Special Services Meeting

1. Special Services Meeting September 2015

2. Agenda Sps Release 15.1.0 Default Dates New Task EMIS Review & Extract District Banks Sps Manuals Sps Trainings Federal Funding EMIS Reporting NIEP SEMD Student Properties IEP Summary Copy & Paste Backups Sps Meetings Questions & Answers • Sps Statistics • End User Requirements • Sps Release 14.9.0 • Testing Dates • Assessments • DASL Release 15.0.0 • Gradebook Release 15.0.0 • Sps Release 15.0.0 • Student Properties • Parent/General Invitation • Banks • Add a Form • Verify EMIS • Resolved Issues

3. NEOnet Sps Statistics There are currently 23 districts, 1 ESC, 2 Career Centers, 37 Community Schools and 2 Digital Academies in the NEOnet consortium using Special Services: Akron Digital AcademyBarberton City SchoolsBuckeye Local SchoolsBrunswick City SchoolsCambridge Community Schools (9)*Cloverleaf Local SchoolsCopley-Fairlawn City SchoolsCoventry Local SchoolsCuyahoga Falls City SchoolsCuyahoga Heights Local SchoolsGreen Local SchoolsKent City SchoolsManchester Local SchoolsMaplewood Career CenterMaple Heights City Schools*Indicates New District(s) Mogadore Local SchoolsNordonia Hills City School Norton City SchoolsOrange City Schools*Portage Lakes Career CenterRevere Local SchoolsRichmond Heights Local SchoolsSchnee Learning CenterSpringfield Local SchoolsSteel AcademySummit Academy Community Schools (27)*Summit County PreschoolsTallmadge City SchoolsTwinsburg City SchoolsWoodridge Local Schools

4. End User Requirements

5. Sps Release 14.9.0 - Testing • The following testing dates are now available options in the Date of Test drop-down list on the IEP 12, SP 3, and 504 Plan 2 (Statewide and District Wide Testing) forms for the Next Gen Testing. • • Spr Regular 2015 • • Spr Block 2015 • • Fall Block 2015 • • Spr Regular 2016

6. Sps Release 14.9.0 - Testing Reading Math 3rd Next Gen 4th Next Gen 5th Next Gen 6th Next Gen 7th Next Gen 8th Next Gen HS Algebra I HS Geometry HS Math I HS Math II • 3rd ELA Next Gen • 4th ELA Next Gen • 5th ELA Next Gen • 6th ELA Next Gen • 7th ELA Next Gen • 8th ELA Next Gen • HS Eng Lang Arts I • HS Eng Lang Arts II

7. Sps Release 14.9.0 - Testing Science Social Studies 4th Next Gen 6th Next Gen HS Amer/US Gov HS Amer/US History • 5th Next Gen • 8th Next Gen • HS Physical Science

8. DASL Release 15.0.0 • Student Contacts Summary • All contacts move over to the Gradebook & Special Services Live • The primary contact flagged with the yellow star is the contact that will default in Student Properties as the Parent Name/Address.

9. GradeBook Release15.0.0 • Academic Standards Update • Common Core & English Language Arts • Student Contacts • Live Student Contacts on the Admin Homepage under Student Contact tab • Live Student Contacts on the GradeBook Homepage under Class>Student>Personal tab – Primary Contact

10. Sps Release 15.0.0 • Student Properties • Contacts will now read live from DASL • Parent Name • Primary defaulted to display • However drop down selection available if additional contacts are available • Address will automatically display once contact selected • Phone information will automatically display once contact selected • If in Contact StudentInformation is using a phone type • Home • Work • Cell • If additional phone types are available, user must select from the drop-down

11. Sps Release 15.0.0 • Student Properties • Contacts will now read live from DASL • Second Parent Name • Must be selected • Drop down will list all additional Non-Professional contacts • Once Contact is selected • Additional information will automatically or give the option to select through a drop down

12. Sps Release 15.0.0 • Student Properties

13. Sps Release 15.0.0 • Parent Invitation and General Invitation • Import Contact Information when selected reads Contact data from StudentInformation • If multiple contacts available, option to select will display

14. Sps Release 15.0.0 • Parent Invitation and General Invitation • Import Contact Information when selected reads Contact data from StudentInformation • Information will populate in the appropriate fields

15. Sps Release 15.0.0 • Banks • Admin Homepage & Setup Tab • The User Banks and Setup District Bank screens are being redesigned and have been temporarily disabled. Users can manage their bank items on the page edit screen. • Goals Page(s) • Due to the redesigned banks functionality, the Bank Import button is no longer necessary on the Goals Page and was removed.

