1.0 Special Education and Conversion in MyEducation BC

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2 1.0 Special Educatin and Cnversin in MyEducatin BC Special Educatin student eligibilities have been cnverted int MyEducatin BC frm BCeSIS. In rder t d s, special educatin wrkflw shells cntaining the designatin have been created fr these students. As schls mve frward using special educatin in MyEducatin BC, special educatin enrllments and wrkflws will have t be created and used as utlined in this dcument. 1.1 Addressing Cnverted Eligibilities Special Educatin designatins that have previusly been assigned t students are cnverted int MyEducatin BC with the designatin set as primary and a designatin alert created. These designatins will be picked up in the 1701 STD extract. Fr any change t a cnverted designatin g t IEP > Designatins > Details. Remve the primary designatin check and save. If a student s recrd is t be updated in any way, prceed t fllwing the prcesses utlined belw; enrll in special educatin and fllw the wrkflw. Student Services Prcesses and Wrkflws v1.0 Page 5

3 5.0 Navigating in the Special Educatin View Special educatin in MyEducatin BC is designed with wrkflws as described abve. Within each phase f a wrkflw frms are created within which the user enters data. This infrmatin can be accessed in a variety f ways; hwever, users are encuraged t fllw the wrkflws as designed in rder t cmplete the prcesses as intended. The wrkflws are best accessed using the Student tp tab and fllwing the directins utlined in this guide. 5.1 Special Educatin Schl View Users with the rle f Student Services Schl have access t specialized views in rder t manage the cases f thse students with special needs. Student tp tab prvides access t the list f students enrlled in special educatin. The list defaults t My Cases where the user is the designated case manager. Changing the filter allws fr alternate views including all recrds which pulls all f thse students in a schl fr which there is a referral recrd. The default field set can be mdified by the user t include ther relevant fields t special educatin such as special ed status r special ed type as well as thers. Details side tab The details side tab prvides the usual demgraphic student details as seen in ther areas f MyEducatin BC. A cautin is advised here as a special educatin user can edit the demgraphics. This is currently being reviewed as any changes t demgraphics shuld be made thrugh the schl ffice. IEPs side tab This is the access pint t the special educatin wrkflws. Student Services Prcesses and Wrkflws v1.0 Page 8

4 Details Prvides access t the IEP/SSP. Disabilities Prvides access t all ministry identificatins created thrugh the wrkflw. Wrkflws Prvides access t the wrkflws that have been created. These can be pened by clicking n the specific wrkflw listed r by clicking n the Wrkflws > Checklist. Frms Prvides access t the frms created in a given wrkflw. Other than fr creating new SBT Meeting recrds, it is strngly advised nt t create new recrds here, but rather t d s using the wrkflw itself. IEP tp tab lists the students and their IEPs/SSPs and the status f each. Clicking n the student name in a given rw will pen the details f that particular IEP. This view prvides easy access thrugh the use f side tabs t drill int areas f the student s individualized prgram. Details Prvides the IEP details f the selected recrd. An IEP/SSP in prgress can be accessed t edit frm here. Wrkflws Prvides access t the wrkflw f the selected recrd. Frms Prvides access t the frms assciated with the selected recrd s wrkflw. Gals Prvides quick access t the gals identified fr the given recrd s IEP/SSP. Prgress Allws access t the prgress reprt recrds created fr the assciated IEP/SSP. Team Members Shws the identified schl based team members fr the given recrd selected. Disabilities Shws the ministry identificatins fr a given recrd. Amendments Lists any amendments t the IEP/SSP. Snapshts Prvides access t any snapshts saved by the user. Student Services Prcesses and Wrkflws v1.0 Page 9

