Special Education Data Maintenance

Transcription

1 Table of Contents Student Special Education (Maintain IEP Data) Locate Student... 3 Add Initial IEP... 3 Record Early-On Referral... 4 Edit Existing IEP... 9 Delete Existing IEP Re-IEP (Renew) Case Load Manager Display Roster Mass Transfer Services Mass Drop Services Add Services Unassigned Services Report Reports MISTAR uses special education IEP data to correctly assign teacher/practitioner case loads. Please note all service assignments are based on dates and must be accurate for billing and reporting services. Wayne-Oakland MISTAR Consortium 1 of 17 02/16/2015

2 Log in to Q. Select the Program Module and the Student Special Education application. Click the Find Button between the navigation buttons for the student in which the IEP requires input or editing. Enter search variables Use scroll bar and click in student s row to select Student Banner data view can be customized by the user. This area displays the current and count day FTE Action buttons: Add / Edit/ Delete / Renew This area is used for Initial IEP data entry. Use the Edit button to make data changes. This area contains all special ed records associated with the student. Selecting a record with a single mouse click will display the details in the right pane. This area contains the details of the selected record from the history pane. Use the Edit button to make data changes. Wayne-Oakland MISTAR Consortium 2 of 17 02/16/2015

3 Special Ed IEP history records are maintained in MISTAR. The message No records found for selected student indicates the student is new to Special Education. Otherwise, all IEP summary records will be displayed listed in reverse chronological order (most current on top). To enter an initial IEP follow the directions below To edit an IEP, see page 9. To delete an IEP, see page 10. To renew an IEP (existing SE student receives new IEP) see page For an Initial IEP click the Edit Button in the upper right area of the screen to complete the MSDS Initial IEP component values. (Formerly known as Child Find). 4. Complete the Initial IEP data: Required: Choose appropriate Parent Evaluation Consent/Timeliness data choice to record the Timeliness of Initial IEP. Choose appropriate Result of Initial IEP data choice (1 or 2 only) to indicate result of initial IEP. Enter the Referral Date. Enter Consent To Evaluate Date of Parental Consent to record the date the parent signed the consent for evaluation. Wayne-Oakland MISTAR Consortium 3 of 17 02/16/2015

4 Enter the Initial IEP completion (FAPE) date, if the student was found eligible. Optional: Enter the Days Beyond Eval/Timeline field for codes of 2, 5 or 6 in the Parent Evaluation Consent field to specify the number of calendar days beyond the 30 day window the actual evaluation took place. Enter the File ID if used in your district (optional). Check Other District IEP when the student, as stipulated in his/her current IEP, participates in a center program, a cooperative-agreement program designed specifically for special education students, or a cross-district special education program. The program must serve both in-district and out-of-district students. See CEPI description under the Special Ed Component, PlacedByAnotherDistIEP characteristic. If applicable, choose the Part C Transition Timeliness for a student two years, 6 months to three years old moving from an IFSP to an initial IEP around the third birthday. Click Submit to save the data. Recording an Early On Referral (Outcome of ineligible or eligible) To record an Early On Referral in which a student is found ineligible, the same fields in the Initial IEP are completed as appropriate. No other information needs to be completed. Note to enrollment personnel: Enroll the student with an entry code of 00 Not Enrolled and exit the student with an exit code of 00-Not Enrolled the next day. If the student was found eligible, in the Result of Initial IEP click the Add Button to record the Initial IEP data. Note: If a student s evaluation is still in progress as of count day, the information that is known should be recorded in Q. After the evaluation is completed, the outcome data can be recorded. It is not necessary to freeze data entry Wayne-Oakland MISTAR Consortium 4 of 17 02/16/2015

5 Recording IEP Data Click Add in the action buttons area: If the Special Ed Electronic Forms (SEEFS) application is used in the district AND the IEP has been Marked Complete, the data from the IEP will display on the right pane of the screen as shown: IEP Data Entry Pane Completed IEP Data Clicking on the blue arrow will move the associated data into the IEP data entry pane on the left of the screen. Alternately, clicking the Move All Button will move all IEP data into the data entry pane. Some data is mapped between the SEEFS (forms) and the data entry system. This data is indicated by the blue arrow in the details pane. More data will be mapped in future releases. Wayne-Oakland MISTAR Consortium 5 of 17 02/16/2015

