Web IEP Training - Keystone Area Education Agency

Access the Web IEP
• URL for WebIEP
Web IEP Training
– https://www.iowaidea.org
• URL for Supporting Documents
– www.aea1.k12.ia.us
• Cheat Sheet for Codes
• Video Documentation IEP
Navigating the New Web System
Fall 2013
• Statewide Special Education Procedures and Documentation Guide –
www.IowaIDEAInfo.org
• AEA 1 training PowerPoint
• iPad Mobile Site- IEP Progress Monitoring
• https://iowaidea.org/mobileiep
Creating Your New Password
My Preferences Activity
New password
must contain:
• Ten (10) or more
characters
• One or more
upper-case
letters
• One or more
lowercase letters
•
•
•
•
Log on to: https://www.iowaidea.org
Select your Default Application (IEP or IFSP)
Select your Job Title (default may be accurate)
Select your Office OR choose your District and
Building which fills in web IEP info
• At the bottom – change password – a must
– New passwords required by September 9
– There will be a expiration countdown if the
password hasn’t been changed
– All current passwords will roll over
• One or more numbers (0-9)
• One or more characters (Note: Underscore “_” does not
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Easy Password Ideas
count)
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Bug Reports
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Write your new password down – Do not store in obvious location
Remember: No more than two (2) consecutive characters from
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your previous password
If you are having technical issues with the
Web IEP, submit Bug Report. It is important
that you submit it from the computer and
browser that you are currently using. This
information is encoded in the Bug Report.
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Security Issues
The system provides IEP access to every identified special
education student in the state. Strict precautions are taken to
prevent unauthorized access.
• User Names and Passwords
• “Permissions” allow users different levels of accessibility
• 2 hour Time-Out
• Saving as you change pages
• Typing is not an activity
Do NOT use Browser Buttons
Quitting the Web IEP
Use Log Off button. Not logging off can
cause the IEP to lock, restricting access
for a specified time.
Browser Setup
• Modify the following settings to operate effectively
on all systems
• How you set up varies based on the operating
platform and browser you use – for example, Mac
OS and Firefox, PC and Internet Explorer
• Handout for browser set up can be found on the
Keystone website
Navigate using Web IEP buttons only
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Approved Browsers
• The Iowa IDEA applications are supported on
the following platforms and browsers:
– Macintosh OS 10.6 or newer and with
– Firefox Versions 16.0.x and above
OR
– Windows Vista or Windows 7 with
– Internet Explorer 9.x or
– Firefox 16.0.x and above
Not supported at this time –
– Chrome and Safari (mobile app ok)
Printing Page Margin Setup
Every browser is different when setting up page
margins
When setting up print and page parameters consider
• Paper Size Option
• Set non printable areas such as headers/footers
• Set all four margins to 0 in – consider “shrink to fit
page” if available
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Browser Setting Activity
More Settings Info
•
•
•
•
•
•
New window tab control
Cache Control
Cookie Control
Popup Windows – not an issue any more
Auto-complete Forms
(IE only)
Load Images Automatically (FF only)
• Check your browser version
• Check headers and footers
• Access and download the
“Supported Browsers and
Settings” handout from the
web IEP page of the
Keystone website
Setting
directions
are found
on the Print Menu
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Student List
Status (Student List) Codes
Choose
your district
and
building
Can sort list
by student
last name,
annual due,
reeval due
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IEP Types and Processes
Video Overview Available
VLSP - Service provider of a validated service on a validated
IEP
PPSP - Proposed service provider on an IEP yet to be
validated
CFND - Student is in the Child Find Process
ATMI - Assigned Teacher for Move In student
PTSP - Potential Service Provider (created during “Transfer
Student” process)
ACTY - Service Provider on a Page F Activity
RTEL - Returned Eligible Student
ATFI - Assigned Teacher for Initial IEP
PEEK - Professional Educating Eligible Kid (for short term 16
placement situations where IEP monitoring access is required )
IEP Types and Processes
When
you
start a
new
preplan,
enter
the date
and
save to
access
a new
IEP
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Find Students
Find Student
Correct
Spelling
and
Birthdate
are
critical
Verify info before entering –
errors require programmer assistance
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If the student is already on the system you’ll be20
able to view the information
Adding, Transferring, Move Ins
The Tab System
Video Overview Available
Family Tab
Tab A
Tab B
Goals Tab
Tab F
Tab G
Tab H
Tab I
Forms
RSD
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Family Info Tab
Family Info Tab
Two Tabs
Student
and Adult
Calendar
must be
used
Must use
Look up
fields
Cannot type in greyed boxes on any page
Type in the City and State then
click the “L” for a look up box
Typical hyperlink
underscore does
not appear. Click
on the “City” and
info will be placed
on the Adult page.
