iep online training workbook getting started virginia ... · student list the student list displays...

IEP Online

Training Workbook

Getting Started

Virginia

Winter 2013

Proprietary and Confidential Page ii 1/10/20131/9/2013

Trademarks

Trademarked names may appear throughout this document. Rather than list the names and entities

that own the trademarks or insert a trademark symbol with each mention of the trademarked name,

the names are used only for editorial purposes and to the benefit of the trademark owner with no

intention of infringing upon that trademark.

All student information is fictional. Any resemblance to persons living or dead is purely coincidental.

Proprietary and Confidential Page 1 1/10/20131/9/2013

Getting Started

Open the browser (Internet Explorer, Safari, Firefox, or other) on your computer and type in

the address (URL) that was provided by your Special Education Administrator.

You will see a login window popup.

Enter your district email address and the password provided to you by your Special

Education Administrator.

Click the button labeled “log in”.


Dashboard Main Page

Once logged-in, users land on the main Dashboard page

The main Dashboard page displays links to reports, training materials, screen casts and

news feeds.

The Services and Solutions link provides access to available modules based on user

access level.

Available modules appear in bold print on the screen and are hyperlinked.

The Services and Solutions links can be accessed from any point in IEP Online.

To access IEPOnline, select IEP Online from the list by clicking on the link


System Access

Once in IEPOnline, you will see three tabs at the top of the screen:

o School List

o Student List

o User

Access to these three tabs is controlled by your user account access. For example district

administrators will have access to all school sites. Teachers will have access to their

assigned school(s) and caseload.

To view all of the students in a school, click on the specific school name on the Schools tab.

To view your caseload, click on the Student List tab and select the student from the list.

To find a specific student, click on the green button labeled Find Student in the upper left

corner of the screen:

To search for a record within a range of dates, use the following format:

mm/dd/yyyy..mm/dd/yyyy. For example, to find all students with Re-Evaluation Reviews due

in May 2013, enter 05/01/2013..05/31/2013 in the Re-evaluation Review field.


Student List

The Student List displays all students to whom you have access. The ID number, name,

special ed percentage, grade, plan review date and disability are listed for each student.

If the search is by last name only, the search returns all students with the same last name as

the one entered.

The quick entry button allows teachers to complete IEP progress reports by checking the

white checkbox on the far right of the screen. This button is available when there is a locked

IEP.

The mailing info button exports the student(s) address and contact information into another

document.

On this screen, there is also an export button, which allows you to export the file into an

Excel spreadsheet

Click on the student roster tab to return to the list of selected students.

Typically, up to 50 students’ records are available, and may be accessed by using the scroll

bar or up and down arrows on the right side of the screen.

Click on a column heading to sort the student list. The column that is sorted is highlighted.

Note: Student Roster information displayed on this screen may not be edited.


Users Tab

Individuals may change their password, update contact information and email address on

the Users tab.


Spell Check

To check spelling on the current screen, click on the spell check button in the upper right

corner of the screen:

The misspelled word is highlighted in red. Click on the suggested spelling or type the

correctly spelled word in the field labeled change to and click the green button labeled

Change.

Spell check does not always recognize names, so simply click on ignore to move to the next

error.


Attachments

Step 1: Attach File

The document attachment allows you to attach documents created outside of IEP Online to

the record created in IEP online.

Click on the paper icon and an attachment window will open. Click on the Attach File

button to upload a document as an attachment.

To view an uploaded document, click on the paper icon to open the attachments window

and then click on the item in the list.


Step 2: Upload Attachment

Type in a title for your document and then click Browse to search your computer for the file

you wish to upload.

Once you have located your document, click Upload) to complete the process.

When completed, the window will alert you to successful completion or notify you of any

problems in the upload.


Compliance Status

To monitor the compliance status of a given record, click on the corresponding tab at the top

of the screen (Child Study, Eligibility, or Plan) and check the status of the dot at the end of

the record line.

If the dot is red or yellow then some required information is still missing.

Click on the dot to view the specific information needed for State and Federal compliance.

When the record status indicator dot is green, the record is at 100% compliance and may be

locked.


Record Status

The Record Status details page displays a list of both Federal and State compliance items

that must be completed.

Items that are unchecked indicate missing information.

Clicking on any line in the list will take you to that section within the record, so that you may

view or complete information as needed.

Compliance can also be viewed on each section of the IEP process:


Locking

To lock a record, all required fields must first be complete.

To lock the record, click the green padlock icon. You will receive a confirmation to lock the

record:

Click the Confirm button to lock the record or select Cancel if you do not wish to lock the

record.

Only users with specific permissions may unlock a record. Your administrator will advise

you as to who can lock or unlock records.


Delete Record

To delete an unlocked record, click on the trash can icon).

You will receive a warning:

Select Confirm is you wish to permanently delete the record from IEP Online. Deleted

records cannot be reactivated. Select Cancel if you do not wish to delete the record.


Print Unlocked Record

To print an unlocked record, click on the print button.

Printing an unlocked record can occur from any screen.


Print

To print specific pages, click on the checkbox (es) next to the sections of the record you

want to print

You can choose to print the record with the student’s data included, or select the Blank form

button to print a document with no data included.

Use the Forms with Data check box to print all forms that contain data

Click preview and the completed document (with or without data) will open in a new window

for you to review and then print.

Note: To view the document, you must have the most recent Adobe Reader installed.


Print Locked Record

Once a document is locked, it can only be printed in its entirety from the main page of that

tab.

Click on the paper icon next to the locked item you want to print and an attachment window

will open.

To view and print the IEP record, click on the document in the list. A PDF file will open in a

new window and you will be able to view and print as needed.


Log Out

To log out of IEP Online select log out in the upper right corner of the screen.

The log out button is available on all screens of the program.

iep online training workbook getting started virginia ... · student list the student list displays...

Documents