6 IEP data entry screen: fields required for MSDS reporting and Medicaid billing. Fields required for State reporting or Medicaid billing are indicated with an arrow. Also reported to the State but not shown are the programs and services. Service Start Date first day of services IEP Purpose - reason for the IEP (district codes) IEP Exit date: leave blank until the student receives a new IEP or exits SE. IEP Exit Reason: 30 and 31 are reported to MSDS. Use 28 Student exit districts for dropped students. IEP Date - is the date on the FAPE paperwork (MSDS IEP Date Field) Instructional Setting choose setting Primary Disability Select the disability, which may be different than the program. Secondary Disability only deaf and blind are allowed as secondary disabilities. Remarks district specific notes. Reduced Hours Used if student is 100% special ed and does not attend the minimum minutes per day. The system will report all FTE as Special Ed FTE: no General Ed FTE will be reported for this student. Transported: check only if special education transportation is present on the IEP. Initial IEP, Reevaluation and REED dates: used to help manage timelines. Medicaid Consent Select the appropriate Medicaid billing status: The status permits/restricts billing based upon the selection. NOTE for Medicaid Billing: Transportation is only to be indicated if specified in the IEP Transportation program indicates: Round trip, AM only or PM only* Transportation provider should always be Local School District Trans* Transportation Type should be Special Bus* Transportation code is to be selected per the IEP: valid entries are F, H, J, K, M or N* * Items apply to Bloomfield Hills School District ONLY Wayne-Oakland MISTAR Consortium 6 of 17 02/16/2015

7 Services will be billed if the Medicaid Consent field unless the setting is Form Returnedrefused or Form not returned do not bill. Add the program and/or services the student will be receiving. Adding the placement information adds the student to the teacher/practitioner s case load for Medicaid billing and pupil accounting. Click the Placements Add Button to add placement data to the student s IEP. After clicking the Add Button, the Placements area will expand to allow inputting of the placement data. All fields must be completed* Districts using MISTAR for Medicaid billing only are not required to input time. Enter both Primary and Supporting Placement information. The FTE calculation requires the Time and Time Units. The FTE will automatically calculate when the record is submitted. **FTE is only calculated on a Primary Placement. Type Primary or Supporting Service - Service code Provider Staff member providing the program or service. If the staff name is not in the dropdown list, but they are certified to provide the service, use the Staff Editor application and add the certification to the provider. The number in parenthesis indicates the number of students on the caseload. Time Amount of time that student receives the program/service Time Units Unit of time for the program/service Location Where service is being delivered NEW Service Delivery A new drop down will be available soon, indicating the type of service delivery. Choices will be Direct, Consultation or Direct/Consult Wayne-Oakland MISTAR Consortium 7 of 17 02/16/2015

8 If more services are needed, click the Add Button to record all programs and services for the selected student. Click the Assessments Add Button to add test data to the student s IEP. The assessments input fields will display: Using the dropdown lists, enter the appropriate Test and Subtest(s) along with any notes. Clicking on the Change Button enables entry of any special accommodations a student requires. Continue to click the Add Button to record all tests for the selected student. Note: Some districts have implemented the ability for users of the Student Profile to view the assessment and accommodation information. Sample: Once all data has been entered, click the Submit Button to save. Sample of an incomplete submission. Items in the pink box must be entered or corrected before the record can be saved. Wayne-Oakland MISTAR Consortium 8 of 17 02/16/2015

9 Editing IEP Data To edit existing IEP information, locate the desired student by doing one of the following: Enter the student s last name and first initial (or portion of) and click the Find Button. Use the scroll bar at the right of the student name window to display the student name and click in the row displaying the student information. All IEP history records will show in the left pane and the associated detail for the selected IEP will show in the right pane. Select the IEP to be edited by clicking on it in the left pane. It will have a green background color. Click the Edit button. Note: Do NOT edit a student when a new IEP or amendment has been held: use the Renew button. Edits should be very limited, only for true data corrections! A good example of an edit is when a new service provider needs to be assigned to an individual student. Make sure to use entry and exit dates for the new and former providers. IEP HISTORY PANE SELECTED IEP DETAIL PANE The screen will refresh and show the fields in the left pane just as when entering a new IEP. Change the necessary fields and click the Submit Button. Explanation of the fields may be found under the section Add New IEP on page 6. Wayne-Oakland MISTAR Consortium 9 of 17 02/16/2015

10 Deleting an IEP As a rule, IEP historical data is always maintained in MISTAR: the need to delete an IEP should be a very rare. Be aware that deleting an IEP will remove a student from all associated teacher/practitioner case loads. Also, all services already entered will not appear on the Service Tracker reports. To delete an IEP, locate the desired student by doing one of the following: Enter the student s last name and first initial (or portion of) and click the Find Button. Use the scroll bar at the right of the student name window to display the student name and click in the row displaying the student information. All IEP history records will show in the left pane and the associated detail for the selected IEP will show in the right pane. Select the IEP to be deleted by clicking on it in the left pane. It will have a green background color. Click the Delete Button. The selected IEP will be deleted and cannot be recovered. Delete IEP Screen. IEP HISTORY PANE SELECTED IEP DETAIL PANE Wayne-Oakland MISTAR Consortium 10 of 17 02/16/2015

