Special Education Enrollment wizard appears. 4. At the Workflow field, select Transfer IEP. 5. Select the student s name, and click Next. Step 2 of the Special Education Enrollment wizard appears. 6. Select the case manager. 7. Type the IEP state and end dates or click to select the dates. 8. Select the current meeting type. 9. Type the meeting date or click to select the date. 10. Click Next. Step 3 of the Special Education Enrollment wizard appears. 11. Confirm the information and click Finish. Version

25 Defining and Viewing Placements for a Massachusetts IEP Within a Massachusetts IEP, you can define several placements on the initial workflow, and view these placements on the IEP. You can also use the placement form to track placements. Define Several Placements within a Single IEP When you follow the Massachusetts workflow to create an IEP for a student, you define the first placement for that IEP. Sometimes, within a single IEP, you need to define more than one placement. For example, assume a student s IEP begins in January, when he or she is in eighth grade. Then, upon entering high school in September, the student needs a new placement. To define additional placements within an IEP year, do one of the following: If you know that the student will need more than one placement when you first initiate the IEP, create several placements in the initial workflow: After you define the first placement, the next step in the workflow is Define additional placement. If you do not need to define an additional placement, click No additional placements. Otherwise, click the appropriate placement. The Define additional placement step continues to appear until you click No additional placements. If you need to define another placement after the IEP is active, create another placement form. View Placements for an IEP Use the Massachusetts IEP details page to view a list of placements for an IEP. To view placements: 2. Click the IEP tab. 3. Search for and select the IEP. 4. Click the Details tab. 5. At the bottom of the page, view the list of placements. 6. Click the Start Date to view details of the placement. Track Massachusetts IEP Placements Some students might need to be placed in a special placement program during their enrollment in a Massachusetts special education program. 21

26 If a student is placed in a program inside the school, you assign the placement while you complete the initial referral workflow. To enter the placement for a program outside the school: 2. Do one of the following: Click the Student tab, and search for and select the student. Click the IEP sidetab. Click the IEP tab. 3. Select the IEP for which you need to track placements. 4. On the Filter list, click the appropriate placement form template: 5. Enter the information. 6. Click Save. Student IEPs Develop and maintain student IEPs (Individualized Education Plans) in the Special Education view. Each time a user initially enrolls, or renews a student's IEP, the system creates an IEP for the student. Note: Once an IEP is complete, it becomes a legal document, and any changes should be made accordingly. For each IEP, you can: Enter the initial information. Override the status. Version

27 Delete the IEP, if entered in error. Renew the IEP. Amend the IEP. Edit the IEP directly (if you have the appropriate manager access). It is helpful to know how to filter the list of students and IEPs in the Special Education view. Print the Special Education Register report to view a list of students and their active IEP information. Managing IEPs that Display on a List Page Whether you click the Student or IEP tabs in the Special Education view, you can use the Filter drop-down to manage the records that appear on the list page. Use the following table to determine what to select on the Filter drop-down: Field My Current Cases My Cases Active Not Eligible Referred Exited All Records Description Students or IEPs you currently manage. Students or IEPs you manage now, or managed in the past. Students or IEPs that are active in the Special Education view. Students or IEPs that are not eligible for special education, as determined by the student s special education status. Students or IEPs of students who are referred to the Special Education view. Students or IEPs of students that are complete. All students or IEPs, both current and past, in the Special Education view. Entering and Managing Student IEPs In the Special Education view, enter IEPs for your special education students. The system automatically creates IEPs when you enroll or renew a student in the special education program. To edit an IEP for a student: 2. Click the IEP tab. To edit an existing IEP, click the IEP. 23

28 IEPs have several pages. The number of pages depends on your district's or state s requirements. Pages appear as sub-tabs at the top of each page of the IEP. Click a sub-tab, such as Goals, to change to a different page: Note: You do not have to save every page. Just remember to click Save after you enter or edit information on the final sub-tab. On the IEP tab, you can click the following side-tabs to access the information: Workflows Forms Goals Progress Services Accommodations Team Members Meetings Disabilities Amendments You either enter this information, such as goals and services, on the pages of the IEP or by clicking each side-tab. The side-tabs contain the data you enter on the IEP or related forms; they are simply another way to look at the same information. Note: You can enter and view information for all students by category on the Global tab. For example, to view a list of all scheduled meetings, click the Global tab, then click the Meetings side-tab. Most often, users enter the information on the IEP form and use the side-tabs to quickly view a piece of information. Version

