Web IEP Training - Keystone Area Education Agency
Transcription
Web IEP Training - Keystone Area Education Agency
Access the Web IEP • URL for WebIEP Web IEP Training – https://www.iowaidea.org • URL for Supporting Documents – www.aea1.k12.ia.us • Cheat Sheet for Codes • Video Documentation IEP Navigating the New Web System Fall 2013 • Statewide Special Education Procedures and Documentation Guide – www.IowaIDEAInfo.org • AEA 1 training PowerPoint • iPad Mobile Site- IEP Progress Monitoring • https://iowaidea.org/mobileiep Creating Your New Password My Preferences Activity New password must contain: • Ten (10) or more characters • One or more upper-case letters • One or more lowercase letters • • • • Log on to: https://www.iowaidea.org Select your Default Application (IEP or IFSP) Select your Job Title (default may be accurate) Select your Office OR choose your District and Building which fills in web IEP info • At the bottom – change password – a must – New passwords required by September 9 – There will be a expiration countdown if the password hasn’t been changed – All current passwords will roll over • One or more numbers (0-9) • One or more characters (Note: Underscore “_” does not 3 Easy Password Ideas count) 4 Bug Reports 1 2 3 4 5 6 7 8 9 10 I D E A 1 3 - s l s N H C S D ! a e a 1 F 6 l a 3 s 0 # 8 S Write your new password down – Do not store in obvious location Remember: No more than two (2) consecutive characters from 5 your previous password If you are having technical issues with the Web IEP, submit Bug Report. It is important that you submit it from the computer and browser that you are currently using. This information is encoded in the Bug Report. 1 Security Issues The system provides IEP access to every identified special education student in the state. Strict precautions are taken to prevent unauthorized access. • User Names and Passwords • “Permissions” allow users different levels of accessibility • 2 hour Time-Out • Saving as you change pages • Typing is not an activity Do NOT use Browser Buttons Quitting the Web IEP Use Log Off button. Not logging off can cause the IEP to lock, restricting access for a specified time. Browser Setup • Modify the following settings to operate effectively on all systems • How you set up varies based on the operating platform and browser you use – for example, Mac OS and Firefox, PC and Internet Explorer • Handout for browser set up can be found on the Keystone website Navigate using Web IEP buttons only 10 Approved Browsers • The Iowa IDEA applications are supported on the following platforms and browsers: – Macintosh OS 10.6 or newer and with – Firefox Versions 16.0.x and above OR – Windows Vista or Windows 7 with – Internet Explorer 9.x or – Firefox 16.0.x and above Not supported at this time – – Chrome and Safari (mobile app ok) Printing Page Margin Setup Every browser is different when setting up page margins When setting up print and page parameters consider • Paper Size Option • Set non printable areas such as headers/footers • Set all four margins to 0 in – consider “shrink to fit page” if available 12 2 Browser Setting Activity More Settings Info • • • • • • New window tab control Cache Control Cookie Control Popup Windows – not an issue any more Auto-complete Forms (IE only) Load Images Automatically (FF only) • Check your browser version • Check headers and footers • Access and download the “Supported Browsers and Settings” handout from the web IEP page of the Keystone website Setting directions are found on the Print Menu 14 Student List Status (Student List) Codes Choose your district and building Can sort list by student last name, annual due, reeval due 15 IEP Types and Processes Video Overview Available VLSP - Service provider of a validated service on a validated IEP PPSP - Proposed service provider on an IEP yet to be validated CFND - Student is in the Child Find Process ATMI - Assigned Teacher for Move In student PTSP - Potential Service Provider (created during “Transfer Student” process) ACTY - Service Provider on a Page F Activity RTEL - Returned Eligible Student ATFI - Assigned Teacher for Initial IEP PEEK - Professional Educating Eligible Kid (for short term 16 placement situations where IEP monitoring access is required ) IEP Types and Processes When you start a new preplan, enter the date and save to access a new IEP 3 Find Students Find Student Correct Spelling and Birthdate are critical Verify info before entering – errors require programmer assistance 19 If the student is already on the system you’ll be20 able to view the information Adding, Transferring, Move Ins The Tab System Video Overview Available Family Tab Tab A Tab B Goals Tab Tab F Tab G Tab H Tab I Forms RSD 21 Family Info Tab Family Info Tab Two Tabs Student and Adult Calendar must be used