5 Staff tp tab prvides yet anther rute t accessing student IEP data. IEPs Frm the IEP side tab as shwn in the screensht abve are quick subside tab links t student: details; gals, prgress, team members, disabilities and amendments. Glbal tp tab prvides a unique view t all student recrds in a variety f categries. This view prvides the means t generate reprts in pdf r csv frmats using the quick reprts feature. The advantage f creating the reprts in a csv frmat allws fr filtering f the data t suit the purpses f the user. This feature is available fr the schl level user and the district level user. Gals Gives a view f all the students and their assigned gals. Prgress Will shw all students prgress reprt data Team Member Lists the students and team members. These fields can be srted t shw the student and all assciated team members r team members and the students assciated with them. Disabilities Prvides a list f students and their assciated ministry identificatins. This is a very useful list fr seeing all f the students in a schl wh have designatins and whether they are indicated as primary r nt. This list can be used t cnfirm funded students. It can be srted accrding t disability and can be extracted t a pdf r csv using quick print. Gal Bank Cntains the user s banked gals and assciated bjectives if created in the IEP/SSP prcess and saved. Users can als g t Optins > Add and create new gals with bjectives here t be used in future IEPs/SSPs. Student Services Prcesses and Wrkflws v1.0 Page 10

6 6.0 Enrlling a Student in Special Educatin 6.1 The Referral Frm the Student tp tab referred students shuld be visible. Check that the filter icn is set t All Recrds and take nte f the ther filter ptins available Enrll in Special Educatin T refer a new student fr enrllment in special educatin, click n the Optins menu > Enrll in Special Educatin. Using the magnifying glass beside Student, select the student fr referral. This can be accmplished using the drp-dwn list, the navigatin arrws < >, r Ctrl F t find a student in the list. Student Services Prcesses and Wrkflws v1.0 Page 11

7 Select the student Fllw the Enrll wizard thrugh each f the 3 steps. Student Services Prcesses and Wrkflws v1.0 Page 12

8 7.1 Accessing the Wrkflw Depending n the user s access level, be sure t be in the Special Educatin View. Remember t check the filter fr all recrds. Frm the Student tp tab, select the student and click the Details side tab. Duble clicking n the student name will als take yu t the details screen. Frm student details click n the IEP side tab. At this pint the user can either prceed t the IEP develpment r begin the Wrkflw. This dcument will fllw the wrkflw; hwever, ne can click n the BC IEP r the Details sub-side tab t pen the draft IEP. Click n the Wrkflws sub-side tab > Checklist leaf t bring the user t the wrkflw checklist shwn belw. Student Services Prcesses and Wrkflws v1.0 Page 16

9 7.2 Beginning the Wrkflw Once the referral has been made and the student is accessible t begin the student services wrkflw prcess. Frm within the Checklist leaf f the IEP side tab > Wrkflws sub-side tab, the wrkflw phases present themselves as shwn abve. At each step in the prcess, the user has the ptin t Skip t the Ministry Identificatin Define Schl Based Team The wrkflw begins with the ptin t Skip t the Ministry Identificatin r t prceed thrugh the steps beginning with cmpleting the schl based team. Click n Cmplete under the schl based team heading Enter the SBT members using either the magnifying glass t access the staff picklist, r type the name(s) in the free frm text field Use the magnifying glass in the Rle field t chse the member s rle Identify the chairpersn f the team Enter the date Save will return t the checklist mving the user frward int the next phase Users can click n the check mark in the left hand clumn t mdify the entry (demnstrated belw) r the pencil icn at the right t edit. Student Services Prcesses and Wrkflws v1.0 Page 17

10 7.4 Ministry Identificatin The ministry identificatin prvides tw paths, Required t have an IEP which leads t a designatin pssibly fr funding, r N taking the user t the Student needs supprt? phase. Imprtant Nte: Prviding a student with a Primary Ministry Identificatin is the trigger fr ministry 1701 funding purpses Required t have an IEP Selecting Required t have an IEP pens the windw belw, prviding the ability t assign a ministry identificatin t the student by clicking the Add buttn at the bttm right. Student Services Prcesses and Wrkflws v1.0 Page 21

11 Adding Ministry identificatin is dne by clicking the magnifying glass t the right f the Designatin field and selecting the applicable ne frm the list. Multiple designatins can be assigned using the Add buttn but nly ne can be identified as Primary which will be the funded categry. Fllwing the entry f the ministry identificatins and the primary designatin, click Save. Upn Save, the next phase f the wrkflw; Write Ministry IEP is activated. Student Services Prcesses and Wrkflws v1.0 Page 22