16. Sps Release 15.0.0 • Banks • Redesigned Banks functionality provides ability to create, edit, insert and delete bank items from within the following the Forms: • IEP 1 Future Planning, 2 Special Factors, 3 Profile • IEP 4 PostSecondary Transition • IEP 5 PostSecondary Transition Services • IEP 6 Measurable Annual Goals • IEP 7 Specially Designed Services, 8 Transportation as Service • IEP 9 NonAcademic, 10 General Factors, 11 LRE • IEP 12 Statewide and District Testing • PR-01 Prior Written Notice to Parents • ETR Evaluation Plan Preschool • ETR Evaluation Plan School Age • ETR 1 Individual Assessment • ETR 2 Team Summary • ETR 4 Eligibility • SP 1 Measurable Annual Goals • SP 3 Statewide and District Testing

17. Sps Release 15.0.0 • Banks • Banks are available through Quick Task > Banks Menu • Updated with Bank Items associated with field

18. Sps Release 15.0.0 • Banks • Banks available through Quick Task > Banks Menu • A notification appears in the field selected when no banks are available

19. Sps Release 15.0.0 • Banks • Banks available through Quick Task > Banks Menu • To Add a Bank Item • Select New Bank Item • Enter item • Click Save > May also immediately Add to Form

20. Sps Release 15.0.0 • Banks • Banks available through Quick Task > Banks Menu • Click on Bank Item to Add to Form

21. Sps Release 15.0.0 • Banks • Banks available through Quick Task > Banks Menu • Ability to Display, Edit or Delete from Quick Task Menu

22. Sps Release 15.0.0 • My Banks • Banks available through Quick Task > Banks Menu • Ability to Display, • Allows the Option to also Edit or Delete

23. Sps Release 15.0.0 • My Banks • Banks available through Quick Task > Banks Menu • Rich Text Tools Available

24. Sps Release 15.0.0 • My Banks • Banks available through Quick Task > Banks Menu • Ability to navigate to different Bank Items

25. Sps Release 15.0.0 • District Banks • Ability to Display Bank Item

26. Sps Release 15.0.0 • Add a Form • Add a Form to a Task, the associated page is now automatically created with the form

27. Sps Release 15.0.0 • Add a Form • Add a Form to a Task, the associated page is now automatically created with the form. You no longer have to create the page as a separate step.

28. Sps Release 15.0.0 • Verify EMIS in Open Task • When selecting Verify EMIS on the Open Tasks screen, you could not change a student EMIS ‘grade next’ field on the EMIS Data Collection Form. In some cases the wrong grade level displayed until the cover page was save or the task was completed • Because of these issues • And since the field representing ‘grade next’ is not used for EMIS reporting • The field has been removed from the EMIS Data Collection Form

29. Sps Release 15.0.0 • Resolved Issues • Page Edit • On the Referral for Evaluation (PR-04) form, some fields displayed outside the borders of the page if you viewed them using certain Internet browsers. In this release, the fields display correctly in all of the supported browsers.

30. Sps Release 15.1.0 • School Years • The Start New Task Default Date is now 2015-2016 • School Years 2018-2019 are also added

31. Sps Release 15.1.0 • EMIS Review • The default dates were updated to 07/01/2015 and 06/30/2016,

32. Sps Release 15.1.0 • Build EMIS Extract • The default dates were updated to 07/01/2015 and 06/30/2016

33. Sps Release 15.1.0 • District Banks • The District Banks are located on the Admin Tab. • You must have the role of School Administrator to edit the banks.

34. Sps Release 15.1.0 • District Banks • Select Task Type – IEP, ETR, or SP • Select Form

35. Documentation & Videos • Help Link in Special Services • Documentation has been updated for how to use the new User Banks, District Banks and update Student Properties • There are no Videos available yet.