Must use Look up fields Cannot type in greyed boxes on any page Type in the City and State then click the “L” for a look up box Typical hyperlink underscore does not appear. Click on the “City” and info will be placed on the Adult page. 4 Race/Ethnicity Moved Floating Menu Menu includes • Save • Print • Spell check Note the red Save tells you something has changed on the page and you need to save “Save Successful” message occurs when you hit Save Spell check is for current page only Tab A Race/Ethnicity Info now found on Student info tab Tab A Video Overview Available Utilize the blue buttons to quickly add the information you need Banks (B) & Look Up Fields (L) Tab A Activity Video Overview Available • Take a few minutes to check out the “L”s and “B”s on Tab A • Add a person on your procedural safeguards bank 30 5 Tab B Tab B Video Overview Available • Two Tabs – Considerations and Assessment • Considerations section is the same • Bullet strengths, interests, and preferences to ensure you complete all three • Other information section does not need to have info in it to submit • AIM (formerly NIMAS) will direct you to tab F 32 Assessment Tab • Assess Tab varies based on age of child Box now expands so you can see what you are typing – Transition information entered if student is age 14 or older during the school year • Include at least 2 forms of assessment, one of which should be from the I Have A Plan Iowa (IHAPI) information • Graduation credits need to be spelled out • Post Secondary Expectations need to be measureable • Courses and activities need to be specific and 33 detailed Goals Tab Goals Tab Video Overview Available • Choose a goal area – domain fills in automatically – Toggle goal area – e.g. Reading, Writing, Math – Academic • No standards, benchmarks or Iowa Core • Bank Options – on all fields 6 Graphs Video Overview Available Multiple Graphs for One Goal Graphs • • • • Once goal is written click on the goal tab A list of the goals Choose graph option Actual graph set up page is the same as before • New Feature – multiple related graphs on one goal Multiple Graphs for One Goal Example 1 Example 2 Fluency Behavior • • • • • Goal/Graph 1: Monitor the Number of Refusals (frequency) • Graph 2: Rating the students response (intensity) and/or • Graph 3: Delay in time from the direction to compliance (Latency) Goal/Graph 1: Monitor Correct Words Per Minute Graph 2: Accuracy and/or Graph 3: Errors and/or Graph 4: Comprehension Decision Making Rule: (example rule on graph 1 only) Student will be given a timed instructional reading level probe every two weeks. A 4-point decision making rule will be used on the Fluency (CWPM) goal graph #1. After 6 weeks of instruction and 3 data points if four consecutive points fall above or below the goal line instructional changes may be made. Additional graphs will be monitored every two weeks to monitor other aspects of reading that may be effected as a product of the students instruction. This additional information will be used by the IEP team to determine any additional needs or concerns that may need further attention. Multiple Graphs for One Goal Additional Options to Consider Utilize multiple graphs to demonstrate the learning progression. Possible Goal Areas • Routine directions versus spontaneous directions • Prompted peer interaction, guided peer interaction, independent peer interaction • Articulation sounds in modeled words to conversation • Reading at grade level and reading at instructional level • Using progressively more difficult leveled reading materials Decision Making Rule: (example of rule for all graphs) A 30 minute time sampling will be gathered 3 times per week during 3 different activities to measure the number of refusals. The mean score will be plotted. The student’s response for each refusal will be rated on the intensity chart (e.g. 1 passive, 5 tantrum). A timed sampling for the length of the refusal period will be taken at least 3 times per week. A 4-point decision making rule will be used on each of the goal graphs to insure behavioral supports are sufficient. If four consecutive points fall above or below the goal line an instructional and/or behavioral plan change may be made. Goals Align current functioning, baseline, goal, and progress monitoring Current Functioning • Include standardized assessment scores, current rate of progress, and compare performance to peers. Baseline • Describe individual‘s current performance in measurable terms using the same measurement as measurable annual goal and progress monitoring procedures 7 Goal Page Activity Goals (continued) • Goal Statement – Conditions - when and how the individual will perform, – Behavior - what the individual will do, and – Criterion - acceptable level of performance. • Set-up a goal page • Create a graph • 10-15 minutes Example In thirty-six weeks, when given a grade level passage, John will read and comprehend with 80% accuracy on comprehension questions. • Progress Monitoring - State how progress toward meeting this goal will be measured, how often progress will be measured, and the decision-making rule that will be used in considering instructional changes. Graph Setup Screen - Part 2 Graph Setup Screen - Part 1 8 1 3 4 11 2 5 13 6 14 10 7 9 12a 12b 15 Entering Ongoing Progress Data Select Goal Tab Choose pull down menu under Graphs. Select the graph you want to monitor. Click on “Load” and the program takes you to the goal set up page. 8 Progress Reports Decision Making Rule To access progress reports you must add the number of times for progress reports on Tab G. 4 point decision making rule means … • At least 3 weeks of instruction • 6-9 data points • 4 consecutive points at the end of these requirements are evaluated to determine if changes are needed The Web IEP is programmed to evaluate progress after only 4 points. Keep in mind that you need 6-9 data points after a phase line, not 4 data points. 49 Then the goal tab will reflect text boxes for each reporting period. Fill in the dates Services Tab F No longer choose codes • Entering information on Tab F is very different There are 3 subtabs - Services, Activities or Future services tab Services are provided directly to the student Choose service from pull down menu to add. Click on “Add” – If more than one box for same type of services is needed Adding a Service Common Services • • • • • • • • Specially designed instruction Support services (Speech, OT, PT) Health Services Nursing Service Medicaid Billable Paraprofessional Nonmedicaid Billable Paraprofessional Specialized Transportation Transition Services 9 Paraprofessional • Determine whether support is: – For a specific student • Personal health care • Supporting behavioral needs related to BIP • Individual academic support – For classroom support • Supporting needs of multiple students • Providing additional opportunities for drill/practice • Carrying out lesson plan designed by the teacher Examples for Student Specific PP Student Specific • Documented under Services tab • Choice depends on the type of service provided to the student – If self-help, medical, or BIP related, choose PP – If related to academics, choose TA • Describe services to be provided in the box that appears Examples for Student Specific TA • “An associate will assist with mobility and health needs, including monitoring of medication side effects, repositioning of body, and catheterization.” • “An associate will be available to modify assignments, highlight texts, and act as a scribe for written tasks.” • “An associate will carry out the behavior intervention plan within the general education setting, providing redirects, corrective feedback, and positive reinforcement for skills identified in the plan.” • “An associate will be available to assist with preparing classroom materials in a digital format for the student to access.” Para Providing Classroom Support Activities • Found under Activities tab • Listed as Support for School Personnel • Example: – “A classroom associate will be used to provide additional opportunities for drill and practice on skills taught by the special education teacher.” Choose from pull down menu and click “add” Fill in needed information “0s” are auto entered for an Activity/Support Behind the scenes activities that support the student’s education 10 Common Activities Activities Tab (cont.) • Accommodations • Assistive Technology • Accessible Instructional Materials (ex NIMAS) • Program Modification • Linkages Interagency Responsibilities • Transition Activities and Supports • Support for School Personnel • Supplementary Aid Future Services Tab Future Services Tab (cont.) • Services the student does not currently receive but have been preplanned for the future • Does not include activities IEP needs to be amended in order to activate these services. Page F Video Overview Available F Page Work Time • Questions • Work Time • 5-7 minutes 66 11 Connection to Info Mgmt System (IMS) Deleting a Services/Activities Box • IMS and Web IEP are now talking to each other • Services and start dates are pulled from IMS • Descriptions and minutes are not pulled • Only one box for each category will be transferred onto Page F the first time To delete a service, click the red “X” • Once you have entered info on service page, services and activity boxes/descriptions will transfer to next IEP Link Between Services & PWN Ending a Service NEW! Service page box must be checked before the PWN is started. Info from service box will automatically be added to the PWN EC Worksheet When you start a new IEP in the future, the current services will automatically fill on page F. You will need to modify, add or delete any services that have changed. Medicaid Forms from Print Menu Access from the print command If the check box is grayed the child is not eligible or there are no billable services listed on the current IEP. From now on, parents will sign one Medicaid release form, and future years will simply 72 be a notification. 