Testing and Accommodation Enhancements CECAS users will notice that a set of changes to the CECAS production (live) site have occurred. The changes are: Child Demographics screen has been updated to contain a new field for Name Suffix. A child s demographic data such as First Name, Middle Name, Name Suffix, Last Name, Date of Birth, Race, Ethnicity, and Gender are locked after data is verified from NC WISE. Plans screen has been modified to include fields for data on a student s Tests and Accommodations. Testing and Accommodations section of IEP/DEC4 form has been updated to align with the Plans screen.
Testing and Accommodation Enhancements Getting Started Guide Any student data indicated in this document is fictitious, and is used for the purpose of demonstrating instruction.
Table of Contents 1. Working with Name Suffix... 1 1.1. Adding the Name Suffix... 1 2. Locking of Demographic Data... 3 3. Working with Tests and Accommodations in Plans... 4 3.1. Adding Tests and Accommodations in Plans... 5 3.2. Editing Test and Accommodations in Plans... 8 3.3. Deleting Test and Accommodations in Plans... 8 3.4. Verifying Plans... 9 4. Working with Testing and Accommodations in IEP/DEC4...10 4.1. Adding Tests and Accommodations in IEP/DEC4...10 4.2. Editing Test and Accommodations in IEP/DEC4...12 4.3. Deleting Test and Accommodations in IEP/DEC4...13 4.4. Viewing Plans created by Closed/Verified IEP/DEC4...13 4.5. Viewing Historical Data in IEP/DEC4...14 5. Moving of NCEXTEND1 and NCEXTEND2 from Participation list to Test list...15 6. Generating NC Testing Participation Report...16 7. Data Migration...18
1. Working with Name Suffix A new field, Name Suffix, has been added to the Child Demographics screen. This field is placed between the Last Name and the First Name. The Name Suffix field is a drop-down list that is populated from the lookup code. The options of Name Suffixes are: Jr, Sr, I, II, III, IV, V, VI, VII, VIII, IX, X, XI, XII, XIII, XIV, and XV. Getting Started with Child Demographics- Name Suffix 1.1. Adding the Name Suffix Change Description: This is a new field. To add a child s demographic information, follow these steps: 1. From the Child Search or Recent Child List screen, click New. The Child Demographics screen is displayed. 2. Enter one or more of the following IDs: Local ID#/ NCWISE ID# /SSN. 3. Enter the Last Name. 4. Select the Name Suffix, if applicable. 5. Enter the First Name. 6. Enter the Birth Date. NCWISE Testing and Accommodations - Getting Started Guide 01.11.2011 1
7. Select the Gender as one of the following: M or F. 8. Select Yes or No for the question, Do you identify as Hispanic/Latino?. By default, No is selected. 9. Select one or more Race(s) from the following options: American Indian or Alaska Native Asian Black or African American Native Hawaiian or Other Pacific Islander White You can select multiple races using the Ctrl and Shift keys. Use the Shift key to select consecutive items and the Ctrl key to select separated items. 10. If an observer determines the Race/Ethnicity, select Observer Defined Race/Ethnicity. 11. Select Yes or No for Is LEP. 12. Select Region/ LEA and/or CDSA/County and the Begin Date. 13. Click Save. -2-
2. Locking of Demographic Data Change Description: This is a new requirement. The demographic information of a child that is entered on CECAS is verified by NC WISE system. Once a record is verified by NC WISE, the following fields on the Child Demographics screen in CECAS are locked and cannot be edited in the CECAS application. Local ID NCWISE ID Last Name Name Suffix First Name Middle Name Birth Date Gender Ethnicity Race Sample image of a locked Demographics screen -3-
3. Working with Tests and Accommodations in Plans Change Description: This is a new requirement. A new screen is introduced to the Plans section for adding a student s Tests and Accommodations related data. The Testing and Accommodations screen enables to add a student s participation in a testing program or to mark that the student is not required to participate based on grade. The screen is located after the Child Plan Detail screen and prior to the Program/Services Detail screen. The Plans section now comprises the following screens: Child Plan Detail- Special Ed Testing and Accommodations Programs/Services The user is required to complete all the three screens in the same sequence as given above. In other words, a plan is saved only when the user enters the necessary information on the Testing and Accommodations and the Programs/Services screens. After the Test and Accommodation and the Program/Service are added, a new button, Test/Accom is displayed on the Child Plan Detail- Special Ed screen. This button enables to add/update the tests in a plan and is not seen for a new plan. The change applies only for Special Ed children and not for Infants/Toddlers. -4-
Getting Started with the Tests and Accommodations in Plans 3.1. Adding Tests and Accommodations in Plans To add Tests and Accommodations in Plans, follow these steps: 1. Select a child s record from the Recent Child List or the results screen of a Child Search. 2. From Go to menu, select Plans or click Plans. The Plans screen is displayed. 3. Click New. The Child Plan Detail Special Ed screen is displayed. It is mandatory to enter all the fields that are marked in red. 4. Select the Type of the plan. 5. Select the Purpose. 6. Enter the Plan Date. 7. Enter the Program/ Services Begin and End Date. 8. Select the Setting. 9. Select The secondary Exceptionality was determined to be, if applicable. 10. Enter Comments, if applicable. 11. Click Save. The Testing and Accommodation screen is displayed for entering the tests and the accommodations that are required by this plan. -5-
