Special Services Meeting

1. Special Services Meeting December 2018

2. Agenda Sps Release 18.5 cont. Progress Reports Reporting Period CFE Add New Reporting Period Using Old Forms Multiple Reporting Period Sps Release 18.6.0 Class Print Print Blank Forms Resolved Issues Progress Reports IEP Progress Report Transition Progress Report Service Plans ReleaseSchedule Known Defects Enhancement Requests Sps 18.7.0 and Beyond Sps 19.0 In the Know Scheduled TrainingsNext MeetingQuestions & Answers Welcome • Sps User Statistics • NEOnet D2D Contacts • End User Requirements • Case Management Classes New Report • Special Ed Summary Form Clarification • AIEP • TIEP EMIS Reporting • EMIS Extract/Import • EMIS Errors • EMIS Training Sps Release 18.5 • EMIS Review Report • Medicaid Billing Information • ETR Planning Form • Special Ed Events Form – Transition Planning • IEP End Date

3. NEOnet Sps Statistics Districts, Community Schools, and ESCs using Special Services 2018-2019 Barberton City SchoolsBuckeye Local SchoolsBrunswick City SchoolsCloverleaf Local SchoolsCopley-Fairlawn City SchoolsCoventry Local SchoolsCuyahoga Falls City SchoolsCuyahoga Heights Local Schools EEG Community Schools (3)Edge Academy & Akros MSGreen Local Schools Global VillageInvictus HSKent City SchoolsKids First/TOPsManchester Local SchoolsMaplewood Career Center Maple Heights City Schools Mogadore Local Schools Nordonia Hills City School Norton City SchoolsOakmont Community Schools (17)Orange City SchoolsPortage Lakes Career CenterRevere Local SchoolsRichmond Heights Local SchoolsRiver Gate HSSchnee Learning CenterSpringfield Local SchoolsStow-Monroe Falls City SchoolsSummit Academy Community Schools (25)Summit County PreschoolSUPER Learning CenterTallmadge City SchoolsTwinsburg City Schools Wadsworth City School*Woodridge Local Schools *indicates new districts ** indicate new schools

4. D2D Contacts The D2D Contacts for NEOnet are posted to our website and can be found under Services>Special Services>Special Services Manuals. https://portal.neonet.org/documents/165 It there are any changes, please contact us.

5. Sps User Update 98% use a desktop • 85% use Windows • 15% use Macs Browsers Used • 80% use Chrome • 6% IE • 6% Safari • 8% Other (Firefox)

6. End User Requirements 18.0

7. Case Management • Creating a case management course section in DASL for staff allows them to not only see the student assigned to their case management in gradebook and special services but also allows access to the students’ roadmap. Staff will then have direct access to all testing and intervention data. • Central Location for Course Information – Completes ProgressBook Suite • Students can be added to Case Management courses prior to GradeBook Integration • GradeBook and Special Services will represent the same look • DataMap gives complete Testing and Intervention data • The special staff (Admins, Psych, OT, PT and SLP) will not need to have a class roster. These staff with Guidance roles in GradeBook/SPS and correct access in SIS/DASL/DataMap will be able to access all students. • Prior to the working training you will need DASL access and bring Case Manager Staff and Student Rosters.

8. New Add On ReportSpecial Ed Summary • This reports gives a summary of the current special education currently in effect at each district

9. Add On ReportsSpecial Ed Summary • Add & Remove Columns

10. AIEP AIEP Form ODE Manual 7-6-2018 Amended IEP The meeting date when an existing IEP was amended that resulted in changes to data that must be reported to EMIS. From page 1, PR07-Individualized Education 2.13 Student Special Education (GE) Record Revised: July 6, 2018 ODE EMIS Manual, Version 6.2 Page 8 of 18 Program meeting date. No Non-compliance ID is required. The “begin date” re-ported must be on or after the date of the amendment; the end date must be the same as or earlier than the most recent previous IEP.