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Race/Ethnicity Moved
Floating Menu
Menu
includes
• Save
• Print
• Spell
check
Note the red Save tells you something has changed
on the page and you need to save
“Save Successful” message occurs when you hit Save
Spell check is for current page only
Tab A
Race/Ethnicity Info now found on Student info tab
Tab A
Video Overview Available
Utilize the blue buttons to quickly add the information you
need
Banks (B) & Look Up Fields (L)
Tab A Activity
Video Overview Available
• Take a few minutes to check out the “L”s and
“B”s on Tab A
• Add a person on your procedural safeguards
bank
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Tab B
Tab B
Video Overview Available
• Two Tabs – Considerations and Assessment
• Considerations section is the same
• Bullet strengths, interests, and preferences to
ensure you complete all three
• Other information section does not need to
have info in it to submit
• AIM (formerly NIMAS) will direct you to tab F
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Assessment Tab
• Assess Tab varies based on age of child
Box now
expands so
you can see
what you are
typing
– Transition information entered if student is age 14 or
older during the school year
• Include at least 2 forms of assessment, one of which
should be from the I Have A Plan Iowa (IHAPI)
information
• Graduation credits need to be spelled out
• Post Secondary Expectations need to be
measureable
• Courses and activities need to be specific and
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detailed
Goals Tab
Goals Tab
Video Overview Available
• Choose a goal area – domain fills in
automatically
– Toggle goal area – e.g. Reading, Writing, Math
– Academic
• No standards, benchmarks or Iowa Core
• Bank Options – on all fields
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Graphs
Video Overview Available
Multiple Graphs for One Goal
Graphs
•
•
•
•
Once goal is written click on the goal tab
A list of the goals
Choose graph option
Actual graph set up page is the same as
before
• New Feature – multiple related graphs on
one goal
Multiple Graphs for One Goal
Example 1
Example 2
Fluency
Behavior
•
•
•
•
• Goal/Graph 1: Monitor the Number of Refusals (frequency)
• Graph 2: Rating the students response (intensity) and/or
• Graph 3: Delay in time from the direction to compliance
(Latency)
Goal/Graph 1: Monitor Correct Words Per Minute
Graph 2: Accuracy and/or
Graph 3: Errors and/or
Graph 4: Comprehension
Decision Making Rule: (example rule on graph 1 only)
Student will be given a timed instructional reading level probe every
two weeks. A 4-point decision making rule will be used on the Fluency
(CWPM) goal graph #1. After 6 weeks of instruction and 3 data points
if four consecutive points fall above or below the goal line instructional
changes may be made. Additional graphs will be monitored every two
weeks to monitor other aspects of reading that may be effected as a
product of the students instruction. This additional information will be
used by the IEP team to determine any additional needs or concerns
that may need further attention.
Multiple Graphs for One Goal
Additional Options to Consider
Utilize multiple graphs to demonstrate the learning
progression.
Possible Goal Areas
• Routine directions versus spontaneous directions
• Prompted peer interaction, guided peer interaction,
independent peer interaction
• Articulation sounds in modeled words to
conversation
• Reading at grade level and reading at instructional
level
• Using progressively more difficult leveled reading
materials
Decision Making Rule: (example of rule for all graphs)
A 30 minute time sampling will be gathered 3 times per week during 3
different activities to measure the number of refusals. The mean
score will be plotted. The student’s response for each refusal will be
rated on the intensity chart (e.g. 1 passive, 5 tantrum). A timed
sampling for the length of the refusal period will be taken at least 3
times per week. A 4-point decision making rule will be used on each
of the goal graphs to insure behavioral supports are sufficient. If four
consecutive points fall above or below the goal line an instructional
and/or behavioral plan change may be made.
Goals
Align current functioning, baseline, goal,
and progress monitoring
Current Functioning
• Include standardized assessment scores, current rate
of progress, and compare performance to peers.
Baseline
• Describe individual‘s current performance in
measurable terms using the same measurement as
measurable annual goal and progress monitoring
procedures
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Goal Page Activity
Goals (continued)
• Goal Statement
– Conditions - when and how the individual will perform,
– Behavior - what the individual will do, and
– Criterion - acceptable level of performance.
