Excent Online® User`s Guide

Transcription

Excent Online®
User’s Guide
September 2011
60 King Street | Roswell, GA 30075 | tel: 678 735 4210 | fax: 678 735 4211 | www.excent.com
User Guide
All content is Copyright © 1986-2011 Excent All rights reserved.
No portion of the content may be reproduced, stored or transmitted in any form, or by any means,
without prior written permission from Excent. The trademarks, logos and service marks ("Marks")
displayed are the property of Excent or other third parties. Users are not permitted to use these Marks
without the prior written consent of Excent or such third party. "Excent" is a trademark of Excent.
Product functionality is subject to change without notice.
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All content Copyright1986-2011
Excent®
User Guide
Contents
Contents ................................................................................................................................................ 3
Introduction .......................................................................................................................................... 7
Getting Started ..................................................................................................................................... 8
Logging In to Excent Online ............................................................................................................................................. 8
Managing Passwords .......................................................................................................................................................... 9
Forgot Password.............................................................................................................................................................. 9
Change Password............................................................................................................................................................ 9
Navigation ...........................................................................................................................................10
Home Screen ....................................................................................................................................................................... 10
Using the Toolbar .............................................................................................................................................................. 10
Student’s Home Page ...................................................................................................................................................... 11
Calendars .............................................................................................................................................................................. 12
Drop-down Menus ............................................................................................................................................................ 12
Student/Personnel ....................................................................................................................................................... 13
Process ............................................................................................................................................................................. 13
Evaluation ....................................................................................................................................................................... 13
IEP ...................................................................................................................................................................................... 14
Supplemental ................................................................................................................................................................ 14
Service Log ..................................................................................................................................................................... 14
Tracking ........................................................................................................................................................................... 14
Reports ............................................................................................................................................................................. 15
Admin ............................................................................................................................................................................... 15
Working with Forms ........................................................................................................................... 16
Tabs ........................................................................................................................................................................................ 16
Check Boxes......................................................................................................................................................................... 17
Radio Buttons...................................................................................................................................................................... 18
Memo Fields ........................................................................................................................................................................ 18
Edit Fields ............................................................................................................................................................................. 18
Drop-Down Lists ................................................................................................................................................................ 18
Lookup fields ....................................................................................................................................................................... 19
Attendees list ...................................................................................................................................................................... 19
Date Picker ........................................................................................................................................................................... 19
Full Screen Text Views ..................................................................................................................................................... 19
Word Processing Fields ................................................................................................................................................... 20
Save Button ......................................................................................................................................................................... 20
Reset Button ........................................................................................................................................................................ 20
Delete Button...................................................................................................................................................................... 20
Lists ......................................................................................................................................................................................... 20
Add Information to a List........................................................................................................................................... 20
Modify Information in a Summary List ...................................................................................................................... 21
Delete Information in a List ........................................................................................................................................... 22
Keyboarding Browser Keystroke Shortcuts.............................................................................................................. 22
Messaging System .............................................................................................................................. 23
Personal Messages ............................................................................................................................................................ 23
New Message ...................................................................................................................................................................... 23
Send a New Message .................................................................................................................................................. 23
Sent Mail .......................................................................................................................................................................... 24
Accessing Students ............................................................................................................................. 25
Student Information ......................................................................................................................................................... 25
Find Student ........................................................................................................................................................................ 27
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Change Schools ................................................................................................................................................................. 29
Access Members ................................................................................................................................................................ 30
Team Members................................................................................................................................................................... 30
Printing ................................................................................................................................................31
Printing in Acrobat Reader ............................................................................................................................................. 31
Individual Form Printing ................................................................................................................................................. 31
Printing by Section............................................................................................................................................................ 31
Printing for Multiple Students ...................................................................................................................................... 32
Draft vs. Final Forms ......................................................................................................................................................... 33
Troubleshooting for Printing ........................................................................................................................................ 33
Tips and Considerations for Printing .......................................................................................................................... 34
Excent Forms ....................................................................................................................................... 36
Process Section .................................................................................................................................................................. 36
Meeting Notice ............................................................................................................................................................. 36
Add a New Notice ........................................................................................................................................................ 36
Printing First Written Meeting Notice ................................................................................................................... 38
Printing Second and Third Written Notice for a Meeting .............................................................................. 38
Tracking Parent Response ......................................................................................................................................... 39
Notice and Consent for Assessment ..................................................................................................................... 39
To Add a New Notice .................................................................................................................................................. 40
Determine Assessment Areas .................................................................................................................................. 41
Add Assessors ................................................................................................................................................................ 41
To Add Assessors from the Lookup ....................................................................................................................... 41
To Enter an Assessor Manually ................................................................................................................................ 41
Modifying an Assessor................................................................................................................................................ 42
Deleting an Assessor ................................................................................................................................................... 42
Printing the Notice and Consent for Assessment Form ................................................................................. 42
Tracking Parent Consent ........................................................................................................................................... 42
Evaluation Section ............................................................................................................................................................ 42
Assessment Reports .................................................................................................................................................... 43
Modifying Tests............................................................................................................................................................. 45
Present Levels ................................................................................................................................................................ 47
Eligibility/Disability ...................................................................................................................................................... 49
IEP............................................................................................................................................................................................ 51
New IEP ............................................................................................................................................................................ 51
Goals and Objectives........................................................................................................................................................ 53
Entering Goals ............................................................................................................................................................... 54
Entering Goal Manually.............................................................................................................................................. 55
Entering Goal Using Banks........................................................................................................................................ 55
Adding Objectives ....................................................................................................................................................... 55
Entering Objectives Manually.................................................................................................................................. 55
Entering Objectives by Bank .................................................................................................................................... 56
Services ................................................................................................................................................................................. 57
Progress Report .................................................................................................................................................................. 60
Validate IEP .......................................................................................................................................................................... 63
IEP Complete ....................................................................................................................................................................... 64
Banks ................................................................................................................................................... 67
Add New Bank .................................................................................................................................................................... 67
Add New Goals to a Bank ............................................................................................................................................... 68
Add New Objectives to a Goal ...................................................................................................................................... 68