11. TIEP (from D2D District using our Software)

12. TIEP (from Other Software)

13. TIEPAdd Additional Forms

14. EMIS Reporting Barberton Coventry Cuyahoga Falls Edge/Akros Green Orange Revere Stow-Munroe Falls Summit Academies Wadsworth Global Village* Springfield* Buckeye* Woodridge* Mogadore* Norton* Oakmont* Kent* *New 2018-19 EMIS Extract/Import Districts:

15. DASL EMIS Reporting Federal Child Count Common Errors Verify EMIS An active special education event is required when student has disability condition. Student has a event record with date type TETR/IIEP and no disability condition. Order of errors Extract Logic: FD (Student Attributes), FE (Graduation), GE (SpEd Events), GQ (Program/Membership) Fed Child Count Errors Student does not meet inclusion filter in this district Unable to translate LRE- must report FN270 element No LRE reported for Oct 31 date - assigned no services LRE Call or email for assistance

16. EMIS Reporting • EMIS Training New users to the 2019-20 School Year? Overview? Extract and Import Open Lab- Indicate SPS Extract/Import

18. Sps Release 18.5 • Medicaid Parental Consent Form • The Medicaid Parental Consent form now displays the Medicaid Organization and Phone Number entered on the System Configuration screen. *Please check and make sure it is displaying correctly.

19. Sps Release 18.5 • EMIS Review Report • The Data Collection Form is now editable • This can only edited by staff with Level 500 EMIS Module

20. Sps Release 18.5 • Change Organization and Phone# • Under Admin>System Configuration the Address and Phone# can be added.

21. Sps Release 18.5 • ETR Planning Form • If the Planning Form is open prior to selecting the Planning Form on the Cover of the ETR then a message is displayed instruction the user to select School Age of Preschool Planning Form. • Select the planning form on the ETR Cover Page

22. Sps Release 18.5 • Special Ed Events Form • Under 14 Yrs - ***Not Applicable will default for Secondary Planning on all IEP types where the student is under the age of 14 yrs. • 14 Yrs + - A secondary planning will need to be selected with one of the following: • TGYG – (FYG – Four Year Grad) Student plans to meet graduation requirements fours years after entering ninth grade • TMYG – (Multi – Year –Grade) Student plans to meet graduation requirements more than four years after entering ninth grade. • TPCE – (Planned Continuation of Ed services) Student has met graduation requirements but needs additional education services prior to enrollment in college or employment and will continue to be enrolled and receive service as a Grade 23.

23. Sps Release 18.5 • IEP End Date • If a change is made to the End Date on the IEP Cover Page, a message will now display to update and save the Special Ed Events Form.

24. Sps Release 18.5 • Progress Reports • The Progress Report has now been updated to state Reporting Period.

25. Sps Release 18.5 • Progress Reports • The Progress Reports, Transition Reports and Combo now Copy from Existing Tasks for the following: • Old Progress Report Forms to New Progress Report Forms • New Progress Report Forms to Other New Progress Report Forms • Old IEP Forms to New Progress Report Forms • New IEP Forms to New Progress Report Forms

26. Sps Release 18.5 • Progress Reports • The New Progress Reports now copy Objectives, Benchmarks, Summaries and Comments from a previous reporting period. Click on Add Reporting Period.

27. Sps Release 18.6.0 Enhancements Progress Reports • The OP-6A Progress Report and the Transition and Annual Goals Progress Report (Combo) are now available for Print Blank Forms. Reports>Print Blank Forms

28. Sps Release 18.6.0 Progress Reports • The OP-6A Progress Report and the Transition and Annual Goals Progress Report (Combo) are now available for Class Print • Reports>Class Print

29. Sps Release 18.6.0 Progress Reports • IEP Effective Date has been updated to IEP Date on all Progress Reports

30. Sps Release 18.6.0 • Resolved Issues: • Forms • Previously not all dynamic fields printed on the forms. Now all fields display correctly when printing • Previously on some OP -6A Progress Report, the incorrect IEP Date displayed. Now the correct IEP Date displays • Previously you were unable to use the Copy From Existing function on task with a new General Invitation form attached. Now you can successfully use the Copy From Existing function in that circumstances.

31. Sps Release 18.6.0 • Resolved Issues: • Report Builder • Previously the Accommodations Report did not function properly due to changes on the IEP Testing form. Now the Accommodations Report functions correctly • Open Task • Previously when you Copied From Existing any additional forms, the banner for additional form type was duplicated. Now this no longer duplicates

32. Sps Release 18.6.0 • Resolved Issues • EMIS • Previously users who did not have Access EMIS permission assigned to them were able to access the menu items. Now only users with Access EMIS permission can access those menu items. • Previously when a student exceeded the amount of testing exemptions permitted on an IEP, the EMIS Extract failed. Exemptions have been increased and the EMIS Extract performs correctly.

