Notes to Accompany the Child Find PowerPoint Slides February 19, 2013 - - PDF document

Notes to Accompany the Child Find PowerPoint Slides February 19, 2013

Slide 1  No notes Slide 2  When adding a student for CF, please remember to remind staff to enter the correct spelling of name and correct DOB.  When adding a student for Child Find you can either use the arrows to the left and right of the ‘month’ and/or ‘year’ or you can click on the ‘month’ and/or ‘year’ to select the correct data. Slide 3  Once you have chosen to ‘search’ after entering the student last name, first name, and DOB, you will get the following choices if the student is not found in the database: Moved-in from another state with an IEP, Begin Child Find process, and Don’t add the student.  If you notice you have the wrong name and DOB at this point you could either choose the radio button to the left of “Don’t add the student” or you could change the last name, first name, and/or DOB and click on ‘search’ again. Slide 4  The staff picked is the 1st electronic participant and the person that is logged into the system when ‘adding’ the student.  Add attending district/building will default to the last district/building the person logged in had selected in the IEP program.  The staff member has the ability to change the attending district/building by selecting from the pull down menu (they will be able to choose a district/building they have either as a service assignment and/or access record to in IMS). Slide 5  Clicking ‘add student’ will bring up an alert box that states ‘student added to list’.  When user clicks on ‘ok’ it will take them to back to list they were on prior to adding student.  If they chose a different district/building than the one they were last on, they will need to then choose that district/building in the IEP application to begin working on the Child Find student added as they are first taken back to the original district/building they were on in the IEP application. Slide 6  Belle Lohman has now been added to my ‘Student List’.  If I had been logged in as a service provider that has both a ‘My List’ (students assigned-rostered to me) and a ‘Student List’ (all students in the building), the student would appear on both lists.  If your staff currently sees both “view my students” and “view all students in the building”, they will still have that ability in the new system. The difference is they will now view through a ‘My List’ and “Student List’.  To begin the CF process, I will now click on the student name. Slide 7  When selecting the student, you are taken to the Family/Student tab.  Before moving from the ‘student tab’ you should complete the student gender, resident district, and domicile district. If you select ‘adult’ you will get this message and if you click on ‘fix’ you will be taken back to ‘student’ tab. If you click on ‘do not fix’ you will be taken to the ‘adult’ tab.  This info will need completed before being able to choose the CF tab.

Slide 8  Notice on this screen there is an option to ‘copy attend’ for resident and domicile district.  Or the option to click on the ‘L’ for a list to choose from.  ‘H’ is info that is not showing on the screen. If you ‘hover’ over the H with your mouse it will display text that is not showing. In this case, it is describing Hispanic/Latino.  There are ‘?’ throughout the program. In this case, the ‘?’ is displayed on the hover

• menu. If you were to click on the ‘?” you get the E-help menu that describes ‘save’,

‘print’ and ‘tools’. Slide 9  When entering info on the Family sub tab ‘Adult’, you will be required at the minimum to complete: First parent first/last name, parent type, address, city, state, and zip (this info will need completed before choosing the CF tab).  When entering the ‘zip’ you can either choose the ‘L’ or you can type in the zip code and tab to the next field. This will then enter the city, state, zip code automatically.  When saving data, there will a ‘floating menu’ on the screen. When data has been altered/changed, ‘save’ will show in red. Once you have clicked on ‘save’, the system will briefly display the words ‘save successful’. This is notification to the user that the save request was received by the server. Slide 10  Please note on the Child Find tab, CF Overview (sub tab) there is a ‘?’ off to the right

• f the screen. This ‘?’ includes both procedural information and e-help. ‘?’s’ on other

CF tabs will also include documentation guide information.  Under the CF overview sub tab, there is a message for the user in regard to completing all CF forms and to make sure to use the Child Find IDR for incomplete items.  Also, buttons become available after certain data is completed.

