PROGRAM ADMINISTRATION –

PART 1

2009 Leadership Conference

Workshop Objectives

How to… Staff Information School Information

Introduction to File MaintenanceBasic Reports

Student History

IEP Power Tools Module

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Updated Manual

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Administrative Functions Staff Information School Information File Maintenance

Form Access Options/Directories Update/Print Popups

Fragmented vs Nonfragmented Should ALWAYS be attached to the Merged Folder for

these functions.

Staff Information

Fill in ALL required fields. This can be done at any time in the school year. Make sure you are attached to the Merge Folder.

If a Staff Position is not in the list, call GG Consulting.Select the programs that the individual needs access to.

For unlimited people, you may want to select ALL checkboxes.

Use DELETE to delete a school from the list. If the person has unlimited Access Type, you do not

need to list all the schools. List Schools the individual needs access to.

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Staff Information

Merge Access – don’t forget to turn on the limit editability in Merge

Inactive Access Access Type – determines WHO YOU CAN SEEAccess Level – determines WHAT YOU CAN DOAdd to (SM)2 as a Referring Provider by putting in

the person’s Provider IDLast Date of Access – should be updated each year

Align Dates button will update all users below level 7 with this new date

Do no delete users; just deactivate them.

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School Information

Fill in ALL required fields. This can be done at any time in the school year but you should

let GG Consulting know at rollover time about new schools. Make sure you are attached to the Merge Folder.

State Building Code is the district code for campus. Once this number is entered, it should not be changed

without calling GG Consulting. Make sure you are attached to the Merge Folder.

Class Time is calculated from Start time and End time. Easiest is to put 1 class period for total amount of instructional

time.

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School Information

Select Quarter, Semester, or Trimester Semester is easiest to check.

Enter dates or go to another campus with dates and click Align Schedules in District

Enter Progress Report Dates – these are the progress reporting periods that will appear on Progress Reports in the IEP writer.

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FILE MAINTENANCE

This holds all setup information for SEM. Options/Directories

Turn on/turn off features in SEM Form Setup

Determines which staff Access Levels can access which forms in SEM

Update/Print Popups Control the information in dropdown boxes in SEM

Make sure you are attached to the Merged Folder.

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FM – Form Setup

Allows SEM Administrator to Access Levels on Forms

Set Access Levels for each form in SEM. Procedural Safeguards

Determine on which forms the procedural safeguards checkbox will appear

Medicaid Labels Set the number of Medicaid labels that will be printed for

that form Referral Forms

Determine which forms will be included in the “Referral Packet”

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FM – Options/Directories

This is where the SEM Administrator can turn items on and off as needed Divided into tabs for various sections of SEM

Folders tab is for GG Consulting General Settings tab lists non-form specific functions ARD Form Settings is for ARD related settings like Evaluation Form Settings if for settings in assessment

writer ITP Form Settings is for settings in ITP section IEP Form Settings is for settings in IEP/BIP section Referral Form Settings is for settings in Referral section

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Student History

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Nothing is more important for data management! Everything comes from the SH: PEIMS, REPORTS

Student History is created for every PEIMS event New ARD date (uses date on pg 5 or 6) New FIE date Campus change Semester change Student’s enrollment status

Withdrawn Dismissed

Student turns 6

SEM Process

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Student History

SEM purpose is for archiving information from ARDs Last year IA Current IA Next Year IA

THEREFORE, when reviewing printed reports in SEM look to the SH, closest to the report dates, when there is a question about campus, IA, related service, etc

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GG Consulting, LLC Program Administration – Part 114

1. PEIMS start date2. Instructional Arrangement for that start

date3. Quarter that the start date is in4. ARD date that corresponds to the Start Date5. Type of ARD that was held.