Modify Goals and Objectives......................................................................................................................................... 69
Modify Objective Details................................................................................................................................................. 69
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Load Banks ........................................................................................................................................................................... 69
Access Load Banks Option ........................................................................................................................................ 70
Supplemental...................................................................................................................................... 71
Forms Generator ................................................................................................................................................................ 71
Adding Forms ..................................................................................................................................................................... 72
Manually .......................................................................................................................................................................... 72
Modifying Existing Supplemental Forms ............................................................................................................ 72
Service Log .......................................................................................................................................... 75
Encounter Log .................................................................................................................................................................... 75
Adding Student Services ........................................................................................................................................... 75
Transfer Services from the IEP ................................................................................................................................. 76
Enter Services Manually ............................................................................................................................................. 76
Adding Encounters ...................................................................................................................................................... 77
Reviewing Previous Encounters ............................................................................................................................. 77
Tracking Encounters ................................................................................................................................................... 78
Printing the Encounter Log ...................................................................................................................................... 78
Reports from the Encounter Log ............................................................................................................................ 78
Running Reports ................................................................................................................................. 79
Generating Reports........................................................................................................................................................... 79
Troubleshooting Reports................................................................................................................................................ 81
Administrative Reports.................................................................................................................................................... 81
Current Data Report Descriptions and Samples .................................................................................................... 82
Teacher Caseload Report........................................................................................................................................... 82
Personnel Profile .......................................................................................................................................................... 82
Duplicate Student Report ......................................................................................................................................... 83
Duplicate Staff Report ................................................................................................................................................ 84
Complete/Draft IEP ...................................................................................................................................................... 84
Complete Data Reports.............................................................................................................................................. 84
Age by Disability Report: ........................................................................................................................................... 85
Ethnicity/Ethnicity by Disability: ............................................................................................................................. 85
Placement by Disability: ............................................................................................................................................ 85
LEP by Disability............................................................................................................................................................ 85
Teacher Reports ................................................................................................................................................................. 85
Teacher Report Descriptions and Samples .............................................................................................................. 86
Keeping Track of Dates .............................................................................................................................................. 86
IEP Due Date Report .................................................................................................................................................... 86
IEP Overdue Reports ................................................................................................................................................... 87
Reevaluation Due Date Report ................................................................................................................................ 87
Overdue Reevaluation Report ................................................................................................................................. 87
Keeping Track of Students ........................................................................................................................................ 87
Class Roster Report ...................................................................................................................................................... 88
Students by Grade ....................................................................................................................................................... 88
Student Profile Report ................................................................................................................................................ 89
Student Demographics Report ............................................................................................................................... 89
Meeting Schedule ........................................................................................................................................................ 90
Reminder Report .......................................................................................................................................................... 90
Student Contact Information Report .................................................................................................................... 90
Contact Labels ............................................................................................................................................................... 91
Special Reports ................................................................................................................................................................... 91
Troubleshooting ................................................................................................................................. 93
Computer Errors................................................................................................................................................................. 93
Resolving Server Application Errors ........................................................................................................................... 94
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Resolving System Errors .................................................................................................................................................. 94
Resolving Common Internet Errors ............................................................................................................................ 95
Page Cannot be Displayed........................................................................................................................................ 95
401 - Authorization Required (Also “Access Denied” or Unavailable”) ..................................................... 95
403 - Site Forbidden .................................................................................................................................................... 95
404 - Page Not Found ................................................................................................................................................. 95
500 - Page Not Available ........................................................................................................................................... 96
501 - Not Implemented .............................................................................................................................................. 96
Reporting Errors ................................................................................................................................................................. 96
Copy/Paste ..................................................................................................................................................................... 96
Screen Shots................................................................................................................................................................... 96
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Excent®
User Guide
Introduction
Welcome to Excent Online®. This system is designed to provide you, the educational professional, with
a more efficient approach to the special education process, so that you can spend your time on what is
most important--educating children.
You may note that certain forms shown in the guide do not exactly match your state’s version of
Excent. As each state, cooperative, and district has its own policy and procedural guidelines for
addressing IDEA and special education, we would recommend that you defer questions on procedural
issues to your system administrator. However, we have designed Excent Online to function the same
across all of our state versions. This guide will provide you with the skills necessary to begin using this
special education solution.
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Excent®
User Guide
Getting Started
Logging In to Excent Online
To log on to Excent Online you must have a user name and private password provided to you by
your Excent Manager.
1. Open a browser such as Internet Explorer, Safari, Firefox, or Chrome and connect to the
Internet.
2. Enter your Excent Online website address, e.g.,
http://10.0.1.19/excentonliner10/common/login.aspx and click on the Go button to
connect to the site.
The address line is where the user enters the address of the Excent Online server. Once the address is
entered either click on the Go button next to the address or click Enter on your keyboard.
The bottom of the Internet Explorer browser looks like this:
Done -lets the user
know the page has
finished loading
Status Bar – lets the user
know the page is not
finished loading
Lock Box – lets the
user know that the
connection is secure.
Note: Add Excent Online as a favorite on your tool bar.
1. Enter User Name, e.g., sallyz
2. Enter Password, e.g., sallys
3. Click on Login or click the Enter key on your keyboard. Excent will give you an onscreen message
if name or password has been entered incorrectly.
4. Excent will log user off automatically after a set number of minutes that can be pre-determined by
the school district.
Note: User name and password are case sensitive and must be typed in exactly as they are assigned.
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Excent®
User Guide
Managing Passwords
Forgot Password
Clicking the Forgot
Password link sends
the user an email message with a new password. The staff member must have a valid email address
listed in the staff record for this functionality to work. When users forget a password, they should fill in
their user name and click Forgot Password.
1. Users should then check their email. They will receive an email message from Excent Online
with a new password. Use the new password from the email to gain access to the program.
2. Once logged in to Excent Online users should reset their personal passwords.
Change Password
Change password is only available from the user’s home screen.
1. To change your password click on the Change Password option located below the toolbar.
2. Enter the Old Password or the password that was emailed to the user from Forget Password.
3. Enter the New Password. Passwords now require a length of at least 6 characters and can
consist of alpha and/or numeric characters and symbols.
4. Enter the new password again in the Confirm New Password.
5. Save changes.
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Excent®
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Navigation
Home Screen
When you first log in to Excent Online, you will see the Home screen with drop-down menus that
allow you to work in a specific area of special education forms, an option to check personal messages,
and a toolbar that will help you navigate in Excent Online.
Using the Toolbar
When working in Excent Online, a toolbar appears across the top of the screen, making it easy to
execute several commands within the forms and lookups. Single-click an icon to perform the function
specified by the icon.
Icon
Name
Description
Home
Home page where the messaging section displays.
Student’s
Home Page
Student’s home page where student’s Reminder section as well as Tracking displays.
Calendar
Access the district calendar which displays the holidays for a month as well as district
specific events. Event dates such as meetings for the student also display.
Save
Change
School
Print
Spellcheck
Delete
Help
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Save the form being completed.
Log into a different school
Pint the current form.
Check spelling of current form.
Delete the current form.
Access the help contents of Excent Online
Excent
Online
Check Excent Online version or jump to the Excent website.
Log Out
Log out of Excent Online
Excent®
User Guide
Student’s Home Page
1. Student name, ID, Grade and Age, and Find Student button
2. Confirm that this is the desired student
3. Use Find Student button to select a different student
4. Reminder Field
a. Contains any reminders specific to the selected student
b. To add a reminder, type and Save text that will be visible to any user working in the
student’ record
c. Use the reset button to remove the Reminder.
5. Forms Progress information
a. Forms list and current status – Not Initiated, In Progress, Completed
b. Single-click the name of a form to jump directly to that section in the program
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6. Events and Dates tracking
a. Provides a chronological list of forms and events for the student
b. Users can add their own Events and Dates
c. Events and Dates listed for a student also display in the District Calendar
d. Single-click an event to view details
Calendars
Clicking the calendar icon displays district holidays and non-school days in addition to a student’s
events and dates. District holidays and non-school days are defined in the system setup.
Drop-down Menus
At the top of the screen the user will see the school that the user has logged into as well as the name
of the current user. Note that if you serve multiple schools, you will need to use the Change School
tool to switch from the current school to another school.
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Excent®
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Excent Online contains nine main menus which break down the special education forms into specific
sections. These menus are listed at the top of the screen, and access is the same for all. Each selection
in Excent Online opens and enables the user to enter, maintain or view relevant information.
Open a menu by hovering over the menu title, move the mouse down to the desired selection, and
click. Once the user makes a selection, the pink bar at the top of the screen will always display the
information being accessed.
Student/Personnel
Demographic and contact information for students in the special education process is entered and
maintained here as well as information regarding the personnel involve din the special education
program.
Process
Notices and letters that need to be sent to a student’s parent/guardian informing them about a
meeting, assessment, or evaluation.
Evaluation
Assessment reports and comprehensive evaluation forms.
