asdoe special education - wordpress.com · 10/9/2013 · asdoe special education introduction...

Contents iii

ASDOE Special Education Chancery SMS Guide

Contents iv

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Contents v

Contents Introduction ................................................................................................................................................ 1

The Overall Process of Steps ................................................................................................................... 2

The IEP Referrals Process ........................................................................................................................ 4

Applying a Student to the IEP Referral Program ................................................................................... 4

DOE Public School Student Process .............................................................................................. 4

Private School Student Process ..................................................................................................... 7

Viewing the Program Queue ................................................................................................................. 9

Processing IEP Referrals .................................................................................................................... 11

Enrolling a DOE Student into the SPED School ........................................................................... 13

Working with SPED Student Records .................................................................................................... 16

Searching for SPED Student Records ................................................................................................ 16

Viewing a SPED Student’s Program Profile ........................................................................................ 23

Viewing a SPED Student’s IEP Meeting/Log ...................................................................................... 24

Viewing a Student’s Special Ed Services ............................................................................................ 26

Viewing a Student’s Accommodations ................................................................................................ 27

Viewing a Student’s 504 Services ....................................................................................................... 28

Maintaining SPED Student Record Details(SRS) ............................................................................... 29

Entering Contact Log Information ................................................................................................. 29

Entering IEP/Meetings .................................................................................................................. 30

Entering Special Education Disabilities ......................................................................................... 32

Entering 504 Services ......................................................................................................................... 35

Exit a Student from the IEP Referral Program or another SPED Program ......................................... 37

Applying and Assigning a Student to the SPED Program ................................................................... 39

Withdrawing a Student from the Special Education School (SPED Coordinator) ............................... 42

Managing Special Education Setup Lists .............................................................................................. 45

Working with Setup Lists ..................................................................................................................... 45

Adding Setup List Items ................................................................................................................ 46

Editing/Deleting Setup List Items .................................................................................................. 46

Course Summary ..................................................................................................................................... 47

Glossary of Terms ................................................................................................................................... 48

Available Help .......................................................................................................................................... 49

Online Help ................................................................................................................................... 49

Integrated Data Services .............................................................................................................. 49

ASDOE Special Education

Introduction September 2012 (Version 2) 1

Introduction The purpose of this document is to introduce the process and procedural steps required for managing SPED student records in Chancery SMS for the Special Education Program at the Department of Education in American Samoa.

This document outlines the detailed step-by-step procedures, along with identifying roles of individuals who are responsible for entering and maintaining SPED student data in Chancery SMS.

There are 3 different SPED roles within Chancery SMS:

• School SPED Resource Specialist (SRS): The School SPED Resource Specialist (SRS) will apply the student into the IEP Referrals program. The SRS can also edit and manage SPED student data.

• SPED Coordinator: Viliamu & Renee The SPED Coordinator can enroll an IEP referred student into the SPED school and accept applicants and exit SPED students to/from SPED programs. The SPED Coordinator can also edit and manage SPED student data.

• SPED Program Director: Jeanette The SPED Program Director can view SPED student records and associated data. The SPED Program Director can also print reports.

By the end of this course SMS SPED users will understand the SPED Program process of managing SPED student records in ChancerySMS:

• Procedural steps involved when referring and applying a student to a SPED program from the Home School

• Enrolling an IEP referred student into the SPED Program school

• Identifying eligible SPED program students

• Managing Applications & Assigning SPED students into SPED programs

• Managing SPED pages - IEP Meeting/Log, Special Ed Services, Accommodations & 504 Services

• Exiting a student from a SPED program

• Withdrawing a student from the SPED school

Note: In Chancery SMS, within the Special Education custom panels to

Edit or Delete an item/row, click the checkbox for the item/row, click the Actions menu, select either Edit or Delete. Not all Roles have this permission within SMS.


The Overall Process of Steps September 2012 (Version 2) 2

The Overall Process of Steps In order for a student to be considered eligible and accepted into the SPED program there are a series of requirements that need to be met.

When a student has been referred, the SRS at the Home School will apply the student to the IEP Referral program. The SPED Coordinator at the SPED Program School will enroll the student into the school and assign them to the IEP Referral program.

