EdPlan Manual. For Read-Only Access

Transcription

1 For users with Read-Only access in the EdPlan application (Administrators, 504 Chairpersons, School Health and Related Services, Records Management, Special Education Central Staff, Testing Coordinators) EdPlan Manual For Read-Only Access September 2017

2 Specialized Data Management Support (SDMS) 9400 North Central Expressway Main: th Floor Suite 1000 Fax: Dallas, TX Box 159 (Interoffice Mail) SDMS Help Desk (972) Monday Friday 7:30 a.m. 5:00 p.m. Debra Hill Donald Bayer Rene Gonzalez Alicia McDonnold Dayner Brashear Vonda Thomas Ley Rita Propes Maryann Troiano Manager Database Analyst Systems Analyst Systems Analyst Quality Assurance Specialist Quality Assurance Specialist Data Technician Data Technician EdPlan Manual for Read-Only Access Page 2 of 27 Revised: September 2017

3 Table of Contents Basic Information... 4 Log-in Page... 5 Main Menu Page... 6 View Students... 9 Advanced Student Search. 9 Search Results. 11 EdPlan Compliance Symbols. 12 Selecting a Student Student History.. 15 Viewing Student Demographic Information Student Information.. 17 Student Profile.. 18 Student Snapshot 19 Viewing Migrated Events.. 20 Notes THIS SECTION IS FOR CAMPUS ADMINISTRATORS ONLY Documenting a Referral to Special Education.. 24 Accessing the SST Module.. 24 Documenting a Referral.. 25 Confirming Referral Process Has Been Completed EdPlan Manual for Read-Only Access Page 3 of 27 Revised: September 2017

4 Basic Information EdPlan is a case management application that contains various modules. The Dallas ISD version houses an SST module; Section 504 module; and an IEP or Special Education module, also known as EasyIEP. Many actions throughout EdPlan can be completed with a click of the mouse: All actions in EdPlan are single clicks of the mouse. Radio buttons only one selection within a group Example: Calendar Icon to add a date,,you may click on the calendar and scroll through the screens to find the appropriate date. When using the Spell Check button, if a pop up box displays and then disappears, this means the text area is free of spelling errors. If any errors exist, the pop up box will display a list of the misspelled words with correctly spelled word options to choose from. Asterisk Dependent on instance, denotes required field and/or data entry OR denotes a help link for the field. EdPlan Manual for Read-Only Access Page 4 of 27 Revised: September 2017

5 Log-in Page EdPlan is compatible with Internet Explorer, Mozilla Firefox, and Google Chrome; and is accessible within and outside of the Dallas ISD network. To access EdPlan : Open an internet browser (i.e. Internet Explorer). Type the following URL in the browser bar: Click on the arrow at the right of the browser window (OR click Enter on the keyboard). Enter your EAD domain credentials (username and password used to log into your computer). Click (OR click Enter on the keyboard). EdPlan Manual for Read-Only Access Page 5 of 27 Revised: September 2017

6 Main Menu Page The Main Header Contains the application name, user name of person logged in, My Caseload (shortcut to user s caseload), My Calendar (refer to My Meetings), and Message Board (refer to Message Center Alerts, Action Items and Help Desk). There is also a search feature that accepts a student s last name or partial last name. The Navigation Bar Using the menu bar at the top of the page, you can access different sections of EdPlan and perform certain tasks, such as accessing the ARD/IEP Process, accessing students, writing progress reports, and creating reports. Notice the Log Off option, which allows a user to log out of the program. The EdPlan Announcements Section Displays messages from the district, such as upcoming system maintenance. It also contains the DISD Spedreporter link. The EdPlan My School s Compliance Section In this section you can view the compliance status of the entire district. Hovering the mouse over the pie chart displays the overall percentage. Hover over the green area to view the compliance percentage; hover over the red area to view the non-compliance percentage. FYI: For a person with district wide access, this section will be titled District Compliance. The EdPlan My Caseload Section In this section you can view the compliance status of each campus to which you have access. Hover over the green area to view the compliance percentage; hover over the red area to view the non-compliance percentage. A user s caseload may also display in this section. FYI: For a person with district wide access, this section will be titled School Compliance. The EdPlan My Meetings Section Here, the upcoming meetings are displayed. The My Calendar link can be selected to display your meetings in a monthly, weekly or daily calendar format. The calendar can be downloaded. EdPlan Manual for Read-Only Access Page 6 of 27 Revised: September 2017

