The Ivymount School. e-iep Reference Guide

Transcription

1 The Ivymount School e-iep Reference Guide For Ivymount e-iep Version 1.0a This guide is updated regularly and can be printed from the e-iep Main Menu

2 Ivymount e-iep Quick Reference Guide (December 2001) Page 2 of 12

3 Reference Guide Contents General System Information Page 3 Saving Data Page 3 Getting Help Page 3 Clicking/ Selecting Page 3 Deleting and Adding Records from Bank Boxes Page 3 Time Period Organization/Definitions Page 4 Logging Into the Ivymount e-iep Page 4 Time Period Selection Screens Page 4 Navigation Toolbar Page 4 Features Toolbar Page 5 Definition of Features Page 5 Finding a Student Record Page 5 Adding Student IEP Goals Data (Goals, Objectives, Givens, and Criteria) Page 5 Adding Student Goals Page 6 Creating a Custom Goal Area Page 6 Adding Student Objectives Page 6 Adding Student Given Statements Page 7 Adding Student Criteria Page 7 Other Features Page 8 Service Providers Page 8 ESY Recommendations Page 8 Supplementary Aides Page 8 Validity Statement Page 9 Current Levels of Performance (CLOP) Page 9 Printing the IEP and Progress Reports Page 10 Previewing the Report Page 10 Formatting the Page Page 10 Exiting a Report Page 11 Ivymount e-iep Quick Reference Guide (December 2001) Page 3 of 12

4 General System Information Saving Data Because the e-iep is a web-based system, saving changes made to student records is VERY IMPORTANT. The data entry forms that display the student s data are displayed in an html and/or asp format, which means it is stateless. In other words, when the data on the page is displayed, it reads the data from the web server and displays it to the user s browser. The web server, where all of the student s data is stored, does not know any changes have been made unless the user tells the system to Save the updated data. During the Save Process, the browser sends the data changes to the server to be written to the database. Every screen within the system has a Save button (i.e., ) that allows the current screen s data to be saved to the e-iep database. Getting Help A Help button (i.e., ) is located on every screen throughout the system in the top right-hand corner (Navigation Toolbar). After clicking the Help button, a new browser window will open displaying contextsensitive help. Clicking/Selecting Throughout the e-iep Reference Guide and system s Help text, the words Click or Select are used. Both of these refer to the action of single-left-clicking with the user s mouse on the respective field, button, or link on the screen. Deleting and Adding Records from Bank Boxes One format for adding different types of field data to a student s file within the e-iep is a Bank. Banks contain a list of pre-defined values that can be selected by a user to be added to a Student s record. Examples of types of fields that use Banks in the e-iep are goals/given/objectives/criteria (where the user selects specific and multiple goals, objectives, criteria, or assessment procedures from a Bank to add to the student record). The following descriptions use the Goals field as an example to demonstrate how to use a Bank within the software: To Add goals to the student s record, click inside of the Goals Bank list box to highlight/select the desired goal(s) to add. Click the Add Selected Goals button at the bottom of the screen to add the highlighted item to the student s record. The goals associated with the student/iep will be located in a list directly above the Goals Bank. To Delete Goals, select the checkbox (i.e., containing a checkmark) next to the desired Goal(s) to delete. Then click the Delete Checked Goals button. To Save Changes, click the Save Changes button. To Add Multiple Goals all at once, hold down the Ctl key on the keyboard and select (click on) each desired goals from the Bank. Then click the Add Selected Goals button and all of the selected (i.e., highlighted) goals will be added. Ivymount e-iep Quick Reference Guide (December 2001) Page 4 of 12

5 Time Period Organization/Definitions The e-iep is designed to track data for students over multiple time periods. All data within the system is organized into three distinct Time Periods. These time periods are defined as follows Proposed - Student IEP data that is being prepared for the next IEP time period (Note: There can only be one proposed IEP for a student). Current - Current or active Student IEP data (Note: there will be only one current IEP for a student). Archive - Student IEP data for prior time periods (Note: there can be multiple (up to 7) archived IEPs for a student). Logging Into the Ivymount e-iep 1. Open the Internet browser on your desktop (indicated by a large blue lower case e and says Internet Explorer ). 2. In the Address line type: Press Enter. You may want to add this address to your Favorites for easy access. 3. Enter the following information: User Name Choose your name from the drop down menu. User Password Enter the last four digits of your social security number. Choose classroom number. Enter the unique classroom password. Time Period Selection Screens To select a Time Period, follow these steps: 1. Select a time period to be viewed from the pull-down box (see definitions above). 2. Once a selection has been made, single-left click the Select Time Period button in order to view the respective records. 3. To return to the Main Menu, instead of viewing the respective records, click the Main Menu button located in the Navigation Toolbar in the upper-right corner of the screen. Navigation Toolbar The Navigation Toolbar is located in the upper-right-hand corner of the screen. Each screen throughout the system will have a different set of button options from which to choose. The Help button and Main Menu button will be located on every screen to allow getting context-sensitive help and to navigate back to the Main Menu. Other buttons will be available based upon the location within the system. NOTE: This toolbar should be used to navigate between screens within the e-iep software. Ivymount e-iep Quick Reference Guide (December 2001) Page 5 of 12

