Assessment Reports as Attachments Handbook

Transcription

1 Assessment Reports as Attachments Handbook Version 2.1 Updated 7/31/2008

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3 Contents Part I: Background Information...1 About this Handbook...2 General Guidelines for Reports as Attachments...3 Part II: Saving the Template...4 Saving the Assessment Report Template...5 Part III: Writing an Assessment Report...9 Opening a New Report Document Using the Template Part IV: Attaching the Report in Encore...18 Locating the Correct Event Initial IEP Assessment Report Triennial Review Assessment Report Supplemental Review Assessment Report Uploading the Report Editing a Report Printing the Report Copyright 2007, San Diego Unified School District. All rights reserved. This document may be reproduced internally by San Diego Unified School District. Except as noted, all rights are reserved. No part of this publication may be reproduced, transcribed, stored in retrieval systems, or translated into any language in any form by any means without written permission of San Diego Unified School District, District Wide Applications, 2441 Cardinal Lane, Building I, San Diego, CA

4 Part I: Background Information Assessment Reports as Attachments Handbook Page 1

5 About this Handbook This handbook was created by Yvonne Morgan as reference material for providers who write assessment reports in Encore. It will be used in Encore Plus - Attaching Assessment Reports courses. This handbook is divided into four sections: Part I provides background information and general guidelines for assessment report attachments. Part II describes how to save the assessment report template to your computer. Mac users may need to have help from a site tech or system administrator to complete this step. Part III gives instructions for writing assessment reports using the assessment report template. Part IV includes information for attaching the report into the Encore application and printing it out. Names used in the documentation are fictitious. Instructions are explained with screenshots and numerical steps. Please follow the steps in numerical order. Assessment Reports as Attachments Handbook Page 2

6 General Guidelines for Reports as Attachments A new feature of Encore allows Assessment Report Page 2 information to be inserted as attachments into specific events. Reports attached in this manner must be created using the template provided by the Encore Training Staff. Using the template will ensure that reports that are attachments correspond with reports that are entered directly in Encore. Assessment Report p. 1 and 3 must be completed in the current fashion. It is NOT appropriate to state, See page 2 or other non-specific statements in the fields on these pages. The provider who is attaching reports must be careful to attach the report to the correct event. For an initial IEP, the reports must be attached only to the Initial IEP Meeting event. Triennial Review reports will be attached to the Triennial Review of Eligibility event only. Reports for Supplementals must be attached to the Supplemental IEP Review events. (See Part IV for more specific information regarding the correct event for attachments.) Following this procedure will allow people unfamiliar with a student s record to easily find and print any attachments that are pertinent for the student. Assessment Reports as Attachments Handbook Page 3

7 Part II: Saving the Template Assessment Reports as Attachments Handbook Page 4

8 Saving the Assessment Report Template The assessment report template will be available by logging in to the Encore training website. In order to use the template correctly, it must be put in the template folder on the computer. This process is fairly simple and will be described below. Those providers who use Mac computers may need help from a system administrator or site tech to save the template in the correct folder on the computer. Follow the steps below to save the assessment report template. Open your network browser (Internet Explorer usually). Go to 1. Click training. Log in to the training scheduling application. 2. Enter your employee ID and password. Click Login. Assessment Reports as Attachments Handbook Page 5

9 The assessment report templates are displayed. 1. Click the desired template. The File Download dialog box appears. Click Open. Assessment Reports as Attachments Handbook Page 6

10 2. The document will open in MS Word. Save the file as a template. a. Click File. b. Click Save As. The Save As window will be displayed. c. Change the type of document to Document Template. The destination folder should change to Templates. Assessment Reports as Attachments Handbook Page 7

11 d. Click Save. 2. Close the document. Assessment Reports as Attachments Handbook Page 8

12 Part III: Writing an Assessment Report Assessment Reports as Attachments Handbook Page 9

13 Opening a New Report Document Open Microsoft Word. If using a PC: a. Click File. b. Click New. In Word XP or Word2003 a New Document pane will open. c. Click General Templates or On my computer Assessment Reports as Attachments Handbook Page 10

14 The Templates selection pane is displayed. d. Click the assessment template. e. Click OK. The template will open as a blank document. Assessment Reports as Attachments Handbook Page 11

15 A Mac computer can be set to Show Project Gallery at startup. If it is not set to display the Project Gallery, you can view the Project Gallery by following these steps: a. Click File. b. Click Project Gallery. The Project Gallery will be displayed. c. Click the template for your report. d. Click OK. Assessment Reports as Attachments Handbook Page 12

16 The template will open as a blank document. Assessment Reports as Attachments Handbook Page 13

17 Using the Template 1. Double-click in the Header area. OR a. Click View. b. Click Header and Footer. Assessment Reports as Attachments Handbook Page 14

18 The header will become available for editing. 2. Enter the student s identifying information and the date of the report by clicking into the appropriate boxes. 3. Double-click on the text area. OR a. Click View. b. Click Header and Footer. Assessment Reports as Attachments Handbook Page 15