• Set-up a goal page
• Create a graph
• 10-15 minutes
Example
In thirty-six weeks, when given a grade level passage, John
will read and comprehend with 80% accuracy on
comprehension questions.
• Progress Monitoring - State how progress toward
meeting this goal will be measured, how often progress
will be measured, and the decision-making rule that will
be used in considering instructional changes.
Graph Setup Screen - Part 2
Graph Setup Screen - Part 1
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12b
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Entering Ongoing Progress Data
Select
Goal Tab
Choose pull down menu under Graphs. Select the graph you
want to monitor.
Click on “Load” and
the program takes
you to the goal set
up page.
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Progress Reports
Decision Making Rule
To access
progress reports
you must add
the number of
times for
progress reports
on Tab G.
4 point decision making rule means …
• At least 3 weeks of instruction
• 6-9 data points
• 4 consecutive points at the end of these requirements are
evaluated to determine if changes are needed
The Web IEP is
programmed to
evaluate
progress after
only 4 points.
Keep in mind
that you need
6-9 data points
after a phase
line, not 4 data
points. 49
Then the goal
tab will reflect
text boxes for
each reporting
period.
Fill in the dates
Services
Tab F
No longer
choose
codes
• Entering
information
on Tab F
is very
different
There are 3 subtabs - Services, Activities or Future
services tab
Services
are
provided
directly to
the
student
Choose service from pull down menu to add. Click on “Add” – If
more than one box for same type of services is needed
Adding a Service
Common Services
•
•
•
•
•
•
•
•
Specially designed instruction
Support services (Speech, OT, PT)
Health Services
Nursing Service
Medicaid Billable Paraprofessional
Nonmedicaid Billable Paraprofessional
Specialized Transportation
Transition Services
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Paraprofessional
• Determine whether support is:
– For a specific student
• Personal health care
• Supporting behavioral needs related to BIP
• Individual academic support
– For classroom support
• Supporting needs of multiple students
• Providing additional opportunities for drill/practice
• Carrying out lesson plan designed by the teacher
Examples for Student Specific
PP
Student Specific
• Documented under Services tab
• Choice depends on the type of service
provided to the student
– If self-help, medical, or BIP related, choose PP
– If related to academics, choose TA
• Describe services to be provided in the box
that appears
Examples for Student Specific
TA
• “An associate will assist with mobility and
health needs, including monitoring of
medication side effects, repositioning of body,
and catheterization.”
• “An associate will be available to modify
assignments, highlight texts, and act as a
scribe for written tasks.”
• “An associate will carry out the behavior
intervention plan within the general education
setting, providing redirects, corrective
feedback, and positive reinforcement for skills
identified in the plan.”
• “An associate will be available to assist with
preparing classroom materials in a digital
format for the student to access.”
Para Providing Classroom Support
Activities
• Found under Activities tab
• Listed as Support for School Personnel
• Example:
– “A classroom associate will be used to provide
additional opportunities for drill and practice on
skills taught by the special education teacher.”
Choose from pull down menu and click
“add”
Fill in needed information
“0s” are auto entered
for an
Activity/Support
Behind the
scenes
activities
that
support the
student’s
education
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Common Activities
Activities Tab (cont.)
• Accommodations
• Assistive Technology
• Accessible Instructional Materials (ex
NIMAS)
• Program Modification
• Linkages Interagency Responsibilities
• Transition Activities and Supports
• Support for School Personnel
• Supplementary Aid
Future Services Tab
Future Services Tab (cont.)
• Services the
student does not
currently receive
but have been
preplanned for the
future
• Does not include
activities
IEP needs to be amended in order to activate these
services.
Page F
Video Overview Available
F Page Work Time
• Questions
• Work Time
• 5-7 minutes
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Connection to Info Mgmt System
(IMS)
Deleting a Services/Activities Box
• IMS and Web IEP are now talking to each
other
• Services and start dates are pulled from IMS
• Descriptions and minutes are not pulled
• Only one box for each category will be
transferred onto Page F the first time
To
delete a
service,
click the
red “X”
• Once you have entered info on service page,
services and activity boxes/descriptions will
transfer to next IEP
Link Between Services & PWN
Ending a Service
NEW!
Service page box must be checked before the
PWN is started. Info from service box will
automatically be added to the PWN
EC Worksheet
When you start a new IEP in the future, the current services will
automatically fill on page F. You will need to modify, add or delete
any services that have changed.