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IEP
Sub-menu options allow for creation of a new IEP and generation of all IEP forms.
Supplemental
Complete and print various forms and maintain logs relevant to the selected student.
Service Log
Options for completing and printing a student’s Medicaid service forms.
Tracking
Chronological log of student events in the special education program and ability to track form
completion.
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Reports
Access to running and printing data reports.
Admin
Access to administrative tasks for Excent Online maintenance.
NOTE: Menu lists may vary from one school district to another.
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Excent®
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Working with Forms
Forms contain several different types of fields with which you should become familiar to help
you to properly use the forms and fill out the information.
Tabs
When opening many forms, the first screen that displays is a Summary List of all the forms or
information of that type that currently exists. In the screenshot, the user can see that there are 2
Meeting Notices that have already been completed for this student. The Summary List provides an
overview of the information including the date of the form as well as the creator. Examples of
locations in Excent Online where Summary Lists can be viewed are the Process: Meeting Notice,
Evaluation: Assessment Reports, and IEP: Goals and Objectives Form.
Users can modify a form or information that has already been generated by clicking on the form in the
Summary List. Users should be sure to move the mouse over the form until the cursor changes to the
“pointer” hand.
Users can delete forms or information that have been added to the Summary List by using the Delete
“X” at the end of the row.
Note that on every screen where there is a Summary List, the second tab will allow for adding a
new form of the specified type.
Some of the forms have multiple screens, which are called tabs. Each tab has a name and you can
navigate between screens by clicking on the relevant tab name. The name of the tab describes its
contents. A user can tell what tab is selected as it will display in a lighter shade and will appear to
move to the “front” of the other tabs. It is essential to save work before moving from tab to tab.
Users should always remember that a form is not complete until all the tabs for that form have
been addressed.
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Adminstratively, a tab save function can be activated which will provide a reminder between tabs
regarding saving. However, even if the work is saved, this message will still appear prompting the
user to choose Cancel to close the message and proceed to the Save icon or to choose OK which
move the user to the next tab without saving. On forms with Summary Lists, the first tab will take
the user back to the Summary List for that form.
Many forms contain a Form Completed checkbox. If you have completed entering information on a
form, then it is optional to check this box to update the Form Progress information that will display on
the student’s homepage. Be sure to complete all tabs for a form before indicating that the form is
complete. Note that it is not necessary to check the Form Completed Checkbox to use the IEP
Complete fature.
Click on the Print button in the toolbar to print the current form. Note that a form should be open in
order to print. See the section on Printing for more information.
To save information on each tab, click on the Save button available at the bottom of the page or the
Save button in the toolbar. Remember to save between each tab, as well as if you are moving from a
form to another form.
Check Boxes
Allows selection of one or more values. To select a check box, point the mouse cursor on the box and
click the mouse button. You can also use the Tab key to highlight the desired check box and press the
space bar. Use the mouse button or space bar to de-select the check box.
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Radio Buttons
Allows selection of only one value. To select a radio button, point the mouse cursor on the radio
button or text and click the mouse button. You can also use the Tab key to highlight the desired
button and press the space bar. Use the mouse button or space bar to change the selection. Once a
radio button has been selected, there is no way to de-select or clear it. Unless there is a Clear button,
you will have to edit it by marking the correct choice. In order to accommodate the requirements of
screen readers, a “default” selection will automatically be made for radio button options.
Memo Fields
Memo fields allow entry of an unlimited amount of text. If there is a large amount of text in a memo
field, a scroll bar with up and down arrows displays along the right-hand side of the field.
Edit Fields
Edit fields are one-line fields that allow entry of a limited amount of text such as a name or place.
Drop-Down Lists
Drop-down boxes allow the user to select one item from the list of choices. Click on the arrow on the
right hand side of the box and click on the desired item or highlight it and press Enter. If you are
familiar with the dropdowns that are listed in the system, you can type the first letter, such as “E” to
select “English”, then press Enter to select it when it appears.
These lists are pre-programmed in your system or entered in by your system administrator using
the Lookups/Dropdowns option on the Admin menu.
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Excent®
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Lookup fields
Allows users to select from a defined list of items. Any field that displays the magnifying glass icon is a
lookup field. Click on the icon to open up the box and select items from a list of choices. Lookups are
built into the Excent system by the system Administrator.
Attendees list
Allows the user to select a group of staff records to populate a list of meeting attendees.
Date Picker
Allows the user to select a date by navigating through a calendar of days/months/years.
Full Screen Text Views
Allows the user to expand the size of a memo field to view a larger cross-section of data entered into
the field.
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Word Processing Fields
Excent contains numerous fields that allow you to format your text similar to a word processor. Note:
changing the sizes and fonts may affect the final print layout of the form. Hover over the tool icons to
determine the specific purpose or function.
Information that is entered into an Excent screen must be sent to the Excent server in order to be
made part of the permanent record. When information is sent to the server, this is one example of a
server call. Save, Modify, and Add all send information to the server.
Save Button
Allows the user to save information that has been entered the first time in the form. All buttons
now say Save.
Reset Button
Allows the user to reset memo fields to their original status. This will revert the screen to the way it
was at the last call to the server.
Delete Button
Allows the user to delete a specific item from a list on a form. Please note that this is the delete
button on the form, and not the Delete Tool, which is the “Trash Can” icon on the tool bar.
Lists
There are many lists that appear in Excent Online. There are 4 basic skills in working with these lists
as follows: adding multiple information, adding individual information, modifying information, and
deleting information.
Add Information to a List
When adding information to a list, the user can add more than one piece of information at one time.
To do this the user selects the lookup icon such as the Attendees List button. The user can choose
multiple selections, such as attendees or student names, to populate the list. Upon clicking Select, all
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of the information selected will populate the list.
Note that on the upper right corner of the list it will display how many items are listed.
There may be information needed in the List that does not appear in the lookup. In that case, the user
will want to add that individual information manually. To do this, the user will type the information
into the Add “Information” (ex. Add Attendee) field at the bottom of the screen, and then click the
Save button to place this information into the list.
Modify Information in a Summary List
Information that populates the summary list may need to be modified for the user. To modify
information that is already in the list, the user should move the mouse over the information in the list
until the pointer appears, and then click. That selection will appear in bold text, and will also appear at
the bottom of the screen in the Add section. The user should make the necessary changes, then click
the Save button at the end of the line.
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Delete Information in a List
To delete information, such as an attendee, from the table/list, the user should use the Delete “X”
button at the end of the line.
Tips for Entering Information
Using computer tips for your keyboard and your mouse will enable you to enter information quickly
and efficiently allowing you to spend more time on the content of your forms.
Keyboarding Browser Keystroke Shortcuts
Name
Tab
Shift + Tab
Right & Left
Arrow
Description
Moves the cursor from field to field or from one button to another. The Tab
key will move the cursor in a forward direction (from left to right and from
up to down
Moves the cursor from one field or button to another in a backwards
direction (from right to left and down to up)
Moves the cursor through the field one space at a time in a forward or
backwards direction
Up & Down
Arrow / Scroll Bar
Allows you to move the actual screen and move up and down the page
Ctrl + Alt +
Delete
a + Option + Esc
Force quits the computer and restarts Windows
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Force Quit and reboots Macintosh
Excent®
User Guide
Messaging System
From the user’s home page, the user can receive and send messages to the student’s access members
and other staff at a school as well as receive and send emails to the student’s contacts.
Personal Messages
By default, you will see the Personal Messages tab, which displays a list of messages that you
have received. Click on any of the messages to view the contents of the message.
To delete any messages from the Personal Messages tab or the Sent tab, select the checkbox next to
the message and click on the Delete button.
NOTE: It is important to delete Sent Mail on a regular basis. It is the responsibility of the user to
ensure that the amount of mail retained in the Sent Mail section is maintained.
New Message
This tab allows you to compose and send new messages.
NOTE: Confirm that the appropriate student’s name displays in the Student Information Bar at the top
of the screen.
Send a New Message
1. Internal mail refers to mail that is to be sent to staff within the system. Please note that when
using the lookup to send mail internally, the user will only see those specific team members
that are part of the user’s security level. The user has the ability to send mail to individual staff
or to the entire staff.
2. Student’s team of Access Members
3. External mail refers to mail that is to be sent to the student’s contact persons or other
individuals outside of the system such as a staff member’s school email.
4. Placing a check in the Access Members checkbox will automatically designate that the email is
to be sent to all access members listed for the given student.
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5. If the message/email is urgent, select the Priority High checkbox. Please remember that while
email is an effective tool, there is no guarantee that the person will check their email or log
into Excent Online. For important matters, always follow up with the person per your district’s
guidelines.
6. Enter the subject message and type the detail of the message/mail in the Compose field.
7. Save to Sent Folder checkbox defaults automatically.
8. Click Send to send the mail.
9. Upon logging into Excent Online, users who have had mail sent to them via the Internal
and/or Access members section in Excent Online, will receive the message in their own Inbox
on their User Home Screen which can be opened and replied to.
Sent Mail
This tab displays a list of messages that have been sent to others. Be sure to delete unwanted mail
regularly.
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Accessing Students
Student Information
The first step of the Excent process is entering students into Excent Online. Students are either
entered through an automated system, Student Link, that brings student information from the
coop or district’s Student Information system, or are entered manually by a district level
administrator. Most users have either no access or Read Only access to this information; however, it
is important to understand where this information exists in Excent.
When students are entered into Excent, the information populates the Student Information Form in
the Student/Personnel section. The Student Information Form includes basic demographic
information on each student including a unique Student ID, first and last name, date of birth, grade,
gender, language, and enrollment. The student’s status for enrollment and special education also are
documented on this screen.
The Student Information Form also includes the student’s service district and school. The student must
have a service school listed in order for the user to access the record. Students and Personnel are
linked together through their service school. Users will note that students are required to have a
Service School listed and a special education status of active in order to run IEP Complete.
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Students who do not have a service school listed are considered “unassigned”. Only users who have
been assigned to the Administrator Role can view “unassigned” records.
Other types of schools can be listed at the district’s preference such as the student’s resident
(neighborhood school), private school, charter school, matriculating school, or Extended School
Year site.
Last, student contact information is also included in the Student Information Form. This contact
information includes contact names, addresses, phone numbers, and other contact information. Users
who do not have access to this screen can locate Contact Information through the section on Teacher
Reports.
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If a contact email is available mark the check box labeled Mailing Address to assure that any IEP
related documents can be emailed to the appropriate parties.
Districts that run the Student Link feature to pull information from the district’s Student Information
System will need to run the Student Link: Update to ensure that changes in information such as grade,
service schools, and contact information are kept current in the Excent system.
Find Student
All of the forms available in Excent Online allow you to enter information for a specific student. The
name of the student for whom the information is being entered is displayed at the top of the form
on the Student Name Bar. On the Student Name Bar, the student’s name, ID number, grade, and age
will be displayed. By default, the student record that you last accessed is displayed when you login
and enter into Excent Online.
button has been provided on every form which will enable you to select a different
student from the one shown and enter relevant details. This button can be found at the end of the
Student information on the Student Name Bar on every form. When you click on this button, you will
see the following Student Search page from where you can select the correct student.
You can sort this list by clicking on the desired column heading. For example, to sort the list by
Student name, click on the heading of the column.
You can also view students whose name begins with a particular letter by selecting the letter in the
Select by field or you can just type the first letter of the last name and the Select by will change to
that letter.
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Example: If you wish to locate Jason Smith’s record, click Find Student. Once the screen appears, type
the letter S to go to Jason Smith. The list will automatically refresh and sort the student name by last
name and take you to the last names that begin with S.
Click on the Advanced Search button to specify search criteria to further filter student records.
To search for a specific student, you can enter the student’s id, last name and/or first name. It is
also possible to list the first few letters of a first or last name if you are unsure of how the student’s
name is spelled.
1.
Enter the grade in the Grade field to view a list of students belonging to a specific grade.
2.
To view students belonging to a district, select the relevant district from the District drop down.
3. To view students belonging to a school, select the name of the school from the School drop
down.
4. Select the Active checkbox to view records of students whose special education status is active.
Similarly, you can view student records whose special education status is Inactive, Referred and Not
Eligible by selecting the respective check boxes.
You can specify any one of the above-mentioned criterion or a combination of them to filter
student records.
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Troubleshooting Tip: If you do not see all the students on your caseload when you click on Find
Student, be sure to click on Advanced Search and select Full Selection. The reminder message
This will show you all students on your caseload for the school that you are logged into and will
show you any recently assigned students.
Change Schools
Excent Online has the ability to have a user assigned to different schools and have a different set of