29 Writing IEP Goals For each IEP, you write goals for the student to ensure progress on the plan. You enter information concerning the student s current performance level, measurable annual goal, and objectives to complete the goal. In some districts or states, you can also create a goal bank a collection of goal text with objectives that you use often. When you add a goal to an IEP from the goal bank, the system inserts the student s name, and the appropriate pronouns (his/her) for you. Then, you can make any changes or additions. For each IEP, define goals for the student to ensure progress on the plan. You enter information concerning the student s current performance level, measurable annual goal, and objectives to complete the goal. Note: Most users define this information while entering an IEP for a student. Anything you view or enter using these instructions also appears in the actual IEP. To write an IEP goal: 2. Click the IEP tab. 3. Select the IEP you need to define goals for. 4. Click the Goals sub-tab. Any goals already defined for the IEP appear. 5. Click Add. The IEP Goal dialog box appears. Note: Click Goal Bank Selection to select a goal you or your district has already written and saved to the goal bank. 6. Type the goal number and specific goal focus. 7. Below the appropriate heading, type performance level information and the measurable annual goals. 8. To add an objective, click Add. A line to create an objective appears. Note: If this is a goal you often write for your students, and if your district uses the goal bank, click Add to Goal Bank after you finish writing the goal information and adding the objectives. 9. Click Save. Managing the IEP Goal Bank Add goals to your goal bank as you write them for students. For example, assume you write a goal for a student. After you finish writing the goal and adding objectives, you might realize that you write this same goal for many of your students. If you add the goal to the goal bank, you can select it for subsequent IEPs. Note: Some districts or states do not use the goal bank. Aspen contains two goal banks to store IEP goals that you often use: District goal bank (goals are available to all users) User goal bank (goals are available to the user who writes them only) 25

30 Write and Add a Goal to the Goal Bank You probably write the same or similar goals for students many times while you manage your IEPs. In Aspen, you can save goals you use often, along with any attached objectives, to quickly select and edit for your students. Goals can be owned by each individual user, or the district can write district goals that are available to all users in the district. To add a goal to your goal bank: 2. Click the IEP tab. 3. Find and select the IEP. 4. Do one of the following: Click the Goals side-tab. Click the Goals sub-tab. 5. After you write a goal and create objectives for a specific student on the IEP tab, click Add to Goal Bank. Step 1 of the 'Add to Goal Bank' wizard appears. 6. Determine if you want to create a new goal or update an existing one from your bank. Click Next. Step 2 of the 'Add to Goal Bank' wizard appears. 7. Select the Category and Subcategory. 8. At the Owner field, select your user name, or if you have the security privilege, you can assign the goal to the district, so that all users can select this goal. Note: Aspen inserts a value into the Identifier field after you finish the wizard. 9. In the Student names field, the system enters the name of the student you are currently writing a goal for. Aspen uses this information to determine where in the goal text it must replace information with information from the current student. For example, assume you add a goal to your bank for a student named Chris. When you use this goal for another student, the system replaces every instance of Chris in the text with the current student's name. The system also updates any pronouns appropriately (he/she, his/her, etc.) 10. Click Next. Step 3 of the 'Add to Goal Bank' wizard appears. 11. Type the goal text, and click Next. Step 4 of the 'Add to Goal Bank' wizard appears. 12. Click Add to associate objectives with the goal. Before you click Finish, be sure you select the checkbox next to any objectives you want to save with this goal. 13. Click Finish. This goal is now available for you to select and easily edit while writing goals for other special education students. Manage the District IEP Goal Bank Users who have the security privilege to manage the district goal bank can add goals to the district goal bank as they write them for a specific IEP, or by doing the following: 2. Click the Admin tab. 3. Click the District Goal Bank side-tab. Version

31 4. Do any of the following: To edit a goal in the district goal bank, click the goal identifier. To delete a goal, select the goal, and click Delete on the Options menu. To add a goal, click Add on the Options menu. Manage Your IEP Goal Bank Most often, you add goals to your personal IEP goal bank as you write a goal for a specific IEP. To manage these goals in your goal bank: 2. Click the Global tab. 3. Click the Goal Bank side-tab. A list of all goals you have saved to your bank appears. 4. Do any of the following: To edit a goal in your goal bank, click the goal identifier. To delete a goal from your goal bank, select the goal, and click Delete on the Options menu. To add a goal, click Add on the Options menu. Identify Services Needed by the Special Education Student When you define a student s IEP, identify the services the student might need to achieve their goals. For example, a student might need special transportation to attend school, speech therapy, or mental health services. Note: If a user deletes a goal from a student s IEP, the system automatically deletes the goal from any services it was aligned with. When you define services, you define when the service begins, how often the student receives the service, and how long each session lasts. Also, you can define the service provider s ratio to students, and qualifications. Note: Most users define this information while entering an IEP for a student. Anything you view or enter using these instructions also appears in the actual IEP. Aspen uses the values you enter in the frequency, duration, and days cycle fields to calculate accurate FTE values on the 'FTE by Month' and Schedule 11 reports. The system only includes values for B and C services. To identify services: 2. Click the IEP tab. 3. Select the IEP you need to identify supportive services for. 4. Click the Services side-tab. Any services already defined for the IEP appear. 5. To add a service, click Add on the Options menu. The New IEP Service page appears. 6. Enter the information in the fields. 7. Click Save. 27