7 Main Menu Page, cont d The EdPlan Students with Past Due Dates Section This section displays total number of students within the district that have a past due date for specific events. A list of the students can be generated by clicking on the colored bar (if number is higher than 2000, user will be directed to the Advanced Student Search feature). The EdPlan Students Status Section This section displays total number of students with the district for each status category. A list of the students can be generated by clicking on the colored bar (if number is higher than 2000, user will be directed to the Advanced Student Search feature). The EdPlan Students by Disability Section This section displays total number of students within the district for each disability. A list of the students can be generated by clicking on the colored bar (if number is higher than 2000, user will be directed to the Advanced Student Search feature). The EdPlan My Reports Section The reports that you have created will be displayed in this section. The EdPlan Message Center Alerts, Action Items and Help Desk Section In this section you can view notifications/alerts for pending items that are due or past due. Select View All Messages to display new and previous messages. EdPlan Manual for Read-Only Access Page 7 of 27 Revised: September 2017

8 Main Menu Page, cont d The EdPlan Resource Information Section Displays General Files as stipulated by the district. It will contain pdf versions of frequently used documents, i.e. Interagency Release Form and Procedural Safeguards in English and Spanish. Content is subject to change. Click on the expand symbol ( ) to display contents. Select the appropriate document. Click on the collapse symbol ( ) to hide contents. EdPlan Manual for Read-Only Access Page 8 of 27 Revised: September 2017

9 View Student(s) Click on the Students link in the navigation bar to access the student search screen. To locate a specific student (or group of students), enter your search criteria such as Student Last Name, Student First Name, and/or Student ID (student identification number). Click View Students (or press Enter). This will direct you to available student(s) who met the search criteria. Click Advanced Student Search to broaden search capability. EdPlan Manual for Read-Only Access Page 9 of 27 Revised: September 2017

10 Advanced Student Search allows search capability using a multiplicity of parameters such as grade level (one grade or more), non-eligibility determination status, school (one grade or more), student last name, student first name, student middle name, student ID, date of birth, status, compliance status, case manager, disability category, placement, Special Education service FYI: Search for one grade level / school and/or Search for multiple grade levels / schools offerings, related services, Extended School Year, and Medicaid status. You can also sort list by student s last name, student s middle name, student s first name, school, grade, and case manager name. Non-eligibility determination feature adds the ability for users to search only for students with a non-eligibility determination event that may affect the student s status. Note: Search filters can be combined to further define student search results. EdPlan Manual for Read-Only Access Page 10 of 27 Revised: September 2017

11 Search Results Advanced Student Search can produce search results containing multiple students. From the Select a Student screen, the search results can be sorted by clicking on any of the hyperlink column headers of the table. Each student s Compliance symbol will display here. Click on IEP or 504 to view the compliance symbol page. (Refer to the next page for a detailed list.) You can click on any of the hyperlink column headers to filter the list of student(s) that displays. Click on the student name under the Name column to view that student s profile. Clicking on Print Search Results will produce a non-editable pdf document Clicking on Export Search Results will export the information into an editable Excel document EdPlan Manual for Read-Only Access Page 11 of 27 Revised: September 2017

12 EdPlan Compliance Symbols Page Compliance Symbols identify the current status of a student, whether General Education, Special Education and/or Section 504. EdPlan Manual for Read-Only Access Page 12 of 27 Revised: September 2017

13 Compliance Symbol Text Color This feature will enable fields on the administrative Eligibility page to display the text corresponding to the date fields that are in a Warning or Overdue compliance status in the color of the compliance symbol. For example, if a student s last IEP date is approaching, the corresponding date field will be highlighted in yellow. If the date is passed, the corresponding date field will be highlighted in red. EdPlan Manual for Read-Only Access Page 13 of 27 Revised: September 2017

14 Selecting a student Click on the Students link in the navigation bar. Enter Student Last Name, Student First Name, and/or Student ID (student identification number). Select View Students (or press Enter). EdPlan Manual for Read-Only Access Page 14 of 27 Revised: September 2017

15 Selecting a student, cont d The Select a Student page will generate. Click on the student s name and you will be directed to the student s record. You are now in the Student History dashboard illustrated below. Click on any hyperlink under Document header to view the pdf for an event Click on to view specific information about the event Click on to view specific information about the event EdPlan Manual for Read-Only Access Page 15 of 27 Revised: September 2017

16 Selecting a student, cont d Did you know The Student History screen can be printed? Scroll to bottom of Student History and click on! See below for example of printed document. And Another Thing: To access 504 information, select Section 504 in the blue sub navigation bar. To access SST information, select SST Process in the blue sub navigation bar. EdPlan Manual for Read-Only Access Page 16 of 27 Revised: September 2017

17 Viewing Student Demographic Information The blue sub navigation bar will direct you to various areas of the student profile and event management. There are three means to view student demographic information: 1. Student Information 2. Student Profile 3. Student Snapshot 1. Click on the Student Information link within the student navigation bar. a. Clicking this link displays the student demographic information and parent or other team member information. Note: Student demographic information pulls from the district student information system (SIS). b. The student s demographic information such as the student ID number, student s full name, gender, date of birth, grade, street address, and ethnicity will be displayed in addition to parent/other team member information. EdPlan Manual for Read-Only Access Page 17 of 27 Revised: September 2017