rights at each school. Change schools allows certain users to change their student view without
having to log out of Excent Online and log back in under a different school. Excent Online remembers
the last student a user has worked on. When the user logs back in again, the student last worked on
will be the first student they see.
Change School is only available to certain users. The user must meet the following criteria:
1. The user is set to school role level or a staff role level and
2. The user has been assigned to multiple schools or has student assigned in their caseload at
multiple schools.
NOTE: If you do not meet the criteria listed above, clicking the Change School button will not activate.
A message will appear, “Change School does not apply at District or Coop security levels.”
Please note that when using Excent Online a user can access any student on that user’s assigned
caseload, regardless of the user’s physical location. For instance, if a user is at Horizon Elementary
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School, that user can still work on an IEP for a student who is at Horizon Middle School.
This only applies for Staff level users since only staff level see their caseload regardless of school in
Find Student. When a student is chosen at a different school, the school selection will change and
rights for that school will be applied.
Access Members
Some users will be given School Role Level access, which means that the user can view all the student
records at the user’s assigned school site. Some users may be given Staff Role Level access, which
means that the user can only view the student records on that user’s caseload. Once students are
entered into Excent, a system administrator must assign them to their teams.
Excent Online uses two terms to refer to the staff assigned to student teams. The Case Manager is the
staff person who is responsible for the student’s progress. In many districts, this is the primary
program special education teacher. In other locations, this may be a school based staff person who
sets up meetings and ensures eligibility. For instance, Special Education liaisons or Special Education
teachers may serve as the Case Manager. Every student should have one Case Manager assigned. That
Case Manager can add and delete Team Members from the student’s caseload.
Team Members
Team Members are the remaining staff that provide services to the student. This may include, but is
not limited to, Speech Language Pathologists, Occupational and Physical Therapists, Hearing and
Vision Teachers, Audiologists, Behavior Analysts, School Psychologists, and Regular Education
Teachers. There may be as many team members included as needed on a student’s team.
Note that more than one person can be on a student’s record at one time; however, two staff cannot
be on the same form at the same time. While users may be given access to the Access Members form
to view who the team members are, once a Case Manager is assigned, the only staff who can add and
delete team members are the Case Manager and staff that are assigned the role of Administrator.
An additional benefit to maintaining the Access Members form is that all members listed on the
Access Members screen will automatically transfer to Attendees and Participants lists in Forms.
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Printing
Printing in Acrobat Reader
To review the form prior to printing:
1. Use the scroll bar on the right hand side of the screen.
2. Click and drag the mouse on the page itself.
3. The cursor appears as a hand as the form is being moved.
4. If an error is made, and the user needs to return to the data screens to make a revision, the user
should select File/Close from the Acrobat Reader tool bar.
5. If the document is correct and ready for printing, the user may select File/Print or click the Printer
icon on the Acrobat Reader tool bar. These selections will also allow the user to select Print Properties,
such as quality, select page, as well as designation of a printer.
6. If a user has a form that has multiple pages, such as the IEP Goal/Objective form, and only wants to
print out one page, be sure to select File/Print. This way the user can designate the specific page to
print out.
Individual Form Printing
Forms can be printed out as they are completed in Excent Online.
Printing by Section
In both the Evaluation Module and the IEP Module, it is possible to print out a group of forms at one
time.
1. From the Evaluation or IEP Module on the Form Menu Bar, select Print Eval or Print IEP.
2. The top portion of the screen lists each of the forms in this section.
3. Check each form that needs to be printed
4. The second portion of the screen lists the students
5. The program will automatically default to the student who is currently being worked on.
6. Click the Print button. The message “Do you want Draft mark to appear on the IEP Documents?”
will appear.
7. Clicking OK will bring up the Print Preview with the word Draft in the lower right corner of each
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printed page.
8. Clicking Cancel will bring up the Print Preview minus the word Draft. This would be for the
document to be signed by the IEP team.
9. Follow the direction as specified above for printing from Acrobat Reader.
Printing for Multiple Students
1. 1. From the IEP Module, select Print IEP
2. 2. Click the checkbox next to the specific form to be printed.
3. 3. Select the students to print this form.
4. 4. Note that the student who is currently open will default into the Student list.
5. 5. Click the Student Lookup button (Notepaper icon) next to Student in the bottom portion of the
screen.
6. 6. A list of students based on user security settings will appear.
俽 To print for all students, click the checkbox on the top, dark brown line next to ID
Number/Name. A checkmark will automatically appear next to each student’s name.
俽 To print for select students, click the checkbox next to each student’s name.
俽 Click Select when complete.
俽 The screen will refresh and each of the students selected will drop into the Student List at the
bottom of the screen.
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Draft vs. Final Forms
Within printing individual forms within the Excent program, forms will automatically default to
Draft status. This means that the word Draft will appear in the bottom right hand corner of the
printed form.
To remove the word Draft from these printed forms, be sure to click the Final checkbox when on
the Print Parameter screen.
However, when printing a group of forms, from the Print Evaluation or the Print IEP sections, the word
Draft will not be printed unless indicated by the user.
Upon clicking Print in the Print IEP section, the message “Do you want Draft mark to appear on the
IEP Documents?” will appear.
• Clicking OK will bring up the Print Preview with the word Draft in the lower right corner of each
printed page.
• Clicking Cancel will bring up the Print Preview without the word Draft. This would be for the
document to be signed by the IEP team.
Troubleshooting for Printing
Printing Error Message
Solution
Unable to send mail. No
mailing contacts available
for the student.
No Data for the Student
Selected
Go to Student/Personnel section on Menu Bar and
select Student Form. Enter parent’s email address on
the Contacts tab. See section on Online Messaging.
The form is not filled in. Be sure that the correct form is
open and has been completed.
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Tips and Considerations for Printing
• In order to be as cost effective as possible, it is wise to consider the type of printers the school will
be using for printing.
• Inkjet printers use ink, whereas laser jet printers use toner as copy machines do. Due to this fact,
laser printers are significantly less expensive to use than inkjet printers. A user may have access to a
local inkjet printer in a classroom setting, but may be networked to a laser printer in order to reduce
ink costs. If multiple copies of a form are needed, it is acceptable to print these when using a laser
printer. However, if using an inkjet, remember that it is more cost efficient to use a copier.
• When printing from an inkjet printer, remember that this ink can be smudged on printing. Users
may wish to run the printout through a copier to use as the permanent document prior to gaining
signatures.
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•
Confidentiality of student records is an important consideration when printing. When
selecting a location for a network printer, be sure to select a location that is secure. Saving Paper
•
Preview all documents carefully during the preview stage so as not to print forms with
typographical errors or missing data.
•
Print only the forms that are needed. Do not waste ink and paper by reprinting a whole
document when only a select page may be needed.
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Excent Forms
Excent Online follows the same pattern in its forms throughout the program. In this section, we will
teach you how to navigate some of the forms you may use in Excent Online. As the Excent Online
applications vary from state to state, some of the forms may look and function slightly different, but
the over-all function and purpose remain the same.
Process Section
Meeting Notice
The Meeting Notice form allows you to send a letter or form home to the parent as notification of an
upcoming meeting. This form may differ slightly in each state; however, the same essential
functionality will remain.
1. Select Process from the Form Menu Bar
2. Select Meeting Notice
3.
The first screen is the Meeting Notice: Summary List.
4.
It will show all existing Meeting Notices that have been done for this student. To view or modify
click on the meeting line you wish to work on.
5.
Meeting Notices are listed by Date of Meeting and each Meeting Notice may include multiple
contact attempts.
Add a New Notice
1.
Click the Add New Notice Tab.
2. This form consists of 3 tabs as follows: Purpose, Attendees, and Response.
3. Complete the fields for the first tab of Purpose.
4. Enter the First Attempt Date --dates can be entered manually or click the Calendar lookup button
to select the date.
5. Select the Attempt Type from the dropdown.
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6. The Meeting Notice will print the last attempt date entered. Do not enter the second or third
attempt dates until the first attempt Meeting Notice has been printed.
7. Enter the Meeting Date manually or using the Calendar lookup button.
8. Select the Meeting Location from the dropdown.
9. The Dear field will automatically populate with the name of Contact 1 (see Student Information). If
desired, the user can modify this name.
10. Enter the email address for the Meeting Notice recipient if it does not automatically drop in.
11. Click the checkbox to indicate if Procedural Safeguards are to be enclosed with this meeting
notice. It is the responsibility of the user to ensure that these safeguards are sent according to
district policy.
12. Enter the Purpose of the meeting. This can be done by clicking the lookup button and selecting
the Purpose from the list, or by manually entering the purpose into the field.
13. Enter the Sender name, title, and phone number manually or by selecting from the lookup list.
This name will also populate from Access Members.
14. You must click the SAVE button at the bottom of this tab or the Save tool on the tool bar to retain
your work. To return the form to its former state and not retain changes, click Reset. Clicking Reset
will cancel out any work done since the last save on this form.
15. Continue to fill out the Meeting Notice by clicking the second tab.
16. The Attendees tab will list all of the people invited to attend the meeting.
17. Contact 1, if entered in the Student Information Form, will automatically drop into the Attendee
list.
18. Add attendees using the Add Attendees from List lookup or by using the manual Add feature.
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Printing First Written Meeting Notice
Once the first and second tabs have been completed, the Meeting Notice is ready for print.
1.
Click the Printer icon from the Tool bar.
2. Follow the directions for printing.
Printing Second and Third Written Notice for a Meeting
1.
Return to the Meeting Notice: Purpose tab
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2. Enter the second attempt date and type.
3. Click the Save button at the bottom of the screen or the Save tool on the tool bar.
4. Click the printer tool on the tool bar.
For more information on printing, please refer to the section on Printing in this Guide.
Tracking Parent Response
6. Open the Meeting Notice Summary List
7. Select the Meeting Notice form from the Process section on the Form Menu Bar.
8. Click on the current meeting that you wish to document parent response.
9. Click on the 3rd tab: Parent Response.
10. Click the appropriate radio button.
Notice and Consent for Assessment
This option enables you to send a notification to the parent/guardian of a student, asking permission
to assess the student in one or more domain areas. The ability to send multiple notices for the same
student is also available.
Select Process from the Form Menu Bar
1. Select Notice and Consent for Assessment
2. The screen will appear and display two tabs, one of which is the Summary List and the other being
Add New Notice.
3. The first tab shows the List of Notices that have been done for this particular student. These
Notices are listed by Notice Date, and include the Contact Person and Consent Date. To modify or
view an already existing notice, click on the line for the notice that you wish to modify. The mouse
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should be moved so that the cursor is under the Contact Person column.
To Add a New Notice
To start a new notice, click the Add New Notice Tab. The screen for the Notice will appear.
1. Complete the information in the top portion of the form on the first tab. This includes information
for Contact Person, Telephone, Date of Notice, as well as Date Evaluations are Due. Complete
these fields, then click the Save tool on the tool bar.
2. The middle portion of the form consists of 10 tabs, including nine assessment areas with the last
tab for documenting consent information.
3.
Complete Tabs 1-9 for each Assessment Area
.
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Determine Assessment Areas
Each Assessment Area has a checkbox to indicate if this area is to be assessed (Check if need to be
Assess).
1. If checked, a default statement explaining the purpose and procedures of assessment may drop in
as determined by your district. The user may modify the information that has dropped into the
text field.
2. If left unchecked, the user may click directly into the text field to enter a statement as to why
assessment in that specific area is not being conducted at this time.
3. If there are no Assessors to be added, click Save on the tool bar and move to the next tab. Repeat
the steps for Tabs 2-9 for each assessment area.
4. If there are assessors to be added, follow the directions below.
Add Assessors
Below the Assessment Area is a table that will list any Assessors already assigned. On first
entering this information, this table will read No Records Found.
Assessors can be added by selecting them from the lookup list or by entering their names
manually.
To Add Assessors from the Lookup
Click the Personnel lookup to the right of Add Assessor. Click next to each Assessor’s name and
click Select when complete. The Assessors will drop into the Assessor List.
To Enter an Assessor Manually
1. Type the name and title of the Assessor for that particular Assessment area into the Add Assessor
section in the bottom portion of the screen.
2. Click the Add button.
This information will be sent to the server, and the screen will refresh. Upon reloading, the
Assessor’s name and title will now be in the Assessor List.
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Additional assessors for this area can be added in the same manner. Once assessors are listed,
the table will show the number displayed (ex. 2 of 2)
Note: Excent Online will not allow you to enter the name of an assessor if the checkbox for the
Assessment Area is not checked.
Modifying an Assessor
If the name or title of an assessor needs to be modified, click on the name of the Assessor in the
Assessor List.
The screen will refresh and this Assessor’s name will appear in the Add Assessor List at the bottom of
the screen.
Make the changes and click the Modify button.
Deleting an Assessor
To delete an assessor, simply click the ‘X’in the Delete Column in the Assessor List. A message prompt
stating, “Do you want to delete this assessor?” will appear. Click OK.
Printing the Notice and Consent for Assessment Form
Once Tabs 1-9 have been completed, the Notice and Consent form is ready for print.
1. Click the Printer icon from the Tool bar.
For more information, refer to the Printing section in the manual.
Tracking Parent Consent
1. Open the Notice and Consent for Assessment Summary List
2. Select the desired Notice and Consent form from the Process section on the Form Menu Bar.
3. Click on the Notice and Consent for Assessment form that you wish to document parent response.
4. Click on the 10th tab: Parent Consent.
5. Click the appropriate radio button for Consent Granted or Not Granted. Enter the date that the
information was received.
Evaluation Section
As part of the diagnostic process, the Assessment Reports form allows you to document the results
of several types of assessments by a variety of professionals. This information can be transferred to
the first page of the Comprehensive Evaluation Report (CER).
The CER allows you to compile an extensive amount of information about the student when
completing a full evaluation.
Information for the CER is contained in four forms under the Evaluation Section on the Form Menu Bar
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as follows:

History/Synthesis

Present Levels

Specific Learning Disability Report (optional)

Eligibility Team Members
NOTE: This area differs slightly from state to state, however basic functionality remains the same.
Please note that your district may also change the names of the forms, however, again, their
functionality remains the same.
Assessment Reports
1. Select Assessment Reports from the Evaluation section on the Form Menu Bar.
2. The Summary List will show List of Reports already conducted in Excent.
3. In the section labeled New Reports, click the radio button for the desired assessment.
4. Click the Select button at the bottom of the screen.
5. Enter all applicable data into each field on the first screen of Referral/Background, using the tab
key to move from field to field--Reason for Referral text will transfer from Process Referral Review
Form if previously entered.
6. Click the Save button at the bottom of the first tab before moving to the next tab, Tests.
7. Complete the Tests tab.
8. The Tests screen contains a summary list that lists the tests with test dates that have already been
entered into Excent.
9. To enter a new test result, select the test from the lookup list or enter the name of the test
manually.
10. In order to view the formatting buttons or do any type of data entry or modification, first choose
the Edit button to activate the text screen.
11. Enter the scores and applicable information into the text field. It can be modified with the listed
formatting buttons. Margins have been pre-set for text to word wrap automatically. Then choose
the Update button.
12. If you do not have any templates added, you can manually enter the data
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1. Enter the scores/test results into the word processing areas using the word processing tools as
needed. Click the Save button and this test will be saved and added to the Test Summary List
2. Click to the next tab to fill in Observations/Summary/Recommend fields.
3. Be sure to fill in Observations and Recommendations, which can transfer to the Comprehensive
Evaluation Report cover page.
4. Select Save after completing the last tab/screen for the form.
5. Click the Print tool on the tool bar to print, if desired.
Modifying Tests
To modify a test that is already in the list, click on that specific test in the Test List. The test title,
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date, and information will populate the text field at the bottom of the screen. Make all needed
changes in this field, and then click the Modify button or the Save tool.
History/Synthesis
The History/Synthesis area is where the user enters background information on the student including
reasons for referral, testing results, pertinent medical information, observations, history, and
recommendations. This also includes an option to transfer information from assessments as well.
1.
2.
3.
4.
Select the Evaluation section from the Form Menu Bar
Select the Comprehensive Evaluation Report.
Select the CER History/Synthesis form.
The form will open to the first tab. Enter information into the fields as appropriate.
Note that on this tab there is a button, which will Transfer Permission Date automatically into
the form from the Process>Notice and Consent for Assessment Form.
Upon clicking the Transfer button, an Internet Explorer prompt will appear stating that the date is to
be transferred. The date will drop into the field. If a date does not drop in, then the consent date was
not listed on the Consent form.
1.
Upon completing the first tab, click the Save button or Save tool to send the information to
the server. Click Reset to return the form to its original state.
2.
Click the next tab for the current form, which includes History and Observations.
3.
Complete all the fields as appropriate on the screen.
Note that on this tab the button labeled Transfer Observation from Assessment Reports. Click the
button to open a list of the observations from each of the Assessment Areas. The user may select
specific observations or all observations to drop into the field.
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1. Upon completing this tab, click the Save button or Save tool to send the information to the server.
Click Reset to return the form to its original state.
2. Click the next tab for the current form, which includes Results and Recommendations.
Note that these fields are word processing fields and text can be formatted as desired. New Screen
Shot
Additionally, there is a button to Transfer Summary from Assessments as well.
3. Click the Save button or the Save tool when complete.
4. Continue to the next form in the Comprehensive Evaluation Report.
Present Levels
This form contains nine screens on which you can record a student’s present level of performance
(strengths and needs) in various “domain areas.” In some states it is also transferable to the
goals/objectives page in the IEP.
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1.
Select the Evaluation section from the Form Menu Bar, and select the Comprehensive
Evaluation Report/Present Levels form.
2.
Select the screen tab for the desired present level information to enter (Academic
Performance, Intellectual/Cognitive Functioning, Communication, Emotional/Social/Behavioral
Development, Fine Motor, Gross Motor, Sensory Health, Functional/Developmental Skills,
Vocational/Occupational/Transition).
3.
Remember, multiple users may be accessing this form to document information. Please use
care when reading the contributions of other members of the team.
4.
field.
Select the New Area button, and select the area from the drop-down list in the Area Affected
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••The Areas Affected option allows you to break the present levels areas down further, and
better organize the information. For instance, areas affected for the Academic domain
might be Math or Reading, and the areas affected for Vocational might be Community
Participation, Self Management Skills, or Employment.
••By organizing the Present Levels into different areas affected, you are better able to focus
goals on specific areas that are in need.
••This is an optional step. If you choose not to use the area affected, do not make a selection
from the area popup list.
1.
To transfer information from the Assessment reports, select the “Transfer Summary and
Recommendations to Present Levels and Needs from Assessment Reports” button, double click
on the assessment report data to transfer and select OK. The Assessment Summary information will
transfer to the Present Levels field, and the Recommendation information will transfer to the
Suggested Educational Needs field.
2.
Enter/Modify the Present Level and the Suggested Educational Need. You can type the
information directly into this field or use the lookup boxes to select from a list of choices.
3.
Continue to add new areas for each present level on the applicable tab. Each time you want to
list a new Area Affected, you must select the New Area button.
4.
To delete an Area Affected, highlight the area and select the Delete Area button. You will
receive a message “Warning. Are you sure you want to delete the selected record?” Select Delete.
5.
The highlighted Area Affected will display the associated Educational Need and Present Level.
6.
Continue to the next form in the Comprehensive Evaluation Report.
Tip: Remember that this is a document created by the Special Education team and all staff information
should be included prior to printing. Communication within the team is essential.
Eligibility/Disability
The Eligibility/Disability form allows you to determine if the student is eligible for special education
services, select primary and secondary disabilities, and list the staffing team members.
1.
Select the Evaluation section from the Form Menu Bar
2.
Select the Comprehensive Evaluation Report and then select the CER Eligibility/Team
Members form.
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3.
The form will open to the first tab of Eligibility Determination. Enter information into the
fields as appropriate.
4.
Click the Save button at the bottom or the Save tool on the tool bar.
5.
Click the next tab for entering Exceptionality/Criteria information. Note that this tab may
include word processing features in some states.
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6.
7.
Click the final tab to list Team Members. Adding, modifying, and deleting of team members is
a common feature throughout Excent Online.
8.
9.
Select Print Evaluation from the Evaluation selection on the Form Menu Bar to
print this form.
IEP
New IEP
New IEP should only be chosen when the student has already had an IEP entered into the
system. When an initial IEP is to be started in Excent Online, the user must first select the
menu item of IEP Form.
1.
To begin an IEP other than an intial on this student, choose New IEP option from the Form
Menu Bar.
2.
If the previous IEP was not marked as complete, a message will appear indicating that the
record must be completed before a new IEP can be started.
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3.
Under New IEP, the following messaging will also appear if a meeting notice has not been add
to Excent Online.
1. The user can choose to Revise or Create. Create a New IEP will provide the user with the last
archived IEP, while removing all dates pertinent to the last IEP and transfer new dates from the
meeting notice. It will also carry over the “Last IEP Date.”
2. Revise the current IEP will provide the user with an exact copy of the last archived IEP. The user
will need to update all dates and information.
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3. After the making the selection, the IEP Cover Form will open for the user to begin working.
This IEP is in draft mode, and the IEP team can work on any of the forms while it is in this state.
4. Note that once the New IEP process has been started, and a draft IEP is in process, it is not
possible to select New IEP again. This will prevent users from creating different drafts of the
IEP.
5. To review archived IEPs once locked, choose the Previous IEP option from the Form Menu Bar.
Choose print to review, however, note that no modifications can be made.
Please refer to the Users Guide for information on IEP Complete, the process used to “lock” or
“archive” the IEP record.
Goals and Objectives
The Goals and Objectives form allows you to record goals, objective, criteria, evaluation, and standards
information for the student’s IEP. The elements on this form may vary from state to state, but the
same basic functionality exists throughout all versions.
1.
Select IEP from the Form Menu Bar
2.
Select IEP Form. A submenu of IEP forms will appear.
3.
Click on Goals and Objectives Form
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4.
The Goals and Objectives form will open displaying two tabs.
5.
The first tab, which is the Summary List, is labeled Goals and Objectives.
6.
Any Goals/Objectives already entered into the system will be displayed here.
7.
Goals can be deleted and modified from this tab.
8.
The second tab is labeled Add Goals & Objectives. Click this tab to create a new Goal and
Objective form.
9.
Depending on the state version, there may be an option to select the appropriate
domain/area, list present levels or choose state standards.
Entering Goals
Goals can be entered manually or through the use of banks.
User Tip: Always develop annual goals and objectives that are measurable and attainable based on the
needs of the student and past history of progress. When using banks, be sure to adapt the goals and
objectives to meet the specific need of the student.
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Entering Goal Manually
1.
Selected Bank Field: It is not necessary to select a bank in order to enter a goal manually. If a
Bank is listed in the field, it will not print. It is only there for user reference.
2.
Goal Code: Leave this field empty. Goal codes are for use with banks only.
3.
Goal Field: Enter the goal into the first field. Use the full screen text tool if needed for
additional space.
4.
Complete any other fields on this form as needed. Click Save when complete.
5.
Scroll down the page to add objectives manually.
Entering Goal Using Banks
1.
1. Selected Bank Field: Use the dropdown to select a bank from the list.
2.
2. Goal Code: Click the lookup button to see the codes for the goals associated with this bank.