19 The document is ready for writing the page 2 report information. Clicking on Save allows the user to save the report to the desired folder. To maintain consistency, report files should be named with the last name and then first initial (i.e., SmithJ.doc) or last name then first name (i.e., SmithJohn.doc). The preferred format for uploading the document is with the.pdf extension if you have the ability to do so. Mac users need to make sure to save in the Windowsfriendly version with the.doc extension. Checking Append file extension will take care of this step for you. When using MS Word 2007, the document must be saved in Word format. If it is uploaded with the 2007 format, the report will not be available for viewing on district computers. Depending on the method you use to save, change the format as displayed below or on the following page: Using the Office Button: Assessment Reports as Attachments Handbook Page 16

20 Using the Save icon: Assessment Reports as Attachments Handbook Page 17

21 Part IV: Attaching the Report in Encore Assessment Reports as Attachments Handbook Page 18

22 Locating the Correct Event Encore will allow attachments with each event in the event group; however district policy dictates which event should have the attachment. This policy allows people unfamiliar with a student s record to easily find and print any attachments that are pertinent for the student. Initial IEP Assessment Report For an initial IEP, the attachment must be attached to the INITIAL IEP MEETING event only. Assessment Reports as Attachments Handbook Page 19

23 Triennial Review Assessment Report For a triennial IEP, the attachment must be attached to the TRIENNIAL REVIEW OF ELIGIBILITY event only. Assessment Reports as Attachments Handbook Page 20

24 Supplemental Review Assessment Report Supplemental assessments are somewhat different because the assessment report can be in the Supplemental Assessment Plan event or in the Supplemental IEP Review event. It is recommended that the assessment plan be locked without the report. Then an additional assessment report event must be added to the Supplemental IEP Review. When these steps are followed, the attachment must be attached to the SUPPLEMENTAL IEP REVIEW event only. If the assessment report in the assessment plan event is being used, the attachment must be attached to the SUPPLEMENTAL ASSESSMENT PLAN only. Assessment Reports as Attachments Handbook Page 21

25 Uploading the Report 1. Open Encore. Navigate to the correct student record. 2. Open the event where the report will be attached. For this example, the Initial IEP Meeting will be used. The process is similar for all events. 3. Click on the paper clip for the correct event. Assessment Reports as Attachments Handbook Page 22

26 4. Click ADD. 5. If using a PC, click Browse. If using a Mac, click Choose File. Assessment Reports as Attachments Handbook Page 23

27 The Choose file window will be displayed. PC Mac 6. Select the correct document for attaching. (In some cases navigation will be required to find the correct file.) 7. Click Open OR Choose. Assessment Reports as Attachments Handbook Page 24

28 The ADD screen will be displayed. 8. Add a description of the report. The description should be consistent Acceptable descriptions are: Academic Assessment APE Assessment Assistive Technology Assessment Audiological Assessment DHH Assessment Functional Orientation & Mobility Assessment Functional Vision Assessment Health Assessment Multidisciplinary Assessment Occupational Therapy Assessment Physical Therapy Assessment Psychological Assessment SLP Assessment TDT Assessment Developmental Vision Assessment Vocational Assessment for ease of viewing and printing reports. Academic Report APE Report Assistive Technology Report Audiological Report DHH Report Functional Orientation & Mobility Report Functional Vision Report Health Report Multidisciplinary Report Occupational Therapy Report Physical Therapy Report Psychological Report SLP Report TDT Report Developmental Vision Report Vocational Report 9. Click UPLOAD. Assessment Reports as Attachments Handbook Page 25

29 The document and its description will be listed in the EVENT ATTACHMENTS. Click Events to return to the student s record. Assessment Reports as Attachments Handbook Page 26

30 Editing a Report If the report needs to be edited, it must first be deleted by clicking the Delete icon. (The Edit icon only allows you to edit the description.) A confirmation message will be displayed. Click the DELETE link to confirm the deletion. The replacement report will then need to be uploaded following steps 1-9 again. Assessment Reports as Attachments Handbook Page 27

31 On the Assessment Report p. 2 for the event group, it is necessary to indicate that there is an attachment. Assessment Reports as Attachments Handbook Page 28

32 Assessment Report p. 2 pages may be used in the usual manner in addition to reports added as attachments. Assessment Reports as Attachments Handbook Page 29

33 Printing the Report When printing attached assessment reports, the report must be opened and printed in MS Word or Adobe Acrobat. It is not available to be printed through the batch printing process. 1. Click on the paper clip. The number beside it indicates the number of reports attached. 2. Click on the name of the report. 3. Click Open. Assessment Reports as Attachments Handbook Page 30

34 Microsoft Word or Adobe Acrobat will be launched. 4. Print the document using either File Print or by clicking on the printer icon. When the event group is locked, all reports (whether traditional Assessment Report p. 2 or attachments) should be stapled together with the IEP and placed in the Special Ed container. Assessment Reports as Attachments Handbook Page 31