VIDEO DOCUMENTATION IEP Log in, Student List and Menu Options

Transcription

1 VIDEO DOCUMENTATION IEP Log in, Student List and Menu Options The July 1 st, 2013 IOWA IDEA INTEGRATED DATA SYSTEM encompasses the Child Find, IEP, IFSP and IMS applications. The two approved browsers used to access this system are Firefox 16 and above and Internet Explorer 9 and above. The browser information can be accessed along with this training video under the Associated Files on your AEA s website. Log in using your current username and password. The first time you log in, you will need to update My Preferences. My Preferences Choose a Default Application. This will determine what application you see the next time you log in. Select a Job Title. Choose an Office Location and enter your Contact Information. This will pre-fill into designated fields of the IEP or IFSP. The system will force all users to change their Password on September 9, New users after that date will be required to change their password at their first log in. The system requires strong password security. Use the following formula to create your password.

2 Answering the Secret Question will allow you to re-set your password if you have forgotten it. If this occurs, click on Forget Your Password? on the login screen. You will be prompted to enter your username and answer the secret question. After completing this, your password will be reset and ed to you. Clicking Cancel will cancel this process. Select Update at the top of the My Preferences screen to save your changes. To access the IEP application, click on IEP on the menu bar. What you have for permissions will determine your Menu options. You may find My List, Student List, Add/Transfer, or Find on your menu. My List is a list of all students assigned to your roster. Student List is a list of all students in the building.

3 a. You may choose how many students you wish to Show on the screen (10 to all). b. Filter by name To easily find one student, you can filter by Last Name and/or First Name. This option is only available on the Student List. c. Sorting each column can be sorted by clicking on the column title. Clicking once will sort in ascending order and clicking again will sort in descending order. d. To print a student list, click on the Print button and the list will print the way it is sorted. e. E-Help (?) gives you further information about what each column means as well as a definition of the status codes

4 IEP FAMILY TAB Family Tab To open an IEP from the IEP Overview screen, click on the Meeting Date field. The IEP will open on the Family Tab. Previously completed information will pre-fill into some of the fields. Verify all the information and complete all blank fields on both the Student and Adult tabs. The Family Tab has two subtabs Student and Adult. Student Tab If the Birthdate field needs to be entered or changed, click on the Calendar button. You can use the arrows or click on the Month and Year to change the date. To enter or update fields with an L, click on the L and select from the drop down list.

5 If Race/Ethnicity information is incomplete, it will need to be entered. Additional information about a field can be accessed by clicking the H. Adult Tab Complete the information for at least one adult. By clicking on the L next to zip code, you can find the zip code for any city and state in the United States. Be sure to check the box Student Lives With if that is the adult the student lives with. If there is more than one adult, complete, the information for Adult 2. If Adult 1 and 2 live at the same address, you can click on Copy Adult 1 to duplicate that information. If changes have been made, the Save button will be red. Once the information is saved, the Save button will be black. Click on Save to save the information. Watch for the Save Successful message before going to a new tab.

6 Tab A Tab A as two sub-tabs Meeting and Attendees. IEP TAB A Meeting Tab Meeting Type Use the drop down list to select the type of meeting desired. The meeting type chosen will determine the duration to date and the reevaluation is due date. The Duration dates are editable by using the calendar field. Document who and how Procedural Safeguards were reviewed. Outside Written Input can be documented in this field. The Rights will transfer at date is pre-filled depending on the student s birthdate. The Notification dates are documented here when the student reaches transition age. Click on Save before going to another tab.

7 Attendees Tab To add a meeting participant, select ADD. Continue to select Add until all attendees are listed. To add Parents, click on the 1 or 2 by the Parent name. This will automatically fill in the parent s name as it was entered on the Family tab. You will need to add each parent separately. If the student is invited, click on the word student and the student s name will auto fill into that field. To select a banked name as a participant, click on the B next to the Name field. Be sure to select a role for each attendee. Click on Save before going to another tab.