6 Features Toolbar To navigate to a student record or work with the current record, use the toolbar buttons discussed below. The user must return to the Cover Sheet screen to navigate to another student record. The Feature Toolbar buttons provide the following functionality: (1) - Moves to the previous record. (2) - Moves to the next record. (3) Users MUST click the Save button in order to Save any changes made to a record. If the Save button is not selected prior to moving to another screen, the data that has been added/modified will be lost. * (8) Will open the screen with the goals data for the student displayed. (9) To search for a student record, enter a name (first, last, or any sub-part of a student s name) into the field and then click the Go button. A list of the matching student records will then be displayed. Finding a Student Record To find a student record, enter a student s name (or any part of the student s name) in the field to the right of the label Name on the Features Toolbar. Select the Go button on the Features Toolbar (i.e., ). If more than one match is found, a list of matching student records will be displayed. To view one of the matching student records in the list of results, click on the desired name. The Cover Sheet screen will then be displayed with the desired name viewable. Adding IEP Student Goals Data (Goals, Objectives, Givens, and Criteria) Navigate to the desired student record and select the Goals button on the Features Toolbar (i.e., Student s goal screen will be displayed. ). The Adding Student Goals On the Student Goals screen, the page header contains the Student s Name, ID, and Current Skill area. The screen s features can be utilized as follows: To View/Edit goals within a different skill area, click on the desired skill area. To Add goals to the student s record/skill area, select the appropriate Goal Category from the pull-down box located inside of the Goals Bank area. Once the available goals are displayed in the list box located below the Goal Category field, click inside of the Goals Bank list box to highlight/select the desired goal(s) to add. Click the Add Selected Goals button. The chosen goals will now be located directly above the Goals Bank. Remember you can Add Multiple goals all at once, by holding down the Ctl key on the keyboard and select each desired goal. Then click the Add Selected Goals button and all of the highlighted goals will be added. You can individualize/modify/change the text of the goal as needed. This requires you to Save Changes by clicking on the Save Changes button.*** To Delete goals, select the checkbox next to the desired goal(s) to delete. Then click the Delete Goals button. To Add a Progress Comment, enter the text in the text area to the right of the respective goal. This requires you to Save Changes by clicking on the Save Changes button.*** Ivymount e-iep Quick Reference Guide (December 2001) Page 6 of 12

7 Updated information about creating a Progress Report including progress codes and progress comments is being finalized. To Mark a Goal as an ESY Goal, select the checkbox located to the right of the goal s progress comment (i.e., the checkbox contains a checkmark). This requires you to Save Changes by clicking on the Save Changes button.*** Updated information about creating an ESY Report including progress codes and comments is being finalized. *** Any changes made to Goal text, ESY checkboxes, or Progress Comment text require the Save button to be selected prior to moving to another screen. Creating a Custom Goal Area: On the Student Goals screen, click on Custom as the desired skill area. Select Custom as the Goal Category from the pull-down box located inside of the Goals Bank area. Once the available goal are displayed in the list box located below the Goal Description field, click inside of the Goals Bank list box to highlight/select a Custom goal. Click the Add Selected Goals button. The chosen custom goal will now be located directly above the Goals Bank. Remember you can Add Multiple goals all at once, by holding down the Ctl key on the keyboard and select each desired goal. Then click the Add Selected Goals button and all of the highlighted goals will be added. Type in the appropriate Custom Label. This label will appear in your IEP report and will be alphabetized according to the first letter of the label name. Adding Student Objectives To Add/View/Modify Objectives (or to enter Progress score data), click on the goal number for which you want to add an objective(s). The goal number is located under the yellow heading Add Obj. This will open the Objectives screen. On the Student Objectives screen, the page header contains the Student s Name, ID, Current Skill area, Goal code and Goal Description. The screen s features can be utilized as follows: To Add objectives, click inside of the Objectives Bank list box to highlight/select the desired objective to add. Click the Add Selected Objectives button at the bottom of the screen. The objective(s) associated with the student s goal will now be located directly above the Objectives Bank. Remember you can Add Multiple Objectives all at once, by holding down the Ctl key on the keyboard and select each desired objective. Then click the Add Selected Objectives button and all of the selected objectives will be added. You can individualize/modify/change the text within the objective but you must remember to Save Changes by clicking the Save Changes button. All blank lines should be removed by using the Backspace key.*** To Delete objectives, select the checkbox next to the desired objective(s) to delete. Then click the Delete Objectives button. To Add Quarterly Progress Data, enter the Progress scores data in the text boxes to the right of the respective objective. This requires you to Save Changes by clicking on the Save Changes button.*** Ivymount e-iep Quick Reference Guide (December 2001) Page 7 of 12

