Texas Indicator 13 Form User Guide IEPPLUS

Transcription

1 Texas Indicator 13 Form User Guide IEPPLUS SunGard K-12 Education Copyright 2015 Page 1 of 12

2 TABLE OF CONTENTS OVERVIEW... 3 FORM INSTRUCTIONS... 3 FORM CREATION... 3 NAVIGATION/TOOL BAR... 4 FORM COMPLETION... 5 Main... 5 IEP Review Chart... 5 FIELD MAPPING... 6 MAIN... 6 IEP REVIEW CHART... 8 PRINTING THE FORM... 9 FORM VALIDATION RULES... 9 SECURITY CODE TABLE SETUP REVISION HISTORY SunGard K-12 Education Copyright 2015 Page 2 of 12

3 OVERVIEW The TX Indicator 13 report is a way for states to determine how well they address a student s high school transition needs to help them achieve their post-secondary goals. FORM INSTRUCTIONS FORM CREATION 1. Select a Student 2. Click Student Management > Manage an Existing Student. 3. Use the Search window to find the student based on First Name, Last Name, Student ID, or Birth Date. 4. Click Search. Then click the appropriate Name to select a student. 5. Once a student has been selected, the student s Name, ID, birth date, current Age and Grade will display. The Forms that can be created for a student will be listed under the Forms section. Click on the Indicator 13 link under the Internal Forms section. The Indicator 13 Summary screen will display, listing any prior forms created for the student. The most recent form will display at the top of the list. To review an existing Indicator 13 form, click the appropriate link. To create a new Indicator 13 form, click the New icon. If the form is unfinalized, then the summary screen will display that information as well in a red font. SunGard K-12 Education Copyright 2015 Page 3 of 12

4 NAVIGATION/TOOL BAR Once the Indicator 13 form opens, it displays the Main section by default. A tool bar will display on the left side of the screen, divided into the following areas: 1. Sections There is a separate link for all three sections of the form. Click on any link to move to that section of the form. 2. Maintenance These options will maintain Form Information, such as Form Name, Form Date Range, and Current Placement Date. Also, Refresh and Delete functionality is available depending on user security. 3. Validation These options allow the user to validate the form elements ( Indicator 13 Validation ), and also change the status of the form (ex: Lock, Unlock, Ready for Review, Finalize). 4. File Attachments Click the Attach File(s) link to add an attachment. 5. Archives Archives are permanent PDF copies of the form. Click Finalize in the Validation section to create an Archived copy. The form should be finalized and archived only after it has been fully completed and a copy has been sent home to the student s parents or guardians. Example of when a form is finalized, the pdf displays under the Archives section as follow (date and time of when the form was finalized): The following options will display at the top and bottom of the form (see screenshot below). Save Information from each section should be saved before moving to another section. Return Click the Return icon to return to the Form Summary screen. Print Preview Print Preview will display the form in Adobe Acrobat. SunGard K-12 Education Copyright 2015 Page 4 of 12

5 FORM COMPLETION MAIN All fields on this form automatically populate. Please refer to the Field Mapping section of this document for specific details as to how each field populates. IEP REVIEW CHART This section of the form consists of 8 questions, and each contains multiple Yes, No, and N/A (Not Applicable) checkboxes. Final answer indicating whether the IEP meets Indicator 13 requirements (Yes/No) SunGard K-12 Education Copyright 2015 Page 5 of 12

6 FIELD MAPPING MAIN Field # IEPPLUS Data Fields 1 ESC Region 2 Reviewer s Name 3 District Name IEPPLUS Indicator 13: Main Additional Instructions Maintenance > Manage Code Tables > Identification > Type = Organization > Description = ESC Region Maintenance > Manage Organizations > Default Organization (from Set Systemwide Options > Main tab) > Identifications > Type = ESC Region (value from 1-20). This will be the staff member that is filling out this form. This field may be modified by the user. Default Organization Name SunGard K-12 Education Copyright 2015 Page 6 of 12

7 4 County/District# Maintenance > Manage Organizations > Default Organization (from Set Systemwide Options > Main tab) > Identifications > Type = District Code Maintenance > Manage Code Tables > Identification > Type = Organization > Description = District Code Primary Placement as of the Folder Review Date (Form Start Date), Location/Campus. The Identification record of that Location. 5 Campus# 6 Student SSN/Alt ID 7 Student First Name 8 Student Last Name 9 Date of Birth 10 Grade Level 11 Student Gender 12 Ethnicity (PEIMS) Maintenance > Manage Organizations > Organization (from the Placement record) > Identifications > Identification = OSSMS Code > Data = 3 digit number. Manage Code Tables, Identification, Type = Student, Alternate Code Type = OSSMS Code, Description = SSN Student, Basic Information, Identifications, Type = Social Security # If the SSN does not exist, then it will populate this field with the Student ID. Student Demographics, First Name Student Demographics, Last Name Student Demographics, Date of Birth, Month/Day/Year (MM/DD/YYYY) Current Primary Placement, Grade as of the Folder Review Date (field #15). Folder Review Date is stored in the Form Start Date located in Maintenance\Form Information. Student Demographics, Sex (M or F) Student Demographics, Ethnicity (Federal ethnicity-one of the five defined ethnicities). Maintenance > Manage Code Tables > Race > Alternate Code Type = OSSMS Code > Description = "2-digit number". 13 PEIMS Primary Disability Student Disability with a Priority of 1 as of the Folder Review Date (field #15) Maintenance > Manage Code Tables > Disability > Alternate Code Type = PEIMS Code > Description = "PEIMS 2 digit number". SunGard K-12 Education Copyright 2015 Page 7 of 12