12. Select one of the following options: Student is not required to participate because of his/her grade level Student will participate in the testing program under Standard Conditions, with Accommodations, or will be assessed using Alternative Assessment. If you select the first option, then the steps 13 through 17 are not required. 13. If the student participates in the testing program, you need to specify the Grade Range, Test, and Participation. Select the Grade Range. Based on the Grade Range, the Test list is displayed. 14. Select the Test. 15. Select the Participation. 16. Some of the Participations require specific information regarding the use of accommodation. On the Testing Participation lookup code, if the Specifics regarding Accommodations Use is checked, then it is necessary to add text in Specifics regarding Accommodations use. 17. Click Add. The Test, Participation, and the Specifics Regarding Accommodations Use are added and displayed as a list at the bottom of the screen. You can add multiple Participations to a Test but cannot add Standard Administration with other Participations. In addition, a Test that has multiple Participations, are displayed multiple times in the list but the associated Participations cannot be duplicated. -6-
18. Click Prg/Serv. The Child Programs/Services Detail screen is displayed for entering the programs and services. 19. Select the programs/services Provided By. 20. Select the Program/Service. 21. Specify if the Program/Service is Primary. 22. Enter the number (#) of Sessions and select the Session Period. 23. Enter the Time per Session and select the Time Period. 24. Select the Location. 25. Select the Provided in School name, if applicable. 26. Select the Provider Name, if applicable. 27. Select the location of the Agency, if applicable. 28. Enter Comments, if applicable. -7-
29. Click Save. The Program/Service for the newly created plan is added. The plan entered is not saved until information on Testing and Accommodations and Program/Services are added and saved. 3.2. Editing Test and Accommodations in Plans Each test added to a plan can be edited by clicking the hyperlink associated with the Test. To edit the test and accommodation information in a plan, follow these steps: 1. From the Child Plan Detail - Special Ed screen, click Test/Accom. The Testing and Accommodation screen is displayed. 2. For a specific Test, click the hyperlink associated with the Test. The Grade Range, Test, Participation, and Specifics regarding Accommodation Use get selected. 3. Change the details as required. 4. Click Update. The modified Test, Participation, and Specifics regarding Accommodation Use are displayed on the list. 5. Click Prg/Srv to modify the Programs/services or click Close to return to the Child Plan Detail - Special Ed screen. 3.3. Deleting Test and Accommodations in Plans To delete the test and accommodation information in a plan, follow these steps: 1. From the Child Plan Detail - Special Ed screen, click Test/Accom. The Testing and Accommodation screen is displayed. -8-
2. For a specific Test, click the Delete hyperlink under Action. A message is displayed. 3. Click OK. The Test and the associated Participation are deleted. 3.4. Verifying Plans A child's plan can be verified to prevent changes to the plan, testing and accommodation, and the programs and services in that plan. A plan can be verified only once. To verify the test and accommodation information in a plan, follow these steps: 1. From the Child Plan Detail - Special Ed screen, click Verify. The fields of the Child Plan Detail - Special Ed and the Testing and Accommodations screens become read-only. On the Child Programs / Services Detail screen, the Provided in School, Provider Name, and Agency (location) are editable, rest of the fields become read-only. -9-
4. Working with Testing and Accommodations in IEP/DEC4 The Testing and Accommodations screen in IEP/DEC4 has been updated to align with the new Plans -Testing and Accommodation screen. Change Description: The Grade Range options have been modified. Only one Participation can be added at a time. The heading displayed as Accommodation has been modified to show Participation. The Grade Range options have been changed as following: Grade 3-8 is replaced with Grade PK 8 Grade 9 12 is replaced with Grade 9 and Above For the newly created IEP/DEC4s and the existing IEP/DEC4s that are in Draft and Meeting status, the tests associated with Grade Range 3 8 are associated with Grade PK 8 and the tests associated with Grade 9 12 are associated with Grade 9 and Above. However, for the closed/verified forms, the tests are displayed according to the previous grade ranges, Grade 3 8 and Grade 9 12. Getting Started with the Testing and Accommodations in IEP/DEC4 4.1. Adding Tests and Accommodations in IEP/DEC4 To add Tests and Accommodations in IEP/DEC4, follow these steps: 1. Select a child s record from the Recent Child List or the results screen of a Child Search. 2. From Go to menu, select EC Forms or click EC Forms. The EC Forms List screen is displayed. 3. To add a new IEP/DEC4, click New. The EC Form Detail screen is displayed. 4. Select IEP/DEC4 as the Form Name and click Save. The newly added form is listed on the EC Forms List screen. 5. Click the newly created IEP/DEC4 form. 6. Click View Form. The Errors and Warnings screen is displayed. 7. Click View Form. The Purpose, Duration & Profile section of the IEP/DEC4 is displayed. 8. Select the status as Meeting and click Save. The Testing and Accommodations section can be added by a Case Manager in the Meeting status. -10-