8 *** Any changes made to Objective text or addition of Progress Data requires the Save button to be selected prior to moving to another screen. Adding Student Given Statements To Add/View/Modify Given Statements to the objective, click on the Given number located under the yellow Add Given heading. This will open the Student Givens screen. On the Student Given screen, the page header contains the Student s Name, ID, Current Skill area, Goal code and Goal Description, Objective code and Objective description. The screen s features can be utilized as follows: To Add given statements to the student s objective, click inside of the Given Statement Bank list box to highlight/select the category of your choice. Highlight the appropriate Given Statement. Click the Add Selected Givens button at the bottom of the screen. The given statement(s) will now be located directly above the Given Statement Bank. Remember you can Add Multiple Given Statements all at once, by holding down the Ctl key on the keyboard and select several given statements. Then click the Add Selected Givens button and all of the selected given statements will be added. You can individualize/modify/change the text within the Given Statement but you must remember to Save Changes by clicking the Save Changes button. All blank lines should be removed by using the Backspace key.*** To Delete given statements, select the checkbox next to the desired given statement(s) to delete. Then click the Delete Checked Givens button. Return to the Objective screen by clicking on the blue Obj button located in the upper right hand corner of the screen. ***Given Statements require the Save button to be selected prior to moving to another screen. Adding Student Criteria To Add/View/Modify Criteria to the objective, click on the Criteria number located under the yellow Add Criteria heading. This will open the Student Criteria screen. The Student Criteria screen header contains the Student s Name, ID, Current Skill area, Goal Code and Goals Description, Given Statement code and Given Statement, Objective code and Objective Description. The screens features can be utilized as follows: To Add criteria to the student s objective, click inside of the Criteria Bank list box to highlight/select the desired criteria to add. Click the Add Selected Criteria button at the bottom of the screen to add it to the student s objective. The criteria associated with the student s objective will now be located directly above the Criteria Bank. Add Criteria data. All blank lines should be removed by using the Backspace key. This requires you to Save Changes by clicking on the Save Changes button.*** To Delete criteria, select the checkbox next to the desired criteria to delete. Then click the Delete Checked Criteria button. ***Criteria descriptions require the Save button to be selected prior to moving to another screen. Ivymount e-iep Quick Reference Guide (December 2001) Page 8 of 12

9 You can now see all the components of the goal and objectives. If modifications/changes/corrections need to be made, return to the appropriate screen by utilizing the buttons in the upper right hand corner. Remember to Save Changes by clicking the Save Changes button. To add another annual goal, click the blue Goals button in the upper right hand corner and begin the process of adding objectives, given statements and criteria. Other Features Service Providers ** This feature to be enhance by 1/31/03 to allow staff to identify the order the service providers should appear on the IEP. After you have chosen all your goal areas for the IEP, click on the blue Data button in the upper right hand corner. This will return you to the IEP coversheet data page. It is now time to Add Service Providers to each section of the IEP. Click the Add Service Providers option on the Screen Selection navigation link in the Student IEP Data screen. In the Student Goals Area, there will be a listing of each goal area chosen for this student. Click on a goal area. Select/highlight the desired Service Provider. Click the Add Selected Service Providers button. The service providers for the goal area will now be located directly above the Service Provider Bank. Remember you can Add Multiple Service Providers all at once by holding down the Ctl key on the keyboard and select each desired service provider. Then click the Add Selected Service Provider button. To Save Changes if the text of the Service Providers was modified, click the Save Changes. To Delete service providers, select the checkbox next to the desired service provider to delete. Then click the Delete Checked Service Provider button. Complete this process for each goal area. Service Providers will appear on the IEP and the end of each goal area section. When finished, click on ESY Data. ESY Recommendation N/A for Autism Program **ESY Report format will be completed by 1/31/03 and include two additional fields Criteria for Eligibility and Justification/Rationale. ESY must be considered for every student and the ESY Recommendation indicated on the IEP. Click the ESY Data option on the Screen Selection navigation link in the Student IEP Data screen. Choose Yes or No. If you are recommending ESY Related Services, use the drop down menu and select/highlight the recommended minutes of service. Click in the Total Minutes box and the corresponding number will automatically appear. Save Changes by clicking on the Save Changes button.*** ***ESY Recommendations require the Save button to be selected prior to moving to another screen. Ivymount e-iep Quick Reference Guide (December 2001) Page 9 of 12