Select the goal desired.
Note: Only one goal can be selected at a time. If you want to use more than one goal, it is necessary to
return to the Goal Summary screen and click Add Goals & Objectives.
3. Goal description: The goal will automatically drop in to the goal text area. Use the full screen text
tool if needed for additional space. Modify the goal to meet the student’s needs by adding student
name and individualized criteria as needed.
4. Complete any other fields on this form as needed. Click Save when complete.
5. Scroll to the Objectives section on this screen to add by bank.
Adding Objectives
Objectives can be added manually, from the bank, or from a combination of both manually entered
and bank selected.
Entering Objectives Manually
1.
Objective Code: Do not enter. Codes are only for use with banks.
2.
Objective description field: Enter the objective in this field. Use the full screen text tool to
enlarge the text area as needed.
3.
Enter appropriate information for all other fields.
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4.
Click the Done checkbox to indicate that all fields have been filled in appropriately. This will
help the user, especially when using banks, to know which objectives have had evaluation criteria and
procedures entered.
5.
Click Save when complete. This objective will now populate the objective summary list.
6.
Repeat these steps to add additional objectives.
Entering Objectives by Bank
1.
Click the lookup icon for Add Objective by Bank. A list of objectives will appear associated with
that bank. Click next to each objective desired and choose Select.
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2.
The objectives will automatically populate into the objective summary list.
3.
Open each objective to enter the student’s specific evaluation information by clicking on the
Code or Objective description.
4.
Objective Code and description field will drop in from the bank automatically.
5.
Enter appropriate information for criteria and evaluation and check the Done checkbox to
help the user to know which objectives have this information entered and which areas still need to be
complete.
IEP Tip: By updating the current goals that are in Excent instead of rewriting them from scratch, the IEP
team is truly reviewing the previous year’s goals and making decisions based on real IEP progress.
Services
This option allows you to enter information about the services to be provided as a part of a student's
special education. The following example will provide instruction on how to add and delete a service.
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1.
The first tab that appears is the Special/Related. It contains the Special Education and
Related Services List section, which displays a list of special education and related services already
defined for the student. If none are listed No Records found will appear in the column.
2.
The Add New Special Education and Related Services section of the tab allows you to add
new records for the student.
3.
Enter the required information using drop downs and entering dates, duration and hours. Edit
checks will appear for text fields that are mandatory. Follow the online choices to return to the screen
form.
4.
Once all fields are filled in, click Add to save the details entered.
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This information is displayed as a one-line summary in the Special Education and Related Services
List section of the tab. A listing of total records found and current record showing is displayed above
this summary.
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Progress Report
Goals entered in the IEP will automatically transfer to the Progress Report. This allows for easy
progress reporting on multiple periods without affecting the IEP. Up to eight progress grades can be
reported for each goal. The printed report will resemble a report card. Progress report layout will vary
from state to state.
To access this option:
1. From Menu tool bar, click on the IEP menu.
2. From this menu, select the Progress Report option and the Progress Report page will be
displayed.
3. The name of the student is displayed at the top of the screen, which enables you to verify if
you are entering details for the correct student. To select another student, click on the Find
Student button that is available at the upper right hand corner of the page.
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4. By default, the form will open to the Progress Report tab. This tab displays a list of progress
reports previously generated for the student.
5.
6.
7.
8.
To view a previous Progress Report, click on record in the List.
To delete a previous Progress Report, click on the button to delete a record.
To report progress for a new report period, click the Add New Report tab.
Select the Report Period and the Report Date in the section at the top of the screen.
9. Click the Select Goals icon to pick which goals should be included in the Progress Report.
10. When the checkbox to the left of a goal is selected, the goal drops into the Goal Progress table
at the bottom of the screen. The user may than add specific comments and indicate student’s
current progress. Checking the “Goal Met’ box indicates master.
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11. Specify the required details and click Save.
12. Repeat this process for all goals.
13. Progress at the Objective/Benchmark level may also be documented by clicking on the
checkbox to the left of the desired objective.
14. The Objective also drops into the table at the bottom of the screen.
15. Once all work is complete, check the Form Completed checkbox. This tracks the progress of
all forms in the system. You can view a list of forms not yet initiated, in progress, and
complete using the Form Progress option described earlier in this guide.
16. Once all team members have completed goal progress documentation, it is ready for printing.
Note that when selecting Print on the Tool bar, the user is given the option to Print Goals Only.
If this checkbox is not selected, the objectives will also print.
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Printed Progress Report appears as shown above.
Validate IEP
This option creates a form that enables you to view completion status of several key IEP fields. A
checkmark appears next to a field that has been completed within the program. Any dates
corresponding to this field will also be printed on the form.
From the Form Menu Bar, click on the IEP menu.
From this menu, select Validate IEP. The Validate IEP screen will appear. The name of the student is
displayed at the top of the screen, which enables you to verify if you are validating IEP for the correct
student. To select another student, click on the Find Student button that is available at the right hand
top corner of the page.
This page displays a list of forms where relevant and necessary data needs to input for completion
of the IEP.
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Click on the Print button to print the listing of relevant forms for easy reference. Or the user may click
on the hyperlink under the Location of Error to proceed to the actual form for data input.
IEP Complete
This option allows you to mark an IEP as complete. When an IEP is marked complete, Excent Online
saves key data elements and puts the IEP in a read-only format. Once this feature is active the IEP
remains non editable until a new IEP is generated.
1.
From the Form Menu Toolbar, click on the IEP menu.
2.
From this menu, select the IEP Complete option. You will see the IEP Complete page.
Choosing the option will allow the past year’s IEPs to be archived.
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3.
A message will appear indicating that the student needs to be marked active under the
student demographics page before locking an IEP.
4.
A list of forms where information has not been provided will be displayed. Please rectify these
errors and then again choose the IEP Complete option from the Form Menu Toolbar.
5.
When this is done, a message is displayed stating that this process cannot be reverted back
and asking whether to continue with the procedure. Click OK to proceed.
6.
To ensure that this is a complete IEP, two check box options appear for the person to ensure
team input and IEP delivery. If both criteria have been satisfied, check the two boxes and then click on
Proceed to continue.
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7.
A message is displayed stating that the IEP has been marked complete and that relevant files
are being archived. Once this is done, a link is provided which will enable you to send an email to all
the student access members informing them about the student's IEP being marked complete.
Changes can no longer be made to this IEP.
5. After the making the selection, the IEP Cover Form will open for the user to begin working. This IEP
is in draft mode, and the IEP team can work on any of the forms while it is in this state.
6.
Note that once the NEW IEP process has been started, and a draft IEP is in process, it is not
possible to select NEW IEP again. This will prevent users from creating different drafts of the IEP.
7. To review archived IEPs once locked, choose the Previous IEP option from the Form Menu Bar.
Click the checkbox next to the IEP desired to print a preview for review, however, note that no
modifications can be made.
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Banks
Groups of goals and objectives can be developed for use using the Banks option in the Admin
menu.
Using the Banks option, you can add new banks, goals and objectives and modify existing
information. Additionally, goals and objectives can also be imported into Excent Online from an
external ASCII text file.
Minimum Role Level and Rights required to use this function: A user must be district role level
or higher and have access rights to Banks.
Add New Bank
1.
From Excent Online, click on the Admin menu.
2.
From this menu, select the Banks option. The Banks screen will appear .
3.
By default, the Modify Banks tab is displayed. This tab enables you to create new banks and
modify and delete existing banks.
4.
The List of Banks section of the tab displays a list of banks already defined in Excent Online.
5.
To add a new bank, specify the Code and Description of the bank in the relevant fields.
6.
Click Save to save the details. Notice that the details entered are displayed on one line under
the List of Banks section.
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Add New Goals to a Bank
1.
From the bank list displayed under the List of Banks section, select the desired bank to add
goals,and click on the Modify Goals radio button for that record.
2.
The screen shown below will appear.
3.
The Modify Goals for Banks section of the tab displays a list of goals already defined for the
bank.
4.
To add a new goal, specify the code and description of the goal. Click on the lookup button
next to the Standard field to specify a standard for the goal.
5.
Click Save to save the details.
6.
The goal details entered is displayed under the Modify Goals for Banks section.
Add New Objectives to a Goal
1.
From the list of goals displayed under the Modify Goals for banks section, select the goal
for which objectives have to be added.
2.
Once the goal is selected, click on the Add/Modify Objectives radio button of that record.
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3.
The Objectives section of the page displays a list of objectives defined for the selected goal.
4.
To add a new objective to the goal, specify the objective code, description, criteria and
evaluation in the relevant fields under the Add New Objectives section of the page.
5.
Click Save; the objective details entered are displayed in the Objectives section. Define as
many goals and objectives as desired.
Modify Goals and Objectives
1.
2.
From this menu, select the Banks option. The Banks screen will appear.
3.
The Modify Banks tab is displayed by default. This tab displays a list of banks already defined
in Excent Online.
4.
From this list, click on the record of the bank whose goal/objective has to be modified.
5.
Click on the Modify Goal radio button of the record. The Modify Goals screen will appear.
6.
This page displays a list of goals defined for the bank. From this list, click on the goal that has