8 IEP TYPES IEP TYPES AND PROCESSES (Found on Tab A) Initial: Once a student has gone through the Child Find process and is determined to be eligible, the AEA staff person will Create an Initial IEP on the Child Find tab. Once an Initial IEP has been created, the LEA staff will have access to that student on the Student List. After a teacher/service provider has been assigned on page A, the IEP will show on My List for that teacher/service provider. To start a new IEP other than an initial, you will need to use the Pre-Plan function. Click Tab A. When prompted, click on OK to continue the Pre-Plan process. You will be required to enter a Plan Type. You will be directed to the Meeting Tab after selecting a plan type. Review: To start a review IEP, select Review from the drop down menu and click GO. If you wish to proceed, read the meeting information message and click on Create Meeting. Reevaluation: To start a reevaluation IEP, select Reevaluation from the drop down menu and click GO. The current reevaluation date is shown on this message. If you wish to proceed, read the meeting information message and click on Create Meeting. If a Reevaluation is chosen, the R tab will be added to this IEP. Interim: To start an interim IEP, select Interim from the drop down menu and click GO. The system will pre-fill the Duration To Date of the IEP to be 45 school days from the Duration From Date. If you wish to proceed, read the meeting information message and click on Create Meeting. The Duration To date is editable to allow for significant school breaks.

9 45-Day Trial Out: If the new IEP is to initiate a 45-day trial out, check the 45 day out box next to the Review or Reevaluation meeting type on the Meeting Tab. When this is checked, the system will pre-fill the Duration To Date to be 45 school days from the Duration From Date. The Duration To date is editable to allow for significant school breaks. IEP PROCESSES Amendment: An amendment is no longer a type of IEP. An Amendment is a process that is added to a validated IEP. To amend an IEP, go to tab A of the most recently validated IEP and check Amend for the meeting type. Select With or Without a Meeting from the drop down list. If you select Without a Meeting, you will need to complete additional information at the bottom of the screen. Once an amendment has been started, the process is irreversible. Exit: To exit a student, a new IEP is no longer created. On the IEP Overview screen in the Final Exit column, click on Exit. Enter a Final Exit Date, Code and Description.

10 Complete any incomplete forms in the Final Exit Checks section. The Final Exit Report displays what might still be missing in order to complete the exit process. Clicking and accepting Final Exit is a PERMANENT action once it has been validated in IMS. The Final Exit button is at the bottom of the screen. If you have Final Exit permission, it will become available when the Final Exit Checks are complete. Once the exit process is complete, this student s data CANNOT be retrieved for printing. Print all necessary pages BEFORE Final Exiting.

11 IEP TAB B Tab B Tab B has two sub-tabs Considerations and Assessments Considerations Tab Each consideration area needs to be completed by checking one of the check boxes. If you select Yes for NIMAS Eligible, you will be required to document this as an activity with an Accessible Instructional Materials box under tab F. If you choose to keep the default of No, the Accessible Instructional Materials activity option on Page F is not available. Clicking on the? (E Help) gives guidance to determine whether a student is NIMAS Eligible. Click on Save before going to another tab. Assessments Tab Complete all fields under this tab. Additional information will be required if this child is of transition age. This would involve students turning fourteen before the duration to date of the IEP. Click on Save before going to another tab.

12 IEP GOALS TAB GOALS To add a goal, click on Add Goal. On the goal page, select a goal from the Goal Area drop down. The domain for that goal area will auto fill into that field. You will need to add the Service Provider and/or Collaborator for the goal by clicking on the B. This will display a list of available staff. Completing Milestones or Short Term Objectives is optional unless Alternate Assessment is indicated on page G. Once all information on the goal page is completed, click Save. To add another goal, click on the Goals Tab and the Add Goal button.