10 Supplementary Aides Click the Supplementary Aides option on the Screen Selection navigation link in the Student IEP Data screen. You may either type in the aides/modifications for each area as appropriate or highlight your choice from the values box and Add Selected. The Add Multiple feature does NOT work in this section. Save Changes by clicking on the Save Changes button. ***Remember, include only the individualized aids and modifications necessary for the student to achieve goals/objectives in the IEP. Validity Statement For Educational Testing Only If you have assessed a student using a Standardized Assessment, you must complete the Validity Statement. Click the Validity Statement option on the Screen Selection navigation link in the Student IEP Data screen. Either type in the name of the Standardized Assessment and Save or select/highlight the standardized test name and click Add Selected Test. Tests must be selected one at a time. The Add Multiple feature does NOT work in this section. CLOP Current Level of Performance Click the CLOP option on the Screen Selection navigation link in the Student IEP Data screen. Select the checkbox beside (to the left) the Data Source pull-down box. Select the CLOP Area (such as Reading ). Click the Save button on the toolbar. This will allow you to enter the Indicated Strengths and Indicated Needs for the chosen CLOP area. Click the Save button on the toolbar after you have entered Strengths and Needs. Entering CLOP Detail (Data Sources) Click the link labeled Enter/View Details located to the right of the CLOP area title that you entered data for in the previous steps (#1-5 above). Select the Data Source from the pull-down box. Enter the date, evaluator/educator, and position. Click the Add (+) button labeled with the + on the toolbar. Scroll to the bottom of the page to view the new Data Source. The Score/Levels of Performance field will also be populated with standard language, based upon the Data Source selected. Modify text within that box with the student s information. Click the Save button on the toolbar to save all changes/modifications. Ivymount e-iep Quick Reference Guide (December 2001) Page 10 of 12

11 Return to the CLOP page to enter additional/new CLOP data by clicking the CLOP button in the upper right hand corner. Repeat the process for all skill areas. Printing the IEP and Progress Reports Previewing the Report To run a Student IEP or a Progress Report, follow these steps: 1. From the Main Menu, click the IEP/Progress Report button. 2. On the Time Period Selection screen, select the desired time period from the Time Period pull-down box. Select the Select Time Period button. 3. Select a student from the pull-down box labeled Select Student to Run Report for:. For the IEP Report, select a skill area to print from the pull-down box labeled Select Skill Areas. 4. The right side of the screen details the sections of the IEP or Evaluation report that can be printed. Select the checkboxes (i.e., single-click so that the checkbox contains a checkmark) next to the sections to be printed. Select the Run Report button. IMPORTANT: If you select Print All Sections, all sections will be printed whether or not they have data entered for them (Validity Statement, CLOPS) and will impact the page numbering. Upon clicking the Run Report button, the student s report will be displayed in the Internet Explorer browsers as a web page. Formatting the Page To format the page, select the File menu on the browser s menu bar (upper left hand corner) and select Page Setup. The page setup options that allow the e-iep reports to print properly are defined as follows: Set Margins to: Left 0.5 / Right 0.5 Top 0.5 / Bottom 0.7 Set Footer to: &w&bpage:&p (Note: Header should be blank) Orientation to: Landscape Click on OK Click on the Printer icon on the toolbar on use File and select Print. Ivymount e-iep Quick Reference Guide (December 2001) Page 11 of 12

12 Exiting the Report To Exit the report and return to the Report setup screen, click the Back button on your browser s toolbar. Ivymount e-iep Quick Reference Guide (December 2001) Page 12 of 12