1 2 3 4 5

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DISTRICT #: Student’s district at that start date. SCHOOL #: campus the student is attending at that start date GR: Students grade at that start date StartDate: The start date of this history record. EndDate: End date will be blank if student is still active. qtr: Quarter for this start date Status: Student’s status at that start date RT: Referral Type (this is for Indicator 12) - was it an ECI referral

or "Other" (doctor, parent), and it only appears on the enrollment screen if the student is less than 3 and a referral

ARD Date: Date of ARD for that start date

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I: Initial ARD T: Transfer ARD 3R: 3-year re-eval ARD Nxt: Begin Next year

ARD R: Review ARD D: Dismissal ARD EYD: End of year ARD NoARD: no ARD in

system

A: Annual ARDF: Failure ARDDpl: Discipline ARDA-F-Dpl: Annual Failure

Discipline ARDA-F: Annual Failure ARDA-Dpl: Annual DisciplineF-Dpl: Failure Discipline

ARD Type: Type of ARD that was held on that date.

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FIE Date: Date of FIE from ARD page 1 at that start date. FS: Form Set number of this ARD set when it was locked. Dis 1: Primary disability PEIMS code from ARD page 2 Dis 2: 2nd disability PEIMS code from ARD page 2 Dis 3: 3rd disability PEIMS code from ARD page 2 Dis 4: 4th disability PEIMS code from ARD page 2 Dis 5: 5th disability PEIMS code from ARD page 2 Multiple: PEIMS indicator for Multiply Disabled from checkbox pg 2 of ARD EC: Early Childhood (PPCD indicator ) - 1 means this child is between 3

and 6 years of age (SH start date on 6th birthday) ECI: These are 0-2 population served only if they are AI, VI or DB. IA: Instructional Arrangement at that start date from schedule page of ARD SM: Special education minutes from schedule page of ARD GM: General Education Minutes from schedule page of ARD

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Res Type: Residential Type from General Student Information LC: Listening Comprehension indicator from pg 2 of ARD RC: Reading Comprehension indicator from pg 2 of ARD MC: Math Calculation indicator from pg 2 of ARD RF: Reading Fluency indicator from pg 2 of ARD BR: Basic Reading indicator from pg 2 of ARD MPS: Math Problem Solving indicator from pg 2 of ARD WE: Written Expression indicator from pg 2 of ARD OE: Oral Expression indicator from pg 2 of ARD ADD/ADHD: OHI indicator from pg 2 of ARD OTHER: OHI indicator from pg 2 of ARD

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Srv Plan: Service Plan Indicator APE: APE indicator from ARD Schedule page (subject listed in FM –

Options/Directories) LEP: LEP indicator from Student General Information Interp: on AI Supplement indicating their predominant service Funding: Funding code from Student General Information Reg Deaf Code: indicator from Schedule Page of ARD AT: AT indicator from pg 3 of ARD Med Frag: Medically Fragile indicator from pg 2 of ARD Economic Code: Economic code from Student General Information Graduation Code: Graduation Code from ARD supplement

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Other Assessments: list of assessments from page 1 of ARD with their current date and date to be completed by. If an assessment does not show here, the MONITOR box was not checked in the ARD on pg 1.

State Assessment: lists which assessments student will be taking in each subject along with the accommodation.

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Service Section:Speech: Shows the Speech Count and the speech services from the schedule page. If this is wrong, make sure the subject is “Speech Therapy” selected from the list of subjects on the schedule page.

All other Related Services will be listed here also along with the amount of time the service will be given.

Life Skills: Indicator from the schedule page using the subject listed in FM-Options/Directories for Personal Care

Program: Lists the school program from page 5 (or 6) of the ARD

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Lists information from TAKS worksheet

Before School

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AFTER Rollover Assign Students to Staff – CASE MANAGERS Add/Deactivate Staff

Never delete Verify staff member’s campus assignment in Staff

Information Update each member’s Last Date of Access

Train Users on new updates Manuals available on website Leadership Presentations available on website

www.ggconsulting.com Login: Need username and Password (call GG Office) Download

Routine Maintenance

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Compact/Repair DataCheck for duplicate students (fragmented

only)Transfer students within district (fragmented

only)Change Student IDChange Date of ARD meeting w/o Unlocking

(RU)Change type of ARD w/o Unlocking (RU)

End of Year Activities

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BEFORE Rollover Lock all ARDs that occurred this year Lock all FIEs that occurred this year

Enter any new schools to your district in School Information and let GG Consulting know at rollover.

For students who will be retained, change Next Grade to Current Grade

Run Reports (Child Find, etc.) FINAL STEP before rollover

Change dates in School Information to next year dates