to be modified. Details of the goal are displayed in the fields available below.
7.
Make the relevant changes and click Save to save the changes.
Modify Objective Details
1.
From the list of goals displayed, select the record of the goal whose objective has to be
modified.
2.
Click on the Add/Modify Objectives radio button of the record. You will see the Modify
Objectives page.
3.
This page displays a list of objectives already defined for the goal.
4.
From this list, click on the objective that has to be modified. Details of the objective are
displayed in the fields available below.
5.
Make the required changes and click Save to save the details.
Load Banks
Excent Online contains a feature that enables you to load bank data (i.e. banks of goals and objectives)
that have been extracted or created in another source. This feature has been provided to prevent you
from the tedious process of entering data manually into the system.
Before using this option, ensure that all the relevant banks have been added in Excent Online. You
cannot import goals and objectives without creating the bank first.
Before importing goals and objectives for a bank, you need to create a delimited ASCII file, whose
layout is the same as specified in the Load Banks page. Goals in this field should be prefixed with a G
and objectives with an O. A goal must be followed by one or more objectives.
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Access Load Banks Option
1.
2.
From this menu, select the Banks option. You will see the Banks page.
3.
Click on the Load Banks tab.
4.
This tab displays a list of banks already defined in Excent Online.
5.
To import goals and objective for a bank, click on the relevant bank name in this list. You will
see the following page.
6.
This page displays the order of the fields that will be loaded into Excent Online. Check whether
the layout of your ASCII file matches this listing.
7.
From the Field Delimiter field, select the delimiter that you have used in your ASCII files to
separate fields.
8.
Similarly, from the Record Delimiter field, select the delimiter that you have used in your ASCII
files to separate records.
9.
Click on the Browse button to locate the ASCII file.
10.
Once the file is selected, click on the Upload button to load the contents of the ASCII file into
Excent Online.
11.
Excent Online uploads the data and displays a message stating that the file has been
uploaded.
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Supplemental
Supplemental forms do just that—supplement the need for additional student information input to
forms that may not be available in the standard IEP forms that are present in Excent Online. Users have
numerous options including documenting transportation needs to sending additional letters home to
parents.
The following example will instruct the user how to use on the following option to produce forms
that can be used for the IEP process.
Forms Generator
1.
From Form Menu Bar, click on the Supplemental menu.
2.
From this menu, select the Forms Generator option. You will see the Forms Generator page.
3.
The name of the student is displayed at the top of the screen, which enables you to verify if
you are entering details for the concerned student. To select another student, click on the Find
Student button that is available at the right hand corner of the page.
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4.
5.
6.
7.
The Forms List section of the tab displays a list of forms previously created for the school.
Click on the relevant record to view more details.
Click on the ‘X’ to delete a form.
The list can be sorted based on a particular field by clicking the appropriate heading.
Adding Forms
Manually
1. The Add New Form section of the page allows you to create a new form.
2. Specify the report title and form date.
3. Enter information in the word processing fields to create the report form. The tool bar allows
for customization of font and formatting.
4. Click Add to save the details.
NOTE: This report will only save on the actual screen and not be available for use on another student
record.
Modifying Existing Supplemental Forms
1. Specify the date and title for the form and select the form from the drop-down list.
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2. A message will appear asking if the text is to be appended on to any existing information or to
overwrite already exiting text. Follow the online choices.
3. The form report text appears in the word processing area.
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4. Click Add to save the details
The details you have entered are displayed as a one-line summary under the Forms List section of the
tab.
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Service Log
The Service Log section of Excent Online is designed to allow multiple users to monitor and track
specific information for the services provided to individual students. It includes an Encounter Log,
Transportation Log, and Medicaid Letters as well as other related state specific forms. In this section,
directions for the Service Log are provided in detail. All other forms follow the same common features
as the rest of the forms within Excent Online.
Encounter Log
The Encounter Log in Excent is designed to allow users to document every encounter that a service
provider has with a student as well as to document the progress for each encounter.
Select Service Log > Encounter Log from the Form Menu Bar.
Upon opening the Encounter Log, the Summary List of services appears. There will be no records
found on the initial opening of this form.
The bottom of the Summary List shows the student’s Medicaid Details including Medicaid Number,
Special Education Status, Medicaid Eligible, and Medicaid Exit Date. Note that the Medicaid Number
and Special Education Status are grayed out as this information pulls directly from the Student
Information form.
Adding Student Services
The first step to using the Encounter Log is to list the services that a student receives. Services can be
added manually or for ease, can be transferred from the IEP>Services Form. Note that once services
are added, they do not need to be added again. Users will locate the particular encounter log for the
service they provide and add additional encounters to that log.
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Transfer Services from the IEP
Click the Transfer Services from IEP button.
A prompt stating “Do you wish to transfer all services from the IEP?” will appear. Select OK or Cancel.
All services that are in the IEP will drop into the Service Log summary list.
NOTE: Use the Transfer Services feature one time. Transferring services more than once will result in
duplicate services appearing in the Encounter Log. If necessary, duplicates can be removed using
the Delete function.
Click on the service in the Summary List to open the individual screen for that particular service.
Enter any information into the top portion of the screen that was not automatically transferred from
the IEP section.
Enter Services Manually
Click the Add New Service tab.
An individual Encounter Log screen for one particular service appears.
Enter the service information in the top portion of the screen, including the service, provider title, and
IEP and service date information. Note that certain information, such as Service and Diagnosis, are to
be selected from the lookup in order to ensure HIPPA compliance in data keeping. Note that this is for
one service only. If additional services are needed, they will also need to be added individually.
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Adding Encounters
On the Encounter screen, a list of encounters appears.
There will be no records listed the first time the record is accessed. Click the Add New Encounter
button to add an encounter to the table.
Fill in the information fields for the specific encounter including the encounter date, location, time in
and out, progress notes, and other information.
Click the Save button when complete.
Note that it is possible to document student absence in this location.
Reviewing Previous Encounters
Each encounter will be listed in the Encounter Table on the individual screen. To review the
information from a specific encounter, click on the desired encounter within the table.
This will open the individual encounter screen so that the user can check the information,
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Tracking Encounters
The bottom of the screen will show a list that includes the number of encounters, the total minutes of
encounters, as well as the number of units of encounters.
Printing the Encounter Log
To print, the user must be on the desired Service Screen. It is not possible to print from the
Summary List screen.
The user will need to enter the date range for encounters. For instance, the user may wish to print the
encounter log for the last month’s sessions for sending to the district’s Medicaid Billing Office.
Reports from the Encounter Log
Users may print a report on Projected and Actual Encounters from the Report section. See the Report
Section for more information.
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Running Reports
Excent comes already formatted with several reports that enable both administrators and users to
view and organize data in an easy-to-use, easy-to-read format. These reports gather information on
dates, students, and events and categorize them by variables such as case manager, school, teacher or
other value.
Some Excent Reports will run on all students in the database or all students in your caseload,
depending on the report. These reports will be labeled accordingly, and may give you some options
to select the set of students to reports on for example, your current selection or all students.
Reports are broken down into three sections: Administrative Reports, Teacher Reports, and Special
Reports, which will be reviewed in more detail. The first step is how to actually create and generate
these reports.
Generating Reports
1. Select the Reports section from the Form Menu Bar.
2. Click Admin Reports or Teacher Reports selection based on your access level.
3. Click on the radio button to the left of the desired report.
4. Click the Print button at the bottom of the screen.
5. At this point, the user may need to make certain selections, such as selecting staff or students to
include on the list, date ranges, and options for sorting.
6. If needed, click the Add Staff From List or Add Student from List icon to the desired
personnel/students from the list of staff that will appear. Check Select when all desired people
have been selected.
7. If necessary, select the desired format for printing by clicking the radio button to the left of the
following sorting choices (alphabetical, by school, by grade, etc.)
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8. Click View Report.
9. Follow the directions for previewing and printing reports.
Excent Online uses a component of Crystal Reports in order to generate and print reports. When
a report is generated within Excent, it will be shown on the screen.
The user may choose to simply preview the report to see the desired information or may print the
reports as needed.
At the top of the report preview will be a Crystal Toolbar. The toolbar will show the number of pages
in the report, as well as arrows to move from page to page in the report.
Use the icons on the Crystal Reports toolbar for viewing/printing options.
To print the report, the user should click the Printer icon in the upper left hand corner. Choose print
and then the printer icon in Adobe Acrobat.
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Troubleshooting Reports
1.
Excent Online comes preinstalled with a license for up to 5 concurrent attempts to print
reports at one given time. When a user selects to generate a report, it will send a request to
the server. The server will utilize 1 of the Crystal licenses for 2-3 seconds to generate the
report. Once that message has been sent to the server, then that license is “released” for other
users. As the time period to access the Crystal license is only a few seconds, it is highly unlikely
that all 5 licenses would be in use at any given time.
If this is to occur, the report will not generate an error message. Instead the user should
try printing again in a few seconds.
2.
Report previews with no information or is missing information.

