CECAS users will notice that a set of changes to the CECAS training site and production (live) site have occurred. The changes include the following:

Transcription

1 CECAS users will notice that a set of changes to the CECAS training site and production (live) site have occurred. The changes include the following: Addition of new web based EC form- Private School Services Plan (PSSP) Updated Child Plan Detail screen to accommodate PSSP plans Updated Settings lookup code

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3 Private School Services Plan (PSSP) Getting Started Guide

4 Table of Contents 1. Working with the Private School Services Plan Form Adding PSSP Previewing PSSP Compliance Warnings Deleting PSSP Managing PSSP sections Purpose & Strengths Annual Goals Frequency & Location of Services PSSP Team Historical Data Comments Copying PSSP PSSP Plans Settings Lookup Code rd Party Periodic Count Submissions...20 Any student data indicated in this document is fictitious, and is used for the purpose of demonstrating instruction.

5 1. Working with the Private School Services Plan Form The Private School Services Plan (PSSP) form is used for students who are enrolled by their parents in private schools. A Services Plan is developed for each parentally placed student who receives special education and related services. It is a main form supported by the following related forms: Invitation to Conference Student Invitation to Conference (14-18) Student Invitation to Conference (18+) Prior Written Notice/DEC5 Consent for Services-DEC6 Communication Plan Worksheet The statuses for this form are: Draft, Meeting, and Closed/Verified. If the form is in Draft status, the case manager and non-case manager can add/edit the form. Once the form s status is Meeting, only the case manager can add/edit the form Adding PSSP Change Description: This is a new form. To add a PSSP and enter data, the status of a student on the Special Ed screen should be Determining Eligibility. To Close/Verify the form, the student s status can be Developing Plan or Private-Not Served. Getting Started with PSSP To add a PSSP, follow these steps: 1. Select a child s record from the Recent Child List or the results screen of a Child Search. 2. Click EC Forms. The EC Form List screen is displayed. 3. Click New. The EC Form Detail screen is displayed. The form creation date, case manager s name, status are displayed by default. The status is Draft for a new form. Fields marked in red are mandatory. PSSP- Getting Started Guide

6 4. Select Private School Services Plan as the Form Name. 5. Click Save. The EC Forms List screen is displayed. 6. Click the Form link. The EC Form Detail screen is displayed. 7. Click View Form. The PSSP form is displayed in the web format with a list of the various sections. 8. Enter details in the applicable PSSP form sections. 9. Click Validate. The Errors and Warnings window is displayed. If errors are displayed, correct the issues. 10. Click Close. 11. From the Purpose & Strengths section, select Status as Closed/Verified. A message is displayed. 12. Click OK. 13. Click Save. The added PSSP is Closed/Verified. PSSP- Getting Started Guide

7 1.2. Previewing PSSP The PSSP report displays the current saved data entered in the different sections of the form. To view the PSSP form in PDF format, click Preview from any section of the form. PSSP- Getting Started Guide

8 1.3. Compliance Warnings PSSP- Getting Started Guide

9 There is no compliance warning message for this form Deleting PSSP A PSSP form can be deleted if it is not closed/verified. To delete a PSSP form, click Delete from the EC Form Detail screen. 2. Managing PSSP sections A PSSP form has the following sections: Purpose & Strengths Annual Goals Frequency & Location of Services Team Team-Reevaluation Team-Amending Historical Data (this section is displayed if the form s purpose is Addendum) Comments 2.1. Purpose & Strengths The Purpose & Strengths screen enables to select the purpose of the form and specifying the areas of eligibility, strengths, parental concerns, and listing of any special factors that are relevant to the student. Getting Started with the Purpose & Strengths Adding Purpose & Strengths To add details in the Purpose & Strengths section, follow these steps: 1. From the PSSP sections, select Purpose & Strengths. The screen is displayed. PSSP- Getting Started Guide