• Initial IEP – This button is disabled until the disability suspected including

participants, consent for FIE are completed and the EDW ‘consent received date’ is entered. Slide 11  On the ‘Participants’ sub tab you can choose to add participants who will need electronic access to the CF student you are working on.  When selecting ‘add’ you will get a new electronic participant box. You will then need to click on the ‘L’ and choose another electronic participant. In order for a staff member to show as an option on this ‘select staff’ list they would need ‘Child Find tab’ permission in the IEP application and would need either a service assignment and/or an access assignment in IMS application for this particular district/building.  Electronic participants are generally AEA staff. Non-Electronic participants are everyone else who participates in the disability suspected and CF process. Slide 12  Disability Suspected form can be easily access by selecting either the ‘Dis Suspected’ sub tab or by selecting the ‘Disability Suspected Form’ to the right of the Child Find Forms. Slide 13  The ‘documentation of decision’ are not accessible fields until after the information in the form itself is complete.  When selecting ‘yes’ a text box will appear to summarize.  Once information is entered below the ‘documentation of decision’ box and saved then the ‘documentation of decision’ area is accessible.  Please note that at the bottom of each tab there is a ‘floating’ menu. Dependent upon where you are at in the process might determine your choices on this menu. If you choose ‘print’ the following menu will display.

Slide 14  The ‘?” will show the print settings need for the application.  Notice that there is now the ability to print blank forms as well as ‘available’. ‘Available’ forms would be those forms that have information entered on them. Slide 15  The Disability Suspected form is now complete so the Consent for FIE becomes available. Slide 16  Complete the Consent for FIE form and save. Once you return to the CF overview you will notice this form is ‘complete’ and the EDW becomes available.  Is available via the ‘forms’ tab once the form is started and also on the CF Overview sub tab. Slide 17  When the Consent for FIE is complete, the EDW becomes available via the ‘CF Overview forms” section and the EDW tab.  Please note: EDW is a data form so it will not display under the ‘Forms’ main tab. Slide 18  When staff enter the ‘consent received’ date, they will get a confirm message. They can choose ‘yes’ if the date is accurate and ‘no’ if the date in inaccurate. If they enter the date and select ‘yes’ the calendar button disappears and the date field is locked.  If they enter ‘yes’ and later the date needs changed they will need to work with their CF admin who will in turn work with me to get the data corrected. If there are too many errors there may need to be a tool used by CF admin to correct these issues. Slide 19  Once the ‘consent received’ date is entered on the EDW, the ‘transfer child’ becomes available if you have ‘Child Find tab’ & “CF Admin’ permissions in the IEP application.  The bottom of the EDW gives contact information for your AEAs Child Find administrator(s) to contact if they need a student transferred. Please note: there will be a limit of 2 CF administrators information showing at the bottom of the EDW.  Transfer Child would be used when a student transfers to another district and/or

• building. The information could be transferred without being completed if necessary

when the consent ‘received’ date has been entered on the EDW. Slide 20  Now that the consent received date has been entered on the EDW, the EER is available on the CF overview tab.  The EER now becomes available from the CF Overview sub tab and under ‘forms’ main tab once you have selected it for the first time Slide 21  Enter individual information, and then the domains.  Domains must be added individually.  When a domain is added, text boxes for the Educational Progress will become

• available. If more than one domain, select the ‘add’ button and choose the second

domain. Slide 22  Once a domain is added, you can choose the ‘add standards and benchmarks’.  Selecting the ‘B’ will bring up the bank of the Iowa Core Standards.  When you select, the child’s grade level will determine what displays.  Preschool age children will display the Early Learning Standards and for school aged children the Iowa Core Standards will display. Slide 23  Once grade level is selected, the Standards will display.  Click on the ‘add/view benchmark’ and the benchmarks will display.  Choose the benchmark by putting a check mark in the check box and select ‘put on page’ to enter the standard and benchmark on the EER.

Slide 24  Another row of boxes can be added by clicking on the ‘add’ button.  If you want to delete a row, click on the red x to the left of the ‘area of concern’. Slide 25  Once the eligibility determination meeting has been held and all necessary forms have been completed, the EDW will need completed.  A date in the future will not be accepted so it will be necessary for staff to complete the form once the meeting has been held.  If a meeting was not held then a reason will need to be entered.  If a meeting was held you will enter ‘yes’ and the date of the meeting.  If an Initial IEP has been started, the teacher name and IEP meeting date from page A will auto fill.  The IEP implementation timeline is used for children transitioning from Part C. This will be discussed at a later time. If child is not transitioning from Part C this section is not required and cannot be entered. Slide 26  To create an ‘Initial IEP’ you will select the ‘create’ button on the CF overview sub tab. You will then be asked if you meant to create an Initial IEP. By selecting ‘ok’ you will be taken to page A to complete.  You can now navigate through the pages (tabs) of the IEP. Please note that the teacher does not gain access to the IEP if they do not have CF tab permission until a service is added on tab F and their name is listed as the service provider. Slides 27-30  No notes