Medicaid Forms from Print Menu
Access
from the
print
command
If the check box is grayed the child is not eligible or there are no
billable services listed on the current IEP. From now on, parents
will sign one Medicaid release form, and future years will simply
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be a notification.
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Tab G
Tab G
Video Overview Available
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Tab G: Transportation
Text/comment boxes may appear depending on selection
District Wide Assessment
Standard Assessment refers to AYP
assessments.
(Iowa Assessments, formerly
ITBS, ITED)
If you click yes for specialized transportation an alert box will
open. Document this service on Tab F also.
Services in the LRE
NON AYP district
wide assessments
would include
assessments such
as DIBELS, MAPS,
ICAMS
Accommodations listed in this area should also
be listed in an activity box on Tab F
Tab G: Link to Goal Page
Be sure that your justification regarding LRE matches with
the LRE allocation on services tab (Tab F)
Remember - Fill in the number of times per year for progress
reporting so that progress boxes are available on the goal
page
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Tab H – Report Card
Tab I
Blank page for capturing information.
Can bank now. No formatting option
Notice of Reevaluation
Tab R - Reevaluation Questions
• LEA and AEA staff collaborate to complete Page R
• AEA staff are a required participant since a reevaluation is an eligibility decision
• Consult with AEA staff to arrange reevaluation
meeting
• If an AEA staff member cannot be at the
reevaluation/IEP meeting, an excusal form will need
to be signed.
Complete text boxes which are the same questions as found in
prior Re-eval consent form
Tab R
Additional Forms Tab
Video Overview Available
Once you select Pre-Plan and click on Tab A, a pop up will prompt
you to select meeting type. Tab R is only revealed when reevaluation is selected on Tab A.
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Meeting Notice
Additional Forms Tab
Organization
• Two tabs
Fill in
text
boxes
– Forms
• Based on the child’s age, specific forms will be
available on the pull down menu (eg. ECO, SAR)
• Meeting Notice, PWN, Notice of Reevaluation, etc.
– Signature
• Used to document dates on which signatures were
obtained
• Consent for Services, Medicaid Authorization,
Agreement to Excuse
Meeting Notice (cont.)
Note the Adult to Print box above only lets you select one
parent. Information is pulled from the Family - Adult Tab. If the
two adults live in one home, consider entering them as one
adult – e.g. Bess & Harry Truman as Adult 1.
Prior Written Notice
Remember
to include
the required
members
for the IEP
meeting
Remember students age 14 or above during the current IEP
year must be invited as a participant in the meeting
Signature Tab
Question 1 info may be autofilled by selecting the check box
on page F. Editing will still be required. You may also type
directly into the form.
Support for Accommodation
Request (SAR)
Medicaid
permission
box whether
or not a form
is really
signed –
need to do
this year
If you selected Excuse on Meeting Notice – be sure to put
in the signature date of the excusal
• Previously a
template
• Now part of the
system
• Used for high
school students
who exit and are
pursuing post
secondary
education
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Required Systems Data (RSD) Tab
Weighted
Enrollment
Factor
must be
entered to
designate
Ready to
Review
Info previously found at the bottom of cover page A. PLEASE
check with your AEA building staff so they are aware of changes.
IDR – Incomplete Data Report
Low Incidence Coding on RSD
EI remains the primary
eligibility disability category
For several low incidence
populations an additional
code is required for Iowa’s
Annual Progress Report
Applies only to students with:
Autism Spectrum Disorder,
Deafblindness, Deafness,
Hearing Impairment, Visual
impairment including
blindness, and Severe
Cognitive Disability.
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Print Menu Video Available
Found on
the
floating
print
menu
Alerts
what still
needs to
be
completed
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Printing the IEP
IEP Overview
Video Overview
Video Overview Available
Print Blank Forms as needed
Print Incomplete data report to find what’s missing on a tab
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IEP Overview
Viewing Archives
Ready to review
Associated Files
Status Code
Final Exit
Print Plan
Ready to Review 
IEPs are to be sub‐
mitted within 10 days of the IEP meeting!
If you click Ready to Review before all necessary information is
complete, you will first get a message that the previous IEP (if
one exists) will lock. Confirm whether you still have info to
complete on the pervious IEP (e.g. progress data, ESY data).
Next you will get an alert that there are incomplete fields in the
IEP. Like the previous Submit button, Ready to Review will be
checked if everything is complete.
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