9. From the list of IEP/DEC4 sections, select Testing and Accommodations. The Testing and Accommodations screen is displayed. 10. Select one of the following options: Student is not required to participate because of his/her grade level Student will participate in the testing program under Standard Conditions, with Accommodations, or will be assessed using Alternative Assessment. If you select the first option, then the steps 11 through 15 are not required. 11. If the student participates in the testing program, you need to specify the Grade Range, Test, and Participation. Select the Grade Range. Based on the selected Grade Range, the Test list is displayed. 12. Select the Test. 13. Select the Participation. You can add multiple Participations for a test but only one Participation at a time. In addition, you cannot combine Standard Administration with other Participations. 14. Some of the Participations require specific information regarding the use of accommodation. On the Testing Participation lookup code, if the Specifics -11-
regarding Accommodations Use is checked, then it is necessary to add text in Specifics regarding Accommodations use. 15. Click Add. The Test, Participation, and the Specifics Regarding Accommodations Use are added and displayed as a list at the bottom of the screen. A Test that has multiple Participations, are displayed multiple times in the list but the associated Participations cannot be duplicated. 16. Click Save. The Testing and Accommodations information is added. 17. To verify that all the information is correctly entered, click Validate. 4.2. Editing Test and Accommodations in IEP/DEC4 Each test and the associated Participation added to an IEP/DEC4 can be edited by clicking the hyperlink associated with the test. To edit the test and accommodation information in an IEP/DEC4, follow these steps: 1. For a specific Test, click the hyperlink associated with the Test. The Grade Range, Test, Participation, and Specifics regarding Accommodation Use get selected. -12-
2. Change the details as required. 3. Click Update. The modified Test, Participation, and Specifics regarding Accommodation Use are displayed on the list. 4.3. Deleting Test and Accommodations in IEP/DEC4 You can delete a test and the associated participation if the IEP/DEC4 is not closed/verified. To delete the test and accommodation information in IEP/DEC4, follow these steps: 1. Browse for the Test you want to delete. 2. Click the Delete hyperlink under Action. A message is displayed. 3. Click OK. The Test and the associated Participation are deleted. 4.4. Viewing Plans created by Closed/Verified IEP/DEC4 Plans that have been created by a closed/verified IEP/DEC4s include the Testing and Accommodations data which cannot be edited or deleted. You can only view the information. Sample image of a Plan created by a closed/verified IEP/DEC4-13-
4.5. Viewing Historical Data in IEP/DEC4 The Historical Data section that displays the changes made to the present IEP/DEC4 (with Addendum as Purpose) with reference to the earlier IEP, lists if there is any modification made in the Grade Range, Test, Participation, and Specifics regarding Accommodation Use fields. Sample image of a Historical Data section -14-
5. Moving of NCEXTEND1 and NCEXTEND2 from Participation list to Test list The options NCEXTEND1 and NCEXTEND2 are removed from the list of Participations and added to the list of Tests. All validations that were used for these Participations are now applicable for the following tests. Code E1M E1R E1S Test Description NCEXTEND1 Math NCEXTEND1 Reading NCEXTEND1 Science E0W NCEXTEND1 Writing Grade 10 E2M E2R E2S NCEXTEND2 Math NCEXTEND2 Reading NCEXTEND2 - Science All validations those were applied to NCEXTEND1 and NCEXTEND2 within the Participation now apply to the above list of Tests. -15-
6. Generating NC Testing Participation Report The NC Testing Participation report has been updated to display testing and accommodation data from the new Testing and Accommodation screen within Plans. On the Detailed report, Specifics Regarding Accommodation Use field displays if there is any specific information available for a Participation. The report is moved from the EC Process reports folder to the Special Ed reports folder. Getting Started with the NC Testing Participation Report To generate the NC Testing Participation Report, follow these steps: 1. From the CECAS main menu, click Data Manager > Reports > Special Ed. The available reports of your Region/LEA are displayed. 2. Click NC Testing Participation. -16-
3. Select the output from Detailed. 4. Select the Region. 5. Specify the other parameters if applicable. 6. Click Preview. The report is displayed. Sample image of a NC Testing Participation Detail report -17-
7. Data Migration All plans that were generated due to Closed/Verified IEP/DEC4 show the Tests and Accommodations information on the Plans screen. This data cannot be modified or removed. IEPs closed/verified on or after July 1, 2009 have the Testing and Accommodations data copied from the IEP/DEC4 to the associated Plan s Testing and Accommodations fields. All migrated plans (that were not generated due to Closed/Verified IEP/DEC4) do not contain the Tests and Accommodations data. For these plans, on the Tests and Accommodations screen, a preselected third radio button Data not required at the time this Plan was created is seen. For active plans, you can select one of the three radio button options and edit the Tests and accommodations. After you update to a new selection and save the changes, the third option is no longer seen. However, for the verified plans the screen becomes non-editable. -18-