32 Special Ed Service Delivery Report Run the Special Education Service Delivery report to view a list of all students with services during the date range you specify: For each student, the report displays each service he or she receives. For each service, the report lists the start and end date, service type, duration, frequency, meetings per cycle, and time per day, as well as total service hours. When you run the report, you can filter it by case manager or placement program. To run the special education Service Delivery report: 2. Click the Global tab. 3. Click the Services side-tab. 4. On the Reports menu, click Service Delivery. The dialog box appears. 5. Enter the report parameters. The report appears in the format you specify. Track IEP Accommodations Track any special accommodations a student might need in a subject area. For example, a student might require a calculator in all Math classes. To track special accommodations in the student s IEP: 2. Click the IEP tab. 3. Select the IEP you need to track accommodations for. 4. Click the Accommodations side-tab. 5. On the Options menu, click Add. The New IEP Accommodation page appears. 6. Enter the information. 7. Click Save. Define IEP Team Members When you create an IEP for a student, define the individuals who are instrumental in providing the student an education using the IEP. Version

33 Note: Most users define this information while entering an IEP for a student. Anything you view or enter using these instructions also appears in the actual IEP. To define IEP team members: 2. Click the IEP tab. 3. Select the IEP you need to identify team members for. 4. Click the Team Members side-tab. Any team members already defined for the IEP appear. 5. To add a team member, click Add on the Options menu. The New IEP Team Member page appears. 6. Do the following to select the team member: First, select if the member is a staff member (for example, teachers and other personnel), a contact (for example, a parent), or a student. This determines the individuals who appear in the pick list. Select the team member. Click OK. 7. Select the team member s role. 8. Select the Chairperson checkbox if this team member is the chairperson for this IEP. 9. Click Save. Track IEP Notices Track any notices you send home for a special education student with an IEP. Note: Most users define this information while entering an IEP for a student. Anything you view or enter using these instructions also appears in the actual IEP. 2. Do one of the following: Click the Student tab, and search for and select the student. Click the IEP sidetab. Click the IEP tab. 3. Select the IEP you need to track notices for. 4. Click Notices on the IEP side-tab. Any notices for the IEP appear. 5. To add a notice, click Add on the Options menu. The New IEP Notice page appears. 6. Enter the notice information. 7. Click Save. 29

34 Track IEP Meetings Meetings between team members and parents are held to track a student s progress. Note: Most users define this information while entering an IEP for a student. Anything you view or enter using these instructions also appears in the actual IEP. To track IEP meetings: 2. Click the IEP tab. 3. Select the IEP you need to track meetings for. 4. Click the Meetings side-tab. Any meetings already defined for the IEP appear. 5. To add a meeting, click Add on the Options menu. The New IEP Meeting page appears. The page contains two sub-tabs: General and Attendance. 6. On the General sub-tab, enter the general information about the meeting, such as the date and type. 7. Click the Attendance sub-tab to indicate which team members of the IEP are invited to this particular meeting. 8. Click Save. 9. To print the invitations, click the Forms side-tab, and click the Printer icon next to the Meeting Invitation. Enter Student Disabilities Enter any disabilities a student might have that need to be addressed by the IEP. Note: Most users define this information while entering an IEP for a student. Anything you view or enter using these instructions also appears in the actual IEP. To enter disabilities: 2. Click the IEP tab. 3. Select the IEP you need to enter disabilities for. 4. Click the Disabilities side-tab. Any disabilities already defined for the IEP appear. 5. To add a disability, click Add on the Options menu. The New IEP Disability page appears. 6. Enter the disability code. 7. Click Save. Version

35 View and Enter IEP Information on the Global Tab In the Special Education view, use the Global tab to enter or view IEP information for all special education students, by category. For example, you can view a list of all goals for all IEPs in your program. To use the Global tab: 2. Click the Global tab. 3. Click one of the following side-tabs to view a list of all records: Goals Edit Active IEPs Services Accommodations Team Members Meetings Disabilities Sometimes, a special education staff member might need to edit an IEP with an active status. Technically, once an IEP has an active status (when the referral or renewal workflow is complete), users do not edit the IEP they need to amend the IEP. But occasionally, a small change or correction can be made to the active IEP, if the user has the appropriate privilege. To edit an active IEP: 2. Click the Student tab to locate the student, or click the IEP tab to access the IEP directly. 3. Edit any of the information in the IEP, and click Save. The system warns you that you are changing an active IEP. Override an IEP Status Rarely, it might be necessary for a user with the necessary privilege to override the status of an IEP, or change the status of an IEP without completing a workflow. For example, a user might need to revert an active IEP to a draft IEP. Note: Make most corrections to an IEP by editing the workflow. For example, if the last two steps of an initial referral workflow were completed for the wrong student, you can access the initial referral workflow, and click the checkmarks next to those steps to delete the information you entered. 31

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