A series of meetings and/or evaluation(s) will be conducted in order to evaluate the student’s program eligibility. In addition, referral and consent forms (from the parent/guardian) will be required.

After the final Evaluation Report has been completed and the student has been considered “eligible” to participate in a SPED program, the SPED coordinator (at the SPED program school) exits them from the IEP Referral program and applies and immediately assigns the student to the SPED program.

If the student is not eligible to receive Special Education services, the SPED Coordinator will exit the student from IEP Referral Program and withdraw the student from the SPED Program school.

Below outlines the overall steps involved to determine the eligibility status of a student who has applied for a SPED program:

1. The student is referred as an IEP Referral applicant. The SRS (at the Home School) is responsible for entering the SPED application into the student’s record within Chancery SMS.

2. The SPED Coordinator will enroll the student into the SPED school and assign them into the IEP Referral program.

3. The SRS will record and maintain the following information in the student’s record within Chancery SMS:

• IEP Meetings and Contact Log Details

• Levels of Student Performance (Evaluation Area, Status, Grade Level Equivalent)

• Special Ed Services (Disabilities, Environment, ESY, Services, Discipline)

• Accommodations (Accommodation Details and Provider)

• 504 Services

4. The SRS will also record the following completion dates and (verified dates – optional) of the following forms within the student record:

• Referral Form

• Consent Form

• Consent Form sent to Parent/Guardian

• Consent Form received from Parent Guardian

• Date Parent signed Consent Form

• Date Received Parent’s Right’s Consent

• Evaluation Date

• Evaluation Performed


The Overall Process of Steps September 2012 (Version 2) 3

• Evaluation Report Completed

5. A) After the final Evaluation Report has been completed and the student has been determined eligible for the SPED program, the SPED Coordinator at the SPED Program school, will exit the student from the IEP Referral program and then apply and assign them into a SPED program.

B) If the student is ineligible for the Special Education services, the SPED Coordinator at the SPED Program school will exit the student from the IEP Referral program.


The IEP Referrals Process September 2012 (Version 2) 4

The IEP Referrals Process When a recommendation/referral has been submitted on behalf of the student, the student’s Home School’s SRS will apply the student to the IEP Referral program.

After the student has been applied to the IEP Referral Program by the SRS at the Home School, the Special Education Program Coordinator will enroll the student into the SPED Program school and assign the student into the IEP Referral Program.

During the time the student is in the IEP Referral program, he/she is waiting to be accepted into the Special Education Program. Once the student is approved to participate in the Special Education program the student will be exited from the IEP Referral program and applied/assigned into the Special Ed program.

Below are step-by-step procedures on applying, enrolling and accepting a student to the IEP program within Chancery SMS.

Applying a Student to the IEP Referral Program

DOE Public School Student Process

After a student has been referred, he/she will be applied to the IEP Referral Program by the SRS at the Home School.

Below outlines the steps for applying a student to the IEP Referral program.

1. Search and open a student record.

2. On the Student page, on the Control bar, click Program Profile.

3. On the Program page, click the Actions menu, click Apply to Program.

Either the SPED Coordinator or the SRS for the SPED Program school can assign an IEP Referral student applicant into the IEP Referral program.



4. Enter the following fields as shown in the table below:

Field Name Description

Program Category: ASDOE Special Education

Program: IEP Referrals (6/1/2012-5/31/2013)

Program Session IEP Referrals for 2012-2013(6/1/2012-5/31/2013)

Location: Special Education Program

Queue: General

.



5. Click Continue.

The student has now been applied to the IEP Referral program.

You can enter any of the form data now or later. In this example, the data will be entered later.

After the student has been applied to the IEP Referral Program, the application will be visible at the SPED Program School.



Private School Student Process The DOE Student Services Registrar will register the private school student into the system. After the student has been registered, the SRS for the Private Schools will apply the student into IEP Referral Program.

Follow the steps below to apply a Private School student into the IEP Referral Program:

1. On the Chancery SMS Home page, click Actions->Register/Enroll Student.

2. Using the Student Search panel, enter a student search criteria, click Search.

3. In the Search Results panel, click the Student name.



4. Click Apply to Program

5. Click Continue.

6. Click Home.

After the student has been applied to the IEP Referral Program, the application will be visible at the SPED Program School.