13 IEP GRAPH(S) Graph To start a graph for a goal, click on the Goals Tab. Click on Choose for the goal you wish to graph and select New from the drop down list. Click on Load to load the graph setup screen. Type in a Y Axis Label Enter a Minimum and Maximum Y score The start date is entered by the user and is flexible, up to 30 days prior to the IEP meeting date. The graph ending date (IEP duration to date) should auto fill in from Tab A. Enter the Aim Line Goal Starting and Ending points Type in a Dataset A Legend Click the radio button to choose how Phase Line changes will calculate. Once the Dataset A Legend has been entered, the graph score data area will appear. You will start entering dates on row 1 at the bottom of the screen. You can add Comments and/or Phase Lines as needed throughout data collection. You can add Monitoring Log Comments and print the log from the print menu. You can add more rows by typing in the number you need on the Number of Blank Lines field. Any row can be deleted by clicking on the red X for that row. Click on Save or Save and Graph to bring up the graph screen.

14 GRAPH ELEMENT DETAILS Four Point Advice - The graph screen (not the printed graph) will display advice for the teacher, in bold red text, if the most recent four consecutive points within the current phase are above or below the aim line. If data is not collected and recorded for 30 days or more, the system will automatically insert a phase line and the data collection will start over. Score line(s) are broken by a phase change. Scores are collected over a maximum range of 395 days. The end date of all scores will be the Page A duration To: date. The begin date will be entered by the user and flexible, up to 30 days prior to the IEP meeting date. This will allow for the entry of 'pre-baseline' scores. Score points entered for dates prior to a score marked as a Baseline are not connected and are not included in the generation of a Trend line. You can add more than one graph per goal by selecting New from the drop down under the Graph column for that goal.

15 IEP TAB F There are three sub tabs to page F - Services, Activities and Future. Once an IEP has been written in the new program, the services and activities from the previous IEP will roll over into a new IEP. At the top of Tab F a summary will display Services, LRE information and Minutes in the school day, which can be edited if needed by checking the checkbox. Adding a new service: Select a Service from the drop down and then click on Add. Service Status: Indicates the status of each service. Only a PPSP (Proposed Service) can be deleted by using the red X in that service box.

16 Include on PWN (Prior Written Notice): If this is checked before the PWN is started, this service information will be included on the PWN. Start: For a new service, this date will populate from the Meeting Tab. For an established service, the date will reflect the original service start date. Provider: The provider can be selected from the B next to the name field. To see the contact information for this provider, click on the C next to the name field. This information will only be available if the provider has set up their office location information under My Preferences. Once the provider s name is selected, the District and Building will populate. Time is entered in the minutes box; select the frequency from the drop down (day, week, month), select yes or no for Direct removal from Gen. Ed. Setting. If yes is selected, the minutes the student is removed from the Gen. Ed. Setting will need to be entered in the Min/Day removed field. Description: A description of the service is required. This is a bankable field. To change the provider for a service, click on the Change Provider button. Select the new Provider name from the L. If the new provider s name is not in the lookup list, check the checkbox to enter the name manually. Enter the New Provider Begin Date using the calendar button. Describe the reason for the provider change in the provided field. Click Submit to process the change. The new provider name will be displayed in the Provider field after IMS staff has approved the request. Until the request has been approved, the following message will appear in the services box.

17 If a validated service is being discontinued, click on the End Service button. Select the End Reason from the drop down menu and enter an End Date and an explanation why the service is ending. (The End date must match the IEP Meeting or Amendment date.) Click on End to complete this process. While you are still on Tab F, you are able to undo this action by clicking on the Undo Ending button that will display for that service. However, once you leave Tab F, this service will immediately be removed. Click on Save before going to another tab.

18 Adding an Activity: Click on the Activities Tab and select a category from the drop down list and then click on Add. Start Date: For a new activity, this date will populate from the meeting tab. For an established activity, the date will reflect the original activity start date. Provider Name and Position Responsible: This information can either be selected from the bank or entered manually. These fields are not required. Time & Frequency: This is a required field. Description: This is a required field. If activities are no longer needed, they can be deleted by clicking on the red X in the top right hand corner of the activities box. Click on Save before going to another tab.

19 Adding Future Services: Select a Service from the drop down menu and then click on Add. In the description field, you can document services planned for the future. An amendment is required to activate these services. They will need to be manually moved from the Future Tab to the Services Tab.