11 Entering a renewal IEP (Re-IEP) or Recording an Amendment When an existing special education student receives a new IEP, the existing IEP record must be closed and a new IEP record is created. To re-iep a student, do the following: Find the student Select the current IEP Click the Renew Button Complete the IEP exit and entry information as shown below To record an amendment, use the IEP date of the IEP that is being amended and the IEP Purpose will be Amendment. Click the Save Button Note: If the Special Ed Forms (SEEFS) application is used in the district, AND the IEP has been Marked Complete, the data from the IEP will display on the right pane of the screen. Renew IEP screen. The new IEP is saved and added to the top of the history pane. The new IEP is a copy of the IEP that was renewed. If any of the information has changed: Click the Edit Button to edit any information that is different from the old IEP such as: change provider or program/service time. Click the Submit Button to save changes Wayne-Oakland MISTAR Consortium 11 of 17 02/16/2015

12 Caseload Manager: Mass Drop, Transfer or Add a Program or Service Use the Case Load Manager application to quickly view, add, re-assign or remove programs/services based on location. It also displays a list of students with no services assigned. To access, hover over the Menu Button and select Case Load Manager under the Programs Heading. A roster will be displayed. The sort order is primary program code ascending then building and staff name. After all primary program codes are displayed; all supporting service codes will be listed ascending by building and staff name. Use the Type, Service, Location, Provider or number of students dropdown list to limit the roster as needed. Drop or Transfer Services The Drop Services function removes selected services as of a specified date. (The history is preserved; the process will add an end date to the deleted service in the student s placement record.) The Transfer Service function ends a program or service as of a specified date (The history is preserved; the process will add an end date to the deleted service in the student s placement record.) and adds a new program or service record with a specific effective date. Select the program or service to be dropped or transferred: Use the dropdown list to limit Service, Location, provider, etc. OR Double-click on a detail line in the roster listing Wayne-Oakland MISTAR Consortium 12 of 17 02/16/2015

13 Once the selection criteria are chosen, the list of students that match the criteria appears in the right pane. Roster Pane Selection Pane Clicking the Printer icon will print the displayed roster in the selection pane. Select all students to drop the program/service from all or check the box to the left of the student s name(s) to select specific student(s). Select all students in list. Select one or more students in list. After selecting the Drop Service Button, a confirmation screen will display to confirm that you want to drop the program or service with an effective date. Click the Submit button to confirm or click the Cancel Button. After clicking the Transfer Service Button, a confirmation screen will display to confirm that you want to transfer the program or service to a new location and/or provider with an effective date. Click the Submit button to confirm or click the Cancel Button. Note the Exit Date. It is the last date the services are offered by this provider. If all students do not have the same end date, students must be processed individually. The same holds true with the effective date of a Transfer. Wayne-Oakland MISTAR Consortium 13 of 17 02/16/2015

14 Add Services After selecting Caseload Manager, click the Add Services Button Select a Location (school) to set the focus for the student search. Click the Student Search Button. Enter the search criteria for the student and click the Find Button. Select the student from the list of student(s) that match the search criteria. The screen refreshes to display limited demographic information as well as the primary and secondary (if indicated) disability. The current services are also displayed. Enter new service information for the student. Note the Entry Date: this date is the current day s date. Be sure the entry date is the date the services are to begin. Click the Submit New Service Button to save Wayne-Oakland MISTAR Consortium 14 of 17 02/16/2015

15 A confirmation popup will display. Click OK to continue. A new screen for the affected student will display showing the addition of the new service. Continue to add new services for the selected student, if needed. Wayne-Oakland MISTAR Consortium 15 of 17 02/16/2015

16 Unassigned Services The Unassigned Services function is useful for displaying students in which a service provider is not assigned. To find the students, select the Provider Unassigned when in the Manage by Roster view. Selection criteria may also be used. Double-clicking on a line will expand the selection pane allowing printing, dropping or transferring services for the selected student(s). See instructions for dropping or transferring services on page 12. Wayne-Oakland MISTAR Consortium 16 of 17 02/16/2015

17 Reports The following standard reports are available in MISTAR. If you do not have one or more reports available to you, please contact your System Administrator to add them. Disability Exited Special Ed Students Overdue Eval Review Overdue IEP Program History Special Ed Analysis Special Ed Monthly Summary Special Ed Provider Alpha List Special Ed Student Listing Provider Alpha List Provider Caseload Provider Master List Program Enrollment Analysis Route Listing Special Ed Disability Special Ed Overdue Eval Review Special Ed Provider Caseload Test Accommodations All reports may be modified to change the layout, sort order, etc. Please see the document Report Formatting Options for assistance in formatting the reports. Many other reports have been created for managing SEEFS forms and Medicaid billing. Custom reports may be created: please contact your system administrator for assistance. Wayne-Oakland MISTAR Consortium 17 of 17 02/16/2015