Viewing the Program Queue Once the student has been applied to the program by the SRS, the SPED Coordinator (at the SPED program school) will enroll into SPED Program School and assign them to the IEP Referral program at that time. The SRS for the SPED school will manage the student records of the applicants while they are in the IEP Referral program prior to the student being accepted into the SPED program. The IEP Referral program queue needs to be monitored on a regular basis to ensure students who have recently been applied to the program are accepted and enrolled in the SPED school on a timely basis.

Follow the steps below to view the program Queues.

1. On the Home page, on the Control bar, click Manage Programs.

2. In the # of Applicants column, click the number. The Manage Queues page appears.

3. Under the # of Applicants column, click the number. The Manage Applicants Page appears.

The illustration below shows the # of participants currently in programs and the # of applicants waiting to be accepted into the program.



4. Click Home.



Processing IEP Referrals After a student has been referred and applied to IEP Referral program, the SPED Coordinator will enroll and accept the student into the SPED Program school.

Follow the steps below to enroll the student into the SPED School and accept a student into the IEP Referral program:

1. On the Home page, on the Control bar, click Manage Programs.

2. Under the # of Applicants column, for the IEP Referrals program, click the number of applicants.

3. On the Manage Queues page, under the # of Applications column, click the number.



You can Sort the students and Choose different column displays by clicking the Edit menu, then selecting Sort->Applicants, or Choose Columns->Applicants.

4. Click the Home link to Return to the Home page.

The example below provides a different set of columns displayed than the example above. Also you can print the list of students waiting to be accepted into the program, click the Grid Print button. This list can be used when searching for the students when enrolling the students at the SPED school.



Enrolling a DOE Student into the SPED School Once a student has been applied to IEP Referral program, the SPED School Coordinator will enroll the student into the SPED Program school, and at the same time assigning them to the IEP Referral program.

Follow the steps below to enroll a SPED student into the SPED School:

1. On the Chancery SMS Home page, click Actions->Register/Enroll Student.

2. Using the Student Search panel, enter a student search criteria, click Search.

3. In the Search Results panel, click the Student name.



4. Click Enroll Student in School. The enrollment page appears, enter the appropriate enrollment information. Refer to the following screen shot as an example.

5. Click OK. The student has now been enrolled in the SPED school and accepted into the IEP Referral Program.

6. Close the Enrollment window.



7. Click Home.

Until the student’s eligibility has been determined, his application will remain in the IEP Referral Program.


Working with SPED Student Records September 2012 (Version 2) 16

Working with SPED Student Records The SRS can view, edit and maintain the SPED student’s data.

In this section, users will learn how to:

• Search for SPED Student Records

• View a SPED Student’s Program Profile

• Enter/Edit and Maintain a Student’s Special Education Details (SRS)

Searching for SPED Student Records Searching for a SPED student can be accomplished by using the Quick Search or Advanced Search. Custom views can also be used to display the students by category, for example, Accommodations, Contact Log, Disabilities, Discipline, Environment, IEP Meetings, or Services.

To search for and display a list of SPED student records in regards to a specific category such as Accommodations, Contact Log, Disabilities, Discipline, Environment, IEP Meetings, or Services follow the steps below:

1. On the Home page, click the Advanced Search link.

2. On the Student Search page, in the Advanced Student Search panel, click the Detailed tab.

3. Click Select a field.



4. On the Category drop-down field, select Generic. Scroll down to locate and select Receives

Specialized Services.

5. Click the Enter a Value field, then type Y. Note: “Y” equals Yes. Click OK. Refer to the following example.

6. Click Search. In the Search Results panel, the SPED students are listed.

Receives Specialized Services is applicable only to students currently in the SPED program. Not available for Referred Students/applicants.