36. Training • Federal Funding • Federal Child Count • Reported by traditional districts, STEM districts, and community schools • All students with a disability condition who have a valid IEP in place as of October 31 • Determines Special Education and Early Childhood funds allocated to the state • State distributes funds to districts to provide services to their resident students and students served at non-public schools within their districts

37. Training • What to Report for EMIS • All events for which your district is responsible • Report all events as they occur • Don’t report something your district didn’t do • Consent from another district isn’t applicable in new district • Some events can be transferred if accepted in whole by the new district • Report all events July 1 – June 30 for the current school year

38. Training • NIEP •  This event type is to be reported when a district or community school is providing services described in an IEP that is not current. The student might be a transfer student who arrives with an unacceptable or expired IEP, or might be a student whose IEP expired before the district had an opportunity to review it. • In the past, some districts felt pressured to report a “TIEP” code for any student arriving with an IEP, regardless of whether their district believed that IEP was appropriate. Other students arrive with an expired IEP, but districts are required to provide comparable services until they can create a current  IEP.

39. Training • NIEP – EMIS Reporting • Date Type – NIEP – Special Education Services being provided without an IEP in place • Date—date on which the services started • Non Compliance ID: • 10 – Student newly transferred in – IEP adoption determination not complete, service being provided based on prior IEP • 11 – IEP expired, new IEP not in place – service being provided based on prior IEP • 12 – IEP current but not reported in EMIS in prior reporting period, services provided based on current IEP • Outcome Begin Date—date services started (should be the same date as the event date) • Outcome End Date – 00000000  unless services are terminated prior to new IEP being completed • Outcome ID (select from those currently provided for other IEP type  events) • Secondary Planning Element (****)—N/A • IEP Test Type – ‘***’ • Please note that there is no task template in Special Services. • Must be hand entered in DASL.

40. Training • SEMD Manifestation Determination • This is just a reminder that this is now being reported • This task is used when a student with disabilities has accumulated more than 10 days of suspensions or expulsions • There is a field on the Data Collection Form called SEMD • Report the date the manifestation determination was completed for the related incident of misconduct • This Task will also pull into the EMIS Extract

41. Training Issues • Student Properties • Users can no longer enter addresses/contacts. • All addresses/contacts must come from DASL • All changes/updates to the contacts must come from DASL • One Contact is marked primary and defaults as the Parent Name • This can be changed to another contact depending on the circumstances.

42. Training IEP Summary • Demographics • The IEP Summary pulls the primary contact from Student Properties to populate the Parent/Guardian Info • If the student is missing a primary contact the screen will show an oops error. • IEP Summary missing data • During the Completion process sometimes not all the data is captured which results in the IEP Summary showing partial data. • If the IEP is not showing an Event Date in Completed Tasks, this is an indication that the IEP Summary needs fixed. • An exact copy needs to be created, all the forms resaved, the task completed. Verify the IEP Summary and then delete the bad copy.

43. Training • Copy and Paste • This is a suggestion from Software Answer • In the rich text tool bar, there is a button called “Paste from Word”, which looks like a clipboard with a “W” next to it. The users should use that button when they want to paste text that they copied from Word into the forms. This might solve the issue where some boxes were on top of each otherin the Print Preview of the IEP Summary. • This can be tough If you use Ctrl+C and Ctrl+V to copy and paste. To make sure that this issue doesn’t happen the user should consider using Ctrl+C to copy the text from Word, but then they would have to use the “Paste from Word” button in the rich text toolbar to paste the text into the form.

44. Training • Back ups • NEOnet keep 45 days in daily backups • NEOnet keeps monthly backups • On July 1st NEOnet backs up the entire year. • Please note: We are going to start keeping the monthly backups a little longer after the year rolls over due to so many deleted.

45. ProgressBook Suite Release Tentative Schedule

46. Sps User Training • September 21, 2015 – New User Training 1:00 – 3:30 • September 24, 2015 – Sps Banks Training 9:00 – 10:30 – Closed • Please send a cancellation notice if you are unable to attend. All New User Training will be held in the NEOnet Computer Lab Please register online for all trainings and meetings on the NEOnet website

47. Sps Special Services Meetings • December 11, 2015 • February 26, 2016 • May 6, 2016 All User Meetings are held from 9:00 – 11:00 at NEOnet in Room A Please register online for all trainings and meetings on the NEOnet website • Agendas will be sent out before the meeting.