10 Fields marked in red are mandatory. 2. Select the Status. Some of the fields such as, student s strengths, parental concern, and student s special factors are available only in Meeting status. 3. Select the Purpose of the PSSP from the following options: Initial Eligibility Annual Review Reevaluation Addendum Addendum is available only for copied PSSPs. You cannot select Initial Eligibility along with another purpose. However, the remaining three purposes (Annual Review, Reevaluation, and Addendum) can be selected at the same time. 4. Enter the begin date for the Services Plan in Duration of Services Plan: From. 5. Enter the end date in Duration of Services Plan: To. This date cannot be more than a year from the Duration of Service Plan: From date. 6. Specify the location where the student is privately placed in Site. PSSP- Getting Started Guide

11 7. The Primary Area of Disability is the disability entered on the Spec Ed screen. This is a read-only field. 8. The Secondary Area of Eligibility is the secondary exceptionality selected on the most recent Eligibility Determination/DEC3. You can edit this field if a DEC3 does not exist, or the secondary exceptionality has not been selected. 9. The current LEA is displayed in the beginning of the statement (LEA) has determined that it will make available services. 10. Specify the type of services and the school year respectively in the statement (LEA) has determined that it will make available services to eligible parentally placed private school students with disabilities during the school year. 11. Enter text for Student's overall strengths. 12. Enter text for Concerns of the parent for enhancing the student s education. 13. Enter text for Describe any special factors (behavior, English Language proficiency, communication needs, assistive technology/services) that are relevant to this student Annual Goals The Annual Goals screen enables to specify the student s present level of performance, and the associated annual goals along with the method of measuring progress. There can be multiple annual goals and corresponding method of measuring progress for each Present Level of Academic Achievement and Functional Performance statement. All options of this screen are editable in the Draft and Meeting statuses. Getting Started with Annual Goals Adding Annual Goals To add details in the Annual Goals section, follow these steps: 1. From the PSSP sections, select Annual Goals. The screen is displayed. PSSP- Getting Started Guide

12 2. Click New. The Annual Goals screen is displayed. Fields marked in red are mandatory. 3. Enter text in Present Level of Academic Achievement and Functional Performance. If you do not enter text in this field, information entered on the subsequent fields is not saved. 4. You can add the Annual Academic or Functional Goal by selecting the domain and then adding a goal or by directly specifying the goal. To add a predefined goal, select the Domain. Based on the domain, the goal list is displayed. Select the Goal. The goal is added and displayed in the text box below the goal list. You can also enter the goal description in the text box below the goal list. At least one annual goal is required. 5. Enter text in Method of Measuring Progress. 6. Click Add. The goal is added and displayed in the list. 7. To enter an additional Present level statement, click <<Previous and repeat the steps 2 through 6.To continue, navigate to the next section using the PSSP sections list. 8. Enter text in Unless otherwise described below, progress toward annual goal(s) will be reported at the issuance of report cards. Editing Annual Goals PSSP- Getting Started Guide

13 To edit the Annual Goals, follow these steps: 1. For a present level statement, click the Annual Academic or Functional Goal you want to edit. The corresponding details are displayed. 2. Edit the details. 3. Click Update. The goal is updated. Deleting Annual Goals To delete an annual goal, click Delete under the Action field for the required Annual Academic or Functional Goal. Editing Present Level of Academic and Functional Performance To edit the Present Level of Academic and Functional Performance, follow these steps: 1. From the Annual Goals screen, click the Present Level of Academic and Functional Performance you want to edit. The corresponding details are displayed. PSSP- Getting Started Guide

14 2. Edit the details as required and click Save. Deleting Present Level of Academic and Functional Performance To delete the Present Level of Academic Achievement and Functional Performance, follow these steps: 1. Click the Present Level of Academic Achievement and Functional Performance that you want to delete. The Annual Goals screen is displayed. 2. Click Delete on the EC section header. The present level statement along with the goal is deleted. PSSP- Getting Started Guide