Example: (G)StudentSearchDefaultView



7. On the Student Search page, in the Search Result panel, click the View: field drop-down list.

Example: List Display of the variety of view choices for Special Education

8. Click the Global (G) Special Education view to display the desired list of SPED students. See the following examples.



Example: (G) Special Education - Disabilities

Example: (G) Special Education - Accommodations



Example: (G) Special Education – Contact Log

Example: (G) Special Education – Disabilities

Example: (G) Special Education – Discipline



Example: (G) Special Education – Environment

Example: (G) Special Education – IEP Meetings

Example: (G) Special Education – Services



Viewing a SPED Student’s Program Profile To view a SPED student’s Program Profile, follow the steps below.

1. Search and Open a student record.




Viewing a SPED Student’s IEP Meeting/Log To view a student’s IEP Meeting/Log, follow the steps below.


2. On the Student page, on the Control bar, click IEP Meeting/Log.

3. In order to view the details of the IEP Meeting Details, click on the Date link. See example below.

Example: Special Ed IEP Meetings

4. Click Cancel.

5. In order to view the details of the IEP Contact Log, click on the Date link.

If your Role/Permissions in SMS allow for you to edit the Special Ed IEP Meeting Details or the Contact Log details you can click on the Date link to view/edit the details.



Example: Contact Log

6. Click Cancel.

7. On the IEP Meetings and Contact page, Click Cancel.



Viewing a Student’s Special Ed Services To view a student’s Special Ed Services, follow the steps below.


2. On the Student page, on the Control bar, click Sp. Ed Services.

3. Click Cancel.

If your Role/Permissions in SMS allow for you to edit the Special Ed Services you can click on the Service Title link to view/edit the details.



Viewing a Student’s Accommodations To view a student’s Accommodations, follow the steps below.


6. On the Student page, on the Control bar, click Accommodations.

4. Click Cancel.

If your Role/Permissions in SMS allow for you to edit the Accommodations you can click on the Date link to view/edit the details.



Viewing a Student’s 504 Services To view a student’s 504 Services, follow the steps below.


8. On the Student page, on the Control bar, click 504 Services.

5. Click Cancel.

If you’re Role/Permissions in SMS allow for you to view the 504 Services you can click on the Service link to view/edit the details.



Maintaining SPED Student Record Details(SRS) This section provides step-by-step procedures on entering and maintaining the required information into a student’s record to track meetings and student evaluation prior to the student being accepted into the SPED program.

In order for a student to be considered eligible and accepted into the SPED program there are a series of requirements that need to be met.

Initially a recommendation and a referral form will need to be submitted on behalf of the student. Once the initial referral form has been submitted along with signed consent forms from the parent or guardian, a series of meetings and/or evaluation(s) will be conducted in order to adequately evaluate the student’s abilities and/or disabilities which will result in his/her acceptance or denial into the SPED program.

Once the process has begun the SRS will be responsible for entering the required data into the student’s record.

To begin the process of entering and maintaining SPED data follow the steps below:

Entering Contact Log Information 1. On the Home page, search and open a student’s record.

2. On the Student Demographic page, on the Control bar, click IEP Meeting/Log.

1. Click Actions, select Add Contact Log Info.

2. Enter the Contact Log Details. Note: The Date and the Contacted By fields are mandatory and must be filled in.

3. Click Apply.



4. In the Contact panel, in the Contact Type field, click to select a Contact Type.

5. In the Contact Name field, enter the Contact’s name.

6. Click OK.

Entering IEP/Meetings 3. On the Home page, search and open a student’s record.

4. On the Student Demographic page, on the Control bar, click IEP Meeting/Log.

7. Click Actions, select Add Special IEP/Meetings.

8. Enter the Meeting Details. Note: The Meeting Date and the Meeting Type are mandatory fields.



9. Click Actions, select Add Level of Performance.

10. Click OK.

11. Click Actions, select Add IEP Meeting Participants.

12. On the IEP Meeting Participants page, enter Participants details. See following example.



13. Click OK.

Entering Special Education Disabilities 1. On the Control bar, click Sp. Ed Services. The Disabilities, Environments, Services & Discipline

page appears.

2. Enter the appropriate data into the fields for Special Ed Disabilities, Special Ed Environments,

Special Ed ESY and Special Ed Services. See example below.

To add more than 1 Disability, Environments or Ed ESY, click the Add Rows button.