12 Tab G Tab G Video Overview Available 73 Tab G: Transportation Text/comment boxes may appear depending on selection District Wide Assessment Standard Assessment refers to AYP assessments. (Iowa Assessments, formerly ITBS, ITED) If you click yes for specialized transportation an alert box will open. Document this service on Tab F also. Services in the LRE NON AYP district wide assessments would include assessments such as DIBELS, MAPS, ICAMS Accommodations listed in this area should also be listed in an activity box on Tab F Tab G: Link to Goal Page Be sure that your justification regarding LRE matches with the LRE allocation on services tab (Tab F) Remember - Fill in the number of times per year for progress reporting so that progress boxes are available on the goal page 13 Tab H – Report Card Tab I Blank page for capturing information. Can bank now. No formatting option Notice of Reevaluation Tab R - Reevaluation Questions • LEA and AEA staff collaborate to complete Page R • AEA staff are a required participant since a reevaluation is an eligibility decision • Consult with AEA staff to arrange reevaluation meeting • If an AEA staff member cannot be at the reevaluation/IEP meeting, an excusal form will need to be signed. Complete text boxes which are the same questions as found in prior Re-eval consent form Tab R Additional Forms Tab Video Overview Available Once you select Pre-Plan and click on Tab A, a pop up will prompt you to select meeting type. Tab R is only revealed when reevaluation is selected on Tab A. 84 14 Meeting Notice Additional Forms Tab Organization • Two tabs Fill in text boxes – Forms • Based on the child’s age, specific forms will be available on the pull down menu (eg. ECO, SAR) • Meeting Notice, PWN, Notice of Reevaluation, etc. – Signature • Used to document dates on which signatures were obtained • Consent for Services, Medicaid Authorization, Agreement to Excuse Meeting Notice (cont.) Note the Adult to Print box above only lets you select one parent. Information is pulled from the Family - Adult Tab. If the two adults live in one home, consider entering them as one adult – e.g. Bess & Harry Truman as Adult 1. Prior Written Notice Remember to include the required members for the IEP meeting Remember students age 14 or above during the current IEP year must be invited as a participant in the meeting Signature Tab Question 1 info may be autofilled by selecting the check box on page F. Editing will still be required. You may also type directly into the form. Support for Accommodation Request (SAR) Medicaid permission box whether or not a form is really signed – need to do this year If you selected Excuse on Meeting Notice – be sure to put in the signature date of the excusal • Previously a template • Now part of the system • Used for high school students who exit and are pursuing post secondary education 90 15 Required Systems Data (RSD) Tab Weighted Enrollment Factor must be entered to designate Ready to Review Info previously found at the bottom of cover page A. PLEASE check with your AEA building staff so they are aware of changes. IDR – Incomplete Data Report Low Incidence Coding on RSD EI remains the primary eligibility disability category For several low incidence populations an additional code is required for Iowa’s Annual Progress Report Applies only to students with: Autism Spectrum Disorder, Deafblindness, Deafness, Hearing Impairment, Visual impairment including blindness, and Severe Cognitive Disability. 92 Print Menu Video Available Found on the floating print menu Alerts what still needs to be completed 94 Printing the IEP IEP Overview Video Overview Video Overview Available Print Blank Forms as needed Print Incomplete data report to find what’s missing on a tab 96 16 IEP Overview Viewing Archives Ready to review Associated Files Status Code Final Exit Print Plan Ready to Review IEPs are to be sub‐ mitted within 10 days of the IEP meeting! If you click Ready to Review before all necessary information is complete, you will first get a message that the previous IEP (if one exists) will lock. Confirm whether you still have info to complete on the pervious IEP (e.g. progress data, ESY data). Next you will get an alert that there are incomplete fields in the IEP. Like the previous Submit button, Ready to Review will be checked if everything is complete. 17
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