15 2.3. Frequency & Location of Services This section is used to enter the frequency and location of all programs and services. It includes how many sessions the student will attend, how long each session will be and the location of the sessions. All fields are editable in Meeting status. Getting Started with Frequency & Location of Services Adding Frequency & Location of Services To add details in the Frequency & Location of Services section, follow these steps: 1. From the PSSP section, select Frequency & Location of Services. The screen is displayed. Fields marked in red are mandatory. 2. Select the Type of Service from any one of the following options: Special Education Related Service To add the Transportation service, refer to step # Select the Program/Service. Based on the type of service selected in the earlier step, this list is populated. If you select Other as program/service, enter text in Other. 4. In Number of Sessions: Enter the number of sessions. Select the frequency of sessions from the following: Week, Month, Semester, and Reporting Period. 5. Select Semester, if applicable. PSSP- Getting Started Guide

16 6. In Time Per Session: Enter the length of the session Select the Hours or Minutes for the session length 7. Select the Location. 8. Click Add. The program details are added and displayed. 9. Select Yes or No for Is transportation necessary for the child to benefit from or participate in the service. 10. If the students requires transportation, enter text in If yes, explain. Editing Frequency and Location of Services To edit the frequency and location of services, follow these steps: 1. Click the Type of Service you want to edit. The frequency and location details are displayed. 2. Edit the details as required. 3. Click Update. The service details are updated. Deleting Frequency and Location of Services To delete the Frequency and Location of Services, click Delete under the Action field for the appropriate Type of Service. PSSP- Getting Started Guide

17 2.4. PSSP Team The details regarding the team members who participated in the PSSP meeting can be entered in any one of the following screens: Team Team-Reevaluation Team-Amending All fields are editable in Meeting status. The selection of the screen is based on the purpose of the PSSP. Purpose of PSSP Initial Eligibility Annual Review Reevaluation( not a copy) Reevaluation(a copy) Addendum Addendum and Reevaluation(a copy) Required Screen Team Team - Reevaluation Team - Amending Team - Amending Getting Started with the Team screen Adding Team Details To add details in the Team screen, follow these steps: 1. From the PSSP sections, select Team. The screen is displayed. Fields marked in red are mandatory. 2. Enter the team member s Name. 3. Select the team member s Position. If you select Other, enter the position in Other. At least one team member and the corresponding position are required. PSSP- Getting Started Guide

18 4. Enter the meeting Date. This date is on or before the plan's Duration From date. 5. Click Add. The PSSP team details are added and displayed. 6. Repeat steps 2 through 5 for additional team members. Getting Started with Team- Reevaluation screen Adding Team - Reevaluation Details To add details in the Team - Reevaluation screen, follow these steps: 1. From the PSSP sections, select Team-Reevaluation. The screen is displayed. Fields marked in red are mandatory. 2. The end date of the Services Plan (Duration of Services Plan: To date) is displayed at the end of the statement An annual review of this Services Plan will be conducted on or before. 3. Enter the team member s Name. 4. Select the team member s Position. If you select Other, enter the position in Other. 5. Enter the meeting Date. This date is on or before the Duration From date of the plan. 6. Click Add. The team members are added and displayed. 7. Repeat steps 3 through 6 for additional team members. Getting Started with Team - Amending screen Adding Team - Amending Details To add details in the Team - Amending screen, follow these steps: 1. From the PSSP section dropdown list, select Team- Amending. The screen is displayed. PSSP- Getting Started Guide

19 Fields marked in red are mandatory. 2. Enter the team member s Name. 3. Select the team member s Position. If you select Other, enter the position in Other. 4. Enter the Date. This date is on or before the Duration From date of the plan. 5. Click Add. The team members are added and displayed. 6. Repeat steps 2 through 5 for additional team members. Editing Team Member Details To edit details of the Team members, follow these steps: 1. Click the team member's Name, whose details you want to edit. The corresponding details are displayed. 2. Edit the details as required. 3. Click Update. The team details are edited. Deleting Team Members To delete the team member, click Delete under the Action field for the appropriate Name. PSSP- Getting Started Guide