3. Click Actions, select Add Special Ed Services.

4. Enter the appropriate data into the Service Details panel. See example below.

5. Click the appropriate panel arrow to expand the panel (click either Weekly or Monthly). This will

enable you to enter the scheduled days that will be used for the Reading sessions. In this example, Weekly will be selected.

6. In the Weekly Scheduled Days Available window, highlight the appropriate days of the week then move them to the Selected window, as shown in the example below.

When adding more than one record of Sp. Ed environment grid, the previous End Date will auto-populate.



7. Click OK.

The Special Ed Discipline Panel

Tip: Hold the Ctrl key down to select more than one day at a time. Then click on the arrow button to move the highlighted items to the selected window. You can also move individual items to the selected window by double-clicking the item.

The Special Ed Discipline panel will automatically populate if a SPED student has been issued a Student Behavior incident of Suspended or Expulsion after he/she was assigned to the SPED program. The SRS will enter the appropriate information in the last two fields: “Removed by” and “Received Services?”



Entering 504 Services 1. On the Control bar, click 504 Services.

2. Click Actions, Add 504 Services. The 504 Services Details page appears.

3. In the Services Details panel enter the appropriate data as shown in the example below.

To enter the Service Days (Weekly Scheduled Days or Monthly Scheduled Days) expand the appropriate panel.



4. Click OK.



Exit a Student from the IEP Referral Program or another SPED Program After a student has been approved as “eligible” to participate in a SPED program, the student will be removed from the IEP Referral Program and applied and accepted into the SPED program by the SPED Coordinator. To exit a student from the IEP Referral program follow the steps below:


2. On the Student Demographic page, on the Control panel, click Program Profile.

3. On the Program Profiles page, in the Programs panel, click the checkbox to select the IEP Referrals row.

4. Click Actions, select Remove from Program. The Remove from Program window appears.

If you have just exited the student IEP Referral Program and the student has is ineligible for the Special Education Program please refer to section later in this document “Withdrawing a Student from the Special Education School for the final step in this process.

These steps can also be used to remove a student from any SPED program, including the IEP Referrals program. This example demonstrates removing a student from the IEP Referrals program.



5. On the Exit date field, enter an Exit date.

6. Enter an exit reason (Optional).

7. Click OK. The student has now been removed from the IEP Referral Program.



Applying and Assigning a Student to the SPED Program In order for a student to be considered eligible and accepted into the SPED program there are a series of requirements that need to be met.

Below outlines the steps for applying and assigning a student to a SPED program.

When the final signed form “Evaluation Report Completed” is received and if the student has been approved to participate in the SPED program, the student can now be applied to a SPED program in Chancery SMS.

1. Search and open a student record.


3. On the Program page, click the Actions menu, click Apply to Program.

4. Select the appropriate field items from the drop-down lists as shown in the ‘example’ below.

Field Name Description

Program Category: ASDOE Special Education

Program: Special Education Participants (6/1/2012-5/31/2013)

Program Session SPED Participants for 2012-2013(6/1/2012-5/31/2013)

Location: Special Education Program

Queue: General



5. Click Continue.

On the Special Education page, in the Queues panel, under the # Applications column, click the number. The General Queue page appears.



6. Click the selection box of the student who will be accepted into the program.

7. Click Actions, select Assign to Program.

8. Enter an Effective date for the student assignment to the SPED program.

9. Click OK.

10. Click Home. The student is now accepted into the SPED program.



Withdrawing a Student from the Special Education School (SPED Coordinator)

When a student leaves the Special Education Program for whatever reason, the student will need to be removed from the SPED program first prior to withdrawing from the SPED school.

1. To remove a student from a program, refer to section in this manual “Exit a Student from the IEP Referral Program or another SPED Program”

2. To withdraw a SPED student from the SPED School follow the steps below:

3. Search and Open a Student record.

4. On the Student Demographic page, on the Control bar, click Enrollment. The Enrollment page opens.

5. Click the Add button. The Enrollment Status Code page appears.



6. On the Status Code field, click the drop-down list, select Left.

When you first add a new status code, it will default to Enroll. It will change once you choose Left code from the Status Code dropdown list.