20 EC Worksheet (Page F): At the date of the IEP meeting, if a child is 3-5 years old (including Kindergarten), an EC Worksheet will be required. The EC Worksheet determines the EC Setting Code. On IEPs requiring the EC Worksheet, the service minutes must be documented per month. Click on the EC Worksheet button to access the form. The answer to the question will determine what information is required. If the answer is Yes, you will need to enter the Minutes Per Week the child attends the Regular Early Childhood Program.

21 If the answer is No, you will need to select the setting or location where the child is receiving special education services. The EC Code will display once page F is complete.

22 IEP Tab G Answer the Extended Year question. If the answer is Yes, then you will need to specify the goals that require ESY services and describe those services in the text box provided. Answer the Specialized Transportation question. If Yes, check the box that best describes the type of transportation service being provided. Complete the Physical Education section by checking one of the checkboxes. If you select Modified, you will need to complete a description of the modification. Answer the District-Wide Assessments question. If Yes, you will need to indicate how this student will participate in the district-wide assessments in the areas of Reading, Math and Science. Choose either Standard Assessment or Iowa Alternate Assessment by checking the checkboxes. Answer the question on how the Non-AYP assessments will be given. If you choose With Accommodations, you will need to describe the accommodations in the space provided.

23 In Additional Considerations, answer the first three questions. If the answer is NO, you will be required to explain why in the space provided. Answer the question, Will this student attend a special school? If Yes, you will need to complete and attach a Special School Form (found under the Forms Tab). Enter the number of times per school year that parents will receive progress reports on their child. (It should be the same number of times general education children receive progress reports) Choose how progress will be reported (i.e. an IEP with report cards and progress reports or with updated IEP goal pages, or some other way)

24 IEP Tab H Once you have written goals and chosen the number of times a year parents will receive progress reports (page G), a report card for each goal will be available on Tab H. Enter the date of the progress report and choose a code from the drop down list (1-5). If you need a description of the codes, click on the H for assistance. You will do this each time progress is reported. The comment sections correspond to each progress report. IEP Tab R The R tab is available if the Reevaluation type IEP is chosen on tab A. The six questions have bankable fields. Each field must be completed before the IEP can be submitted.

25 IEP - PRINTING The Print Menu can be accessed in two places, the IEP Overview Screen and the Hover Menu at the bottom of each tab. The Print Menu is divided into four sections: IEP Main Forms, Child Find Forms and IEP Additional Forms. IEP Main Forms: Checking Available will automatically select all IEP pages that have data entered. You also have the option to select individual pages. Checking Blank will automatically select all IEP pages. You also have the option to select individual blank pages.

26 On the right hand side of the Print menu you will find different options. Question Mark this will bring up the Print Menu ehelp screen Show Queue See below for further information. Incomplete Data Report (IDR) - This report will display the incomplete fields. IMS Summary - IMS data personnel use this for data verification. Print This takes you directly to the browser s Print screen and skips the Queue/Preview option Reset This will uncheck all the selected pages. Cancel This will close the print menu. The Red X can also be used. Show Queue (preview): Clicking Show Queue will display the pages that have been selected to print. A page can be deleted from the Queue by clicking on the Red X. To print the pages in the Queue, select print. To get out of the Queue, select close.

27 IEP Forms Tab The Forms Tab has two sub-tabs: Forms and Signatures. Forms sub-tab: The forms available are based on the student s age and the type of IEP being written. To add a new form, click on the drop down menu and select the form from the list. Click on Add Form to add the form to the list. To edit a form, click on the title of the form. Click on the forms sub-tab again to access other forms.

28 Signatures Tab: The fields on this tab indicate when required documents have been signed. Consent for Services: This field displays the date the parents signed the Initial Consent for Services form and will automatically fill in from the Initial Consent Form. Medicaid Parent Authorization: If a student has a Medicaid number and a Medicaid billable service, enter the date the parents signed authorization form and whether or not they signed a consent form. Agreement to Excuse: Document the date the parents and the School or AEA signed an Agreement to Excuse form.