20 2.5. Historical Data This section displays the changes made to any field in the present PSSP form with reference to the earlier one. This applies if the purpose is Addendum. For each change made to a field, the Historical Data screen reflects the following: Date the change was made Field that was changed Previous information in the field New information in the field To view details in the Historical data screen, follow these steps: 1. From the PSSP sections, select Historical Data. The screen is displayed Comments This screen is used to enter additional comments, if needed. 1. From the PSSP sections, select Comments. The screen is displayed. 2. Enter description in Additional Comments. PSSP- Getting Started Guide

21 3. Copying PSSP You can create a copy of a previously Closed/Verified PSSP. The data of the earlier form is copied into the new form. However, the form s Purpose, Duration, and PSSP team details remain blank. Based on the newly selected Purpose, the copied data becomes editable or noneditable. If the purpose of the copied PSSP is Reevaluation, the fields are read-only. If the purpose is Addendum or both - Reevaluation and Addendum, all fields are editable. To copy a PSSP form, follow these steps: 1. From the EC Form List screen, click New. The EC Form Detail screen is displayed. 2. Select Private School Services Plan as the Form Name. 3. Select Copy of Last PSSP. 4. Click Save. The EC Form List page is displayed. 5. Click the copied form. 6. Click View Form. The EC form is displayed. 7. Continue entering data in the applicable sections. 8. Validate the form. 9. Close/verify the form. 4. PSSP Plans A PSSP plan can be generated either by a closed/verified PSSP form or by adding a PSSP plan using the Child Plan Detail- Special Ed screen. All PSSP plans have the Setting of Parentally Placed in Private School (PSSP Only) with the code PPP. PSSP- Getting Started Guide

22 Generating a PSSP plan from the PSSP form When the PSSP is Closed/Verified the data on Purpose and Strengths, Frequency and Location of Services, and the PSSP team screens are transferred to the Plans screen. To view the details of a plan created by a Closed/verified PSSP, follow these steps: 1. Select a child s record. 2. Click Plans. The Plans screen is displayed. 3. Click the hyperlink with the PSSP plan. The Child Plan Detail- Spec Ed screen is displayed. 4. Click Prg/Srv. The Program/Services screen is displayed. 5. Click the Program/Service hyperlink. The Child Program/Services Detail screen is displayed. PSSP- Getting Started Guide

23 Creating PSSP Plans from Plans screen To create a PSSP plan, the child s status has to be either Developing Plan or Private Not Served. To create a PSSP plan, follow these steps: 1. Select a child s record. 2. Click Plans. The Plans screen is displayed. 3. Click New. The Child Plan Detail-Spec Ed screen is displayed. 4. Select the Type as Pvt. Sch. Svs. Plan. Based on the type, the Purpose list is displayed. 5. Select Purpose. 6. Enter the Programs/Services Begin Date. 7. Enter the Programs/Services End Date. 8. By default the Setting field displays Parentally Placed in Private School (PSSP Only). 9. Click Save. The Child Programs/Services Detail screen is displayed. 10. Continue entering the programs/services details. A PSSP plan does not require Testing and Accommodations data. 11. Click Save. PSSP- Getting Started Guide

24 5. Settings Lookup Code The Settings Lookup Detail screen is updated with two new fields. These fields will determine if a setting is applicable for an IEP plan or a PSSP plan. Two check boxes, IEP and PSSP are added with the label Applicable to Special Ed only. These check boxes will be available for selection if the Eligibility ID is Special Ed rd Party Periodic Count Submissions When 3 rd parties submit their files to Periodic Count, the default PSSP setting will be used for the ServiceLocation(Setting) field. In other words, when Plan Type is PSSP the ServiceLocation(Setting) is always set to PPP. This setting is valid for the minimum and maximum age as entered on the lookup code. PSSP- Getting Started Guide