How to Review Student Records

Transcription

1 via WebOrder Process overview How-To You now have the ability to submit all the information necessary to complete the APH Census and to up-date your non-aph students online, through the WebOrder portal. Once you have completed this process, you will have a complete and accurate list of your current, qualified students. 1. Log into WebOrder. 2. Use Find to load a list of all students currently on your record. 3. Update student records for the upcoming year and provide notes. Notes should include when a change occurred, and/or information on any related or duplicate accounts. A. For Active students, confirm APH data and other information. B. For other students, update their status as appropriate. 4. Add new students as necessary. (Call RCVI first before you add any students) 5. Submit attestation form to confirm that your list is complete and accurate. Step 1 Log into WebOrder The first time you log into WebOrder, you will need to follow the link from your Online Registration & Ordering Account Information in order to set a password. Please make a note of your username. Any time after you have set your password, log in using your username and password at: SPEDHowTo-ReviewStudents-v2 12/27/18 Page 1

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3 Step 2 Search for all current students 1. Click the FIND STUDENT/DISTRICTS link in the Main Menu on the left. 2. Set the TYPE drop-down to Student and leave the other fields blank. This search will return all students currently associated with your account. 3. Click the SEARCH button. The results will be loaded onto the same page, beneath the SEARCH button. As you review the list, please watch for duplicate accounts, usually created when a student has been entered both under their legal name and a nickname. For example, Franklin Hardy and Frank W Hardy in the list below are likely the same student. SPEDHowTo-ReviewStudents-v2 12/27/18 Page 3

4 Step 3 Update each student s status and note Click on any student s name from the search results to update their information. You will need to update each student to complete the census. Refer to the final page of this document to view a sample record. 3.A For each Active student Whether or not a student is APH-qualified, if you may need to order materials for a student at any point during the year, their status must be Active. 1. For each student enrolled in your district, please fill in ALL information on the Main Details page. APH Census Data: All fields providing APH census data are required; they are marked with a red asterisk in the screenshot. Please contact TSB-RCVI if you have questions about any of these fields. APH fields include (but are not limited to): Name: Use the student s full, legal name, including suffix if applicable. If a student goes by a nickname, it can be included in the designated field. DOB: Once DOB is entered, the student s Age will be automatically calculated. Language: This refers to the student s language of instruction, and is not necessarily their first language or the language spoken at home. Registration Type: Do not include TSB students on your list. Reading Mode: Indicate up to three medium types which would be appropriate for the student to receive their learning materials in, in order of preference. Function: APH-qualified function categories are Legally Blind or Functions at Legal Definition of Blindness. Non-APH students may be Visually Impaired. Other Information: TSB-RCVI requires some additional information that is not reported to APH. This information helps them to serve your students effectively and to document that they are meeting all standards and requirements. Last Eye Exam: Include the date of the student s last eye exam; if the student needs a waiver, you must contact RCVI to request it. Right / Left Eye Acuity: This helps TSB-RCVI understand your student s needs. Last Plan Date: This documents that only students with an IEP, 504, or other written plan are receiving service. 2. Always include an Update Note with any context or service needs that TSB RCVI needs to be aware of. If a student has a twin or a sibling who is close in age, please include this information as well, so the sibling is not mistaken for a duplicate account. 3. When you have made all the updates needed for that student, click the SAVE CHANGES button. All entered information will be saved into TSB-RCVI s records. SPEDHowTo-ReviewStudents-v2 12/27/18 Page 4

5 3.B For any other student 1. Update the Status for the upcoming year to indicate why that record should no longer be on your active student list. For example: If the record is a duplicate, it should be marked Withdrawn. If a student is now attending a different district (whether or not you expect them to receive service there), mark them as Moved/Transfer-Out. If a student has either graduated or aged out of services, mark them as Graduated. 2. At the bottom of the page, add an Update Note. Please include why the student has been set to a certain status, and when that occurred. For example, Graduated, If an account is a duplicate, please include that information with the Name and ID of the other account. 3. When you have made all the updates needed for that student, click the SAVE CHANGES button. All entered information will be saved into TSB-RCVI s records. SPEDHowTo-ReviewStudents-v2 12/27/18 Page 5

6 Step 4 Add new students ( Please call RCVI before you add new students. We need to move student from other districts to you before you add any students ) For any qualifying students that are not already on your list, you will need to create a student record. 1. Click ADD STUDENT in the Main Menu or Student/Districts Menu. 2. Please fill in ALL information as in Step 4 Confirm APH data. 3. If the student received (or may have received) materials from TSB-RCVI while attending a previous school, include their previous school in the Note field, as well as when they changed schools. If you do not think they have received materials previously, include new student in the Note field instead, as well as any additional information that will help RCVI serve them better and notification of any siblings. 4. When you have entered all of that students information, click the ADD STUDENT button to create the record. Note: If you need to go back and add or correct any information after adding the student, you can search for them and update them as in Step 4. Step 5 Submit attestation form Please print and sign this form to indicate that you have completed the review process and to attest that all provided information is accurate. 1. Print the attestation form from: ###### 2. Fill in the form and ensure that you have signed it. 3. Either it to TSB-RCVI at: Or mail it to: rcvi@tsbtigers.org Tennessee School for the Blind RCVI 115 Stewarts Ferry Pike Nashville, TN SPEDHowTo-ReviewStudents-v2 12/27/18 Page 6

7 Use Student s full name Date of Birth Student s Language of Instruction (not necessarily their first or home language) Once all fields are updated with qualifying data, this box will be checked off automatically. Do not include TSB students. Parent permission must be On File to qualify for APH. Select at least one reading mode; include as many more as needed, by order of preference (with the most preferred entered in Primary If Primary is non-reader do not put a secondary). If you do not need all three modes, enter Not Applicable. This information is required by RCVI. If you need an Eye Report Waiver for your student, please contact RCVI to request it. SPEDHowTo-ReviewStudents-v2 12/27/18 Page 7