8 14 PEIMS Instructional Setting IEPPLUS: TX Indicator 13 Primary Placement > Level of Intervention (PEIMS Code) 2 digit-code Maintenance > Manage Code Tables > Level of Intervention > Type = "PEIMS Code", Description = "2-digit number". 15 Folder Review Date This field automatically populates with today s date. The user is able to modify this date. IEP REVIEW CHART IEPPLUS Indicator 13: IEP Review Chart Field # Additional Instructions Checkboxes Yes / No 23 Checkboxes Yes / No / NA Answering NA will enable acceptable responses 24 Check Boxes Yes / No SunGard K-12 Education Copyright 2015 Page 8 of 12

9 PRINTING THE FORM 1. In order to print the form, navigate to the upper-right corner of the screen, and on the toolbar will be a Print Preview drop-down as illustrated below: 2. Click on the Print Preview link and the form will open the PDF file in Adobe Reader. 3. Mouse over the bottom of the form preview to see the toolbar illustrated below. Select the Print icon or click the Save icon to save a copy of the form to your computer. The plus (+) icon will enlarge the preview for ease of viewing. FORM VALIDATION RULES The Validation Rules can be maintained by navigating to Maintenance > Manage Compliance Collections > Indicator 13 Validation > Collection > Main. Next, choose the following drop-down filters and checkbox to view the active Validation Rules: Field # Short Error Message (48 char max) Error - ( Q#) - Missing Yes/No Answer Error (10060 The IEP Meets the requirements of Indicator 13 Error - ( Requirements question) - Invalid Answer for Requirements Question Long Error Message (1024 char max) Missing Yes/No Answer for Question # Missing Yes/No Answer Yes should be checked if only Yes or N/A for questions 1-8 are checked; No should be checked if at least one No answer is checked for questions 1-8 # = the number of the question on the form Warning / Error Error Error Error SunGard K-12 Education Copyright 2015 Page 9 of 12

10 SECURITY User or group level security permissions will control access and functionality based on least restrictive settings (group or user level security). In other words, a user assigned to a group (or groups) will have both user and group level permissions, and the least restrictive settings will take precedence. Since all users are assigned to the SPIPUBLIC group, it is best practice to uncheck all permissions for this group, as well as all permissions at the user level. This will ensure the group level permissions are the least restrictive. Administrators would have all permissions by default. To view or maintain security permissions for an existing user or group, navigate as follows: Security > Manage Groups (or Manage Users). Select the group(s) or user(s) and click on the Permissions tab. Scroll down to the Indicator 13 section. Clicking the permissions check boxes will control access and functionality as defined in the table below. Permission Checked On Not Checked On View Links providing access to existing forms (or archives) active. User will have the ability to access existing forms (or archives) but cannot change any data. form. Add Edit Delete Lock Unlock Finalize User will have the ability to create new forms. Add permissions can be set for the entire Indicator 13 or just LRE section (Add placement function). User will have the ability to change any field in an existing form. Edit permissions can be set for individual sections or the entire Indicator 13. User will have active Delete link in the form tool bar providing the ability to delete a form. User will have active Lock link in the form tool bar providing the ability to lock a form. User will have active Unlock link in the form tool bar providing the ability to lock a form. User will have active Finalize link in the form tool bar providing the ability to finalize and create an archive copy of a form. Links providing access to the form inactive. User will not have the ability to view the Entire Indicator 13 - User will not have the ability to create new forms. LRE Section User will not have the ability to Add Placement. Entire Indicator 13 - User will not have the ability to change any field in an existing form. All fields read only. Section User will not have the ability to edit the section (all fields within section read only). Delete link in form tool bar inactive. User will not have the ability to delete a form. Lock link in the form tool bar inactive. User will not have the ability to lock a form. Unlock link in the form tool bar inactive. User will not have the ability to unlock a form. Finalize link in the form tool bar inactive. User will not have the ability to finalize and create an archive copy of a form. SunGard K-12 Education Copyright 2015 Page 10 of 12

11 Refresh User will have active Refresh link in the form tool bar providing the ability to refresh/update a form with all the latest information. IEPPLUS: TX Indicator 13 Refresh link in form tool bar inactive. User will not have the ability to refresh a form. CODE TABLE SETUP 1. Navigate to Maintenance > Manage Code Tables. 2. Select the name of the table from the drop down list (ex: Level of Intervention ). 3. To add a code: choose New from the top menu. 4. Enter the Code in the yellow box, and then click on Update and Save the record. 5. To add or edit an Alternate Code, first click Show Alternate Codes at the top of the page. Then click Edit on the applicable code record to open the record for changes. SunGard K-12 Education Copyright 2015 Page 11 of 12

12 Once the record is open, click the appropriate link to add a new Alternate Code or Edit an existing one. Clicking Delete will remove an existing Alternate Code. When finished with the changes, click the Save icon. REVISION HISTORY 11/6/2015: Form updated to match new TEA form dated February Validation Rules also updated. 11/4/2013: Updated mapping field #6 (Student s SSN/Alt ID). 10/31/2013: New IEPPLUS form, user document created. SunGard K-12 Education Copyright 2015 Page 12 of 12