18 Viewing Student Demographic Information, cont d 2. Click on the Student Profile link within the student navigation bar. The Student Profile displays specific information about a student based on items pulled from a finalized 504 or Special Education event in addition to demographical details. Personal Information tab contains demographical information from the district student information system (SIS) Performance Data Houses any RtI data (Dallas ISD is not using this feature). Special Education Displays IEP information from a finalized IEP/ARD event Section 504 Displays 504 information from a finalized Section 504 Plan EdPlan Manual for Read-Only Access Page 18 of 27 Revised: September 2017

19 Viewing Student Demographic Information, cont d 3. Click on the Student Snapshot link within the student navigation bar. Clicking this link displays detailed demographics pertinent to programs such as Section 504 and Special Education along with LPAC, attendance, academics, and assessments. The student s disability (Handicapping Condition) is also displayed on the Student Snapshot. EdPlan Manual for Read-Only Access Page 19 of 27 Revised: September 2017

20 Viewing Migrated Documents This section explains how to access, view, and/or print documents migrated into EdPlan from the previous application and/or events created and finalized within EdPlan. Click on the Documents link within the blue sub navigation bar. Clicking this link displays the student s migrated events and finalized events. The Doc ID column is specific to the EdPlan application and has no implication on the event itself. The Date Generated column will display the date the event was created in EdPlan, whether through data migration or by event finalization. The Generated By column displays the user, if applicable. The Document column contains the pdf for the accompanying event. FYI: The date within the event title is the actual date of the event. In the example below, 05/19/2015 FIE Summary Report Initial has an actual date of May 19, EdPlan Manual for Read-Only Access Page 20 of 27 Revised: September 2017

21 Notes The Notes functionality can be used to electronically document the transmission of records in EdPlan. Transmission of records includes sending, receiving, and/or requesting a folder. Notes can also be used to document contact with the parent. Repeat steps to search for student (refer to page 8) Click on the Notes link within the blue student navigation bar. A dialog box will display. Click. The criteria for entering a contact log will display. Enter Contact Date. For Contact Result, select Other. Complete Notes according to applicable action. Sending a folder: MM/DD/YYYY Campus A sent folder to Campus B. Receiving a folder: MM/DD/YYYY Campus A received folder from Campus B. Requesting a folder: MM/DD/YYYY Campus C requested folder from Campus D. or MM/DD/YYYY Campus C requested folder from Archives. Click. EdPlan Manual for Read-Only Access Page 21 of 27 Revised: September 2017

22 Notes, cont d You will be directed to the Parent Contacts screen. 1. To enter additional contacts, select. 2. To view notes associated with an entry, click. 3. When all entries are completed, select. EdPlan Manual for Read-Only Access Page 22 of 27 Revised: September 2017

23 EdPlan Manual for Read-Only Access Page 23 of 27 Revised: September 2017

24 Documenting a Referral to Special Education A request for a special education evaluation is documented in the SST Process module of EdPlan. Accessing the SST Module From the Select a Student page, click on the student s name. You will be directed to the student s record. (Refer to section titled View Students page 8.) On the blue sub navigation bar that is below the green bar, select SST Process. FYI: The SST Process button will direct you to various sections within the process. Select the link SST Referral. EdPlan Manual for Read-Only Access Page 24 of 27 Revised: September 2017

25 Documenting a Referral When accessing the SST Referral page, an information box will display advising There is not a currently valid SST Request. No action is required. It is for informational purposes only. The SST Referral is divided into three sections: 1. Referral source/student demographics Document the SST referral source (teacher, parent, administrator or other). If Other is selected, enter the source in the respective textbox. Enter the SST referral date. FYI: The student s demographic fields will pre-populate if information is available. 2. Reason for referral Select the reason for referral, in this case it is Referral to Special Education. 3. Parent contact Provide the date the parent was contacted, type of contact (letter, home visit, inperson contact, , telephone, emergency conference), concerns regarding the reason for the contact, and the parent s comments. You may document two Parent Contacts but only one is required. EdPlan Manual for Read-Only Access Page 25 of 27 Revised: September 2017

26 Documenting a Referral, cont d To preview the documentation before finalizing, select Create Draft SST Referral. To submit the referral, select Create Final SST Referral. Confirm Create Final SST Referral by selecting Yes to the question Final SST Referral will be created. Do you want to continue? If any of the information is incorrect, select No, which will take you back to the SST Referral section where corrections can be made. Confirming referral process has been completed: If the SST referral for a special education evaluation was successful, two entries will display on the student s history. From the blue sub navigation bar located below the green bar, select Student History. A successful referral will display an SST Referral entry and a Referral entry. EdPlan Manual for Read-Only Access Page 26 of 27 Revised: September 2017

27 THIS PAGE IS INTENTIONALLY BLANK. EdPlan Manual for Read-Only Access Page 27 of 27 Revised: September 2017