7. Click OK. The student has now been withdrawn from the SPED school.

The withdrawal date must match the SPED Program Exit Date.


Managing Special Education Setup Lists September 2012 (Version 2) 45

Managing Special Education Setup Lists Setup lists make data entry easier and ensure consistent spelling and terminology. For example, when entering IEP meeting information into a student’s record for an IEP Meeting, you can click a dropdown menu to select a meeting type, rather than manually typing the entire name. The contents of the IEP Meeting Type dropdown menu are defined in the SPED IEP Meeting Type setup list. Each setup list is composed of any number of items.

Working with Setup Lists The SPED Coordinator has access to the following SPED setup lists:

The SPED Coordinator can add, change or delete a setup list's list items for SPED custom lists only.


Managing Special Education Setup Lists September 2012 (Version 2) 46

Adding Setup List Items To add items to a SPED setup list follow the steps below:

1. In the Control bar, under ADMIN, click District Setup. The District Setup page appears.

2. Under District, click Setup Lists. The Setup Lists popup page appears.

3. Click a setup list name. The List Items popup page appears.

4. Click Add.

5. Enter the new list item.

6. Click OK.

7. On the Add List Item popup page, enter or change information, which includes:

Field Name Description of Field

Description The name of the setup list item, up to 45 characters (except the Program Category setup list, which has a character maximum of 25). The description must be unique

Short Code Enter a code to represent the setup list item, up to 11 characters. The short code must be unique

[Optional] State Description A state description of the setup list item, up to 50 characters

[Optional] State Short Code A state code to represent the setup list item, up to 10 characters

8. Click OK. The List Items popup page appears

9. To return to the Setup Lists popup page, click Return

10. Or, to return to the District Setup page, close the browser window

Editing/Deleting Setup List Items To edit a setup list item, click the item's name.

To delete a setup list item, click Delete. The Delete List Items popup page appears.

Select the item and click OK.

An item can be deleted from a setup list as long as the item is not used in any record in the district database.


Course Summary September 2012 (Version 2) 47

Course Summary

You should now have a good understanding of the following items when working with SPED students and the SPED programs:

• Procedural steps involved when referring and applying a student to a SPED program from the Home School

• Enrolling an IEP referred student into the SPED Program school

• Managing Applications & Accepting SPED students into SPED programs

• Managing SPED forms - IEP Meeting/Log, Special Ed Services, Accommodations & 504 Services

• Exiting a student from a SPED program

• Withdrawing a student from the SPED school


Glossary of Terms September 2012 (Version 2) 48

Glossary of Terms

Apply to a Program: To add student application for a program. Example: Applying a Student to the IEP Referrals Program at the Home School.

Assign to a Program: To accept a student into a program. Example: Assigning a student to the IEP Referrals Program or the Special Education program at the Special Education School.

Dual-Enrolled: When a student is enrolled in more than one school at the same time. Example: When a SPED student is enrolled at their Home School and also enrolled in the Special Education School.

Enroll a Student: Enroll a student into a school.

Exit a Program: Remove a student from a Program. Example: When a student becomes eligible for the Special Education Program, the student will be exited from the IEP Referrals Program before being assigned to the Special Education Program.

Withdraw a Student: Remove a student from a School Example: Removing a SPED student from the SPED school when the student leaves the Special Education School. Before withdrawing a student from the SPED school the student will be exited from all programs they are assigned to.

Register a Student: Registered a student into the district database. A student must be registered into the district database before he/she can be enrolled into a school. Student Services is responsible for registering a student into the district database.


Available Help September 2012 (Version 2) 49

Available Help Online Help Online help for Generic Topics is available from the Help menu in Chancery SMS.

To receive online help about the page that you are currently viewing, on the Help menu, click Dynamic Help.

To search for help on a specific item, on the Help menu, click Contents.

For Additional Help or Questions related to SPED Functionality in SMS, please contact:

Integrated Data Services Email: [email protected]

Phone: 699-2097 or 699-2098

www.PearsonSchoolSystems.com

asdoe special education - wordpress.com · 10/9/2013 · asdoe special education introduction...

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