33. Progress Report Options • Old Forms • New Forms • New Form multiple Reporting Method • Transition Reports • Progress Reports for IISP & RISP • Redesigned Progress Report

34. Progress Report Using old forms as a Workaround • If your districts is using the old Progress Reports you must enter in the Comments Section Data Source and Data Points. • Under Student Progress record whether Goal was Met or On Track. *Please note that you can no longer Copy from Existing on this form.

35. Progress ReportUsing new forms • Creating a brand new Progress report use the CFE • Adding to a new reporting period click the +Add Reporting Period at the bottom of the last objective

36. Progress Reports Using One Progress Report and adding Multiple Reporting Periods using the Data Source Field *Please note there is a limit of 5 rows.

37. Transition Progress Report • The Transition Form from the ODE never had a place on the form that stated Add Reporting Period, therefore the software developers did not add one, even though it is required. • The most efficient way to add a new Quarter is to click on the double paper icon to the right of the tasks and copy the data to a new form

38. Transition Progress Report • Click on the newly created form and rename to Q2 • Enter Progress for Q2

39. Service Plan Progress Reports • Progress Reports for IISP and RISP • There are no official Progress Reports for the ISP & RISP Service Plans. Use the Progress Reports 6A, Transition Reports 6B or Combo.

40. Progress Report Redesigned • Software Answers is working on a redesigned to make them more efficient. • They are working with all ITCs. • Examples were sent from NEOnet which is similar to the work around option. • They are also looking at adding a date feature for the goals as well. This will the option to report on goals, objectives or both by reporting period. • As soon as we get an example, we will send it out to everyone.

42. Known Defects (15) • These are defects that NEOnet reported: • The IEP Transition Form Frequency Textbox does not wrap or expand on the top section of the form. • Some D2D Transfers are importing with the task checked to “Include in EMIS” • Spell check does not work with the new Progress Reports • On the Special Ed Events Page, the Secondary Transition is grayed out sometimes. This is a new bug that is happening when the someone changes the date on the Cover Page of the IEP for whatever reason. This data flows to the Participate Page. You have to open the Participate Page and Save. The Special Ed Events Page then works correctly. • Reports that returned a “No Data Qualified" message are now returning "An error has occurred that is preventing completion of this request. Please contact your administrator." Reports will still return data when able.

43. Enhancement Requests • Add multiple reporting periods for the Transition Form. • Mirror the testing page on the Service Plan to the new IIEP Testing Page. • Admin can set the reporting period date for the progress reports • Display IEP date start - end date of the IEP Progress Reports • Remove NA “Not Applicable from the drop down choices for IEP Test Type on the Special Ed Events page. • Alternate Assessment will automatically be added when checking Yes on Section 12

44. Future Release Sps18.7.0 & Beyond • Scheduled for release after the holidays • Update 504 Template • Class Print of IEP Summary • Update to Accommodations Class Report includes: • 504 Plans • Grade Level • Additional signature lines for Participant page • Page can also be duplicated • Progress Reports option to print a specified Reporting Period • Enhancements to Progress Report layout

45. Sps Release 19.02019-2020 • The Sps Release 19.0 will have a complete refresh to the layout and functionality. • ITCs will be trained prior to the release. • We will be scheduled 1 hour Special Services update for users by district in the Fall 2019. • We are currently scheduling them now, please email us with requested date and time.

46. In The SPS Know

47. Scheduled Trainings • Sps New User and Review – Webinar Wednesday, December 19th (2:30 – 4:00) Wednesday, January 30th (2:30 – 4:00) Friday, February 15th (9:00 – 10:30) • Suggestions for additional trainings? • Student Services Open LabsComments - Special Services Support

48. Sps Meetings Round Table: March 1 2019 (9:00-10:30)18.7, 18.8 and Progress Reports Progress Book Suite Retreat: March 11-122019 (Columbus) 19.0 Preview and State Office of Exceptional Children Q & A Educational Operating Committee March 20th (9:00 – 11:00) Year End: April 25, 2019 (10:30 – 12:00) 19.0 Preview and End of Year Checklist