Check your students in your Find Student list. Many reports pull from the students in your
current search criteria.

Teacher Reports require that a caseload be assigned to the user running the report.

Check your date range.

Check your data. Be sure that the information pulling into the report is actually included in the
IEP and related forms in the correct location.
3.
No access.

Check role permissions
o For Administrative Reports the user must have the following rights in User Security
 Role Level-School or Higher
 Access Rights-Admin (full); Reports (full)
o For Teacher Reports the user must have the following rights in User Security
 Role Level-Staff or Higher
 Access Right-Reports (full)
Administrative Reports
The Administrative Reports option is designed for use by school and district role level
administrators and the user must have Full Administrative rights in User Security in order to
proceed with any reports under this option.
Admin Reports are separated into two categories as follows: Current Data Reports and Complete
IEP Data Reports. Current Data reports are run on all data in the system, whereas Complete IEP
Data Reports are run only on the IEPs that have been marked as Complete. Samples of various
reports as well as their descriptions follow.
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Current Data Report Descriptions and Samples
Teacher Caseload Report
This reports on all students assigned to a user and includes basic student information, with one or
several teachers selected for the report.
Personnel Profile
This report provides an overview of selected staff members entered in Personnel Information.
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Duplicate Student Report
This report displays all students that may have duplicate records within the system. The report will
check by last name, gender and birth date. If there are two records in which all three of these fields
have matching data, the records will be listed within the duplicate student report. Please note that
because of the criteria used, it will pull up students who are twins, triplets, etc.
When users enter their own students, it is possible that a case manager may enter a student who was
previously in Excent under another teacher. This can also occur when students switch schools and the
receiving school does not realize that the student was already in Excent. It also occurs when districts
use their Student Information System to drop in students and that system has duplicates. Excent is an
excellent cross check to ensure there are no duplicate records.
NOTE: This is a valuable report to run prior to December 1 Count to ensure the accuracy of the
database.
Once a duplicate record is found, please check with your Student Information System to ensure that
they also remove their duplicate record, and that both systems are using the same ID number.
Before deleting duplicate records, make sure that the current IEP is under the accurate student ID
number, and that team members have access to the student record with the correct ID.
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In the sample above, there are two students who are both named Sammy Sample and have the same
date of birth, but have different grades and different schools. This is most likely the same student who
was enrolled at one school, and did not have his record updated when he transitioned to the high
school.
Duplicate Staff Report
This report displays all staff members entered in Personnel Information that may have duplicate
records within the system. The criterion for locating duplicate staff in this report are last/first name as
well as title. If there are two records in which all three of these fields have matching data, the records
will be listed within the duplicate student report.
This will likely happen when a staff person changes schools or serves multiple schools,
especially in a district where multiple people add staff to the Personnel section.
In the example above, Ms. Wells has two separate user accounts. One was created when the district
first began to use Excent. Ms. Wells was married a few months later and her name changed to Ms.
Sanders. One Excent coordinator switched her current account (SandersS) to reflect her name
change. (This is the easiest step, as her caseload did not need to be reassigned.) Another
coordinator, however, created a new user account for her. One of the accounts should be deleted.
Please note; however, print a caseload list any time a user is being deleted in case the list needs to be
reassigned.
Complete/Draft IEP
There are two reports contained within this selection. These reports will not be accurate if IEP
Complete is not being used.
Complete IEP reports on all students within a given date range who have an IEP that has been
completed using the IEP Complete function of Excent.
The Draft IEP report reports the same information on students for whom an IEP is in progress or has
not been completed with the IEP Complete function.
Complete Data Reports
The following reports are based on reports required by the Office of Civil Rights (OCR): Disability by
Age, Disability by Ethnicity, Disability by Placement, and LEP by Disability. These reports take a
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snapshot look at a year’s time, and pull information from the IEP Complete files only.
The report will pull data for any students who have completed IEPs within the year prior to the date
entered, based on IEP Date.
If the student has multiple completed IEPs within the date range, the report will pull only the most
recent data for the report. For instance, if a date range of 12/02/99 - 12/1/00, and a student has two
archived records, one dated 08/01/00 with a disability of Mental Impairment, and one dated 11/01/00
with a disability of Autism, then count the student under Autism.
Depending on the amount of data in your database, and the speed of your processor, this report can
require additional time to run. Please be patient.
Age by Disability Report:
This report prints all students by disability and age, which have completed IEP records within the
dates specified. The report displays the number of students in each category of age and disability,
separated by gender.
Note: The age reported will be the students’ age at the time of the report (end date) and not at the
time of the IEP or the current age of the student.
Ethnicity/Ethnicity by Disability:
This report prints all students by disability and ethnicity, which have completed IEP records within
the dates specified. This report will count the number of students who fit into each disability and
ethnicity category, separated by gender.
Placement by Disability:
This report prints all students by disability and Placement Setting (LRE), who have completed IEP
records within the dates specified. This report will count the number of students who fit into each
disability and placement category, separated by gender. A legend for the LRE codes is found at
bottom of the report.
LEP by Disability
This report prints by date as specified and counts the students with Limited English Proficiency by
Disability and gender.
Teacher Reports
Teacher Reports display a variety of available reports as well as an option button for printing labels.
These reports are available for teachers/providers to report or view specific information on students
within their Excent access rights.
Keep in mind, these reports will run on the students in your current selection. You will not be able to
run these reports on a single group larger than 5000 students.
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Teacher Report Descriptions and Samples
Keeping Track of Dates
Keeping paperwork done in a timely manner is a crucial component of the special education
process. Reports that assist the user in with the IEP time frame include the IEP Due Date Report, IEP
Overdue Report, Reevaluation Due Report, and Reevaluation Overdue Report.
These reports will pull only those students in your current Find Students selection. Use the
Advanced Search selection in Find Student to modify the group of students to display for the
report.
IEP Due Date Report
This report enables you to view student IEP due dates within a specified date range.
A teacher/provider may sort the list by student, school, or by IEP due date.
This report also calculates the number of days before an IEP is due, including negative number of days
for past due dates.
Use the IEP Due Date criteria to sort your students so that you will have an ordered list of which IEPs
come due first.
NOTE: Print this form out at the beginning of the school year, with the date range as the beginning
of school and the end date as the end of school. This will show your entire caseload of IEPs to be
done during the year.
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IEP Overdue Reports
This report, when selected, will list the students with overdue IEPs, based on their due dates.
Reevaluation Due Date Report
This report enables the user to view student reevaluation due dates within a specified date range.
A teacher/provider may sort the list by student name, by school, or by evaluation due date. This
report also calculates the number of days before an evaluation is due, including an negative number
of days for past due dates.
NOTE: Print a Reevaluation Due Date Report for the current school year and the next. By printing into
the next school year, you will see reevaluations that will possibly be due in the first few months of
school and be able to plan ahead.
Overdue Reevaluation Report
This report, when selected, will list the students with overdue evaluations, based on their reevaluation
due dates.
If students appear to be missing
 Have you been given access to this student? (Does the student appear on your Find Student
List?) If not, speak to your Excent coordinator about assigning this student to your caseload.

Check the checkbox to show students with 00/00/00 as a due date. This will point out
students who do not have an IEP Review Date in the IEP Section.

Is the IEP Review/Reeval Due Date correct? Check for the correct year.

Does the date range you entered include the IEP review for this student? (Think of IEPs that fall
into the next school year or reevaluations that fall in the next three school years.

Check your Find Student list. Check your search criteria to be sure you are looking at your full
caseload.
Keeping Track of Students
Excent has a variety of different reports to assist you in tracking information about the students that
you are responsible for. Each report is setup to provide a different group of student information, so
find the one that best meets your specific needs.
Class Rosters, Student Profile Reports, Students by Grade, Student Demographic Report, or
Primary Disability Report are all wonderful ways of keeping track of your students.
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These reports will pull only those students in your current Find Student selection. Use the Advanced
Search selection in Find Student to modify the group of students to display for the report.
Class Roster Report
This report displays individual user’s current student roster.
A sorting option will allow the user to sort by student name, grade, or school.
Tip: This is the quickest way as an Excent user, whether you are a teacher or therapist to print out a list
of the student’s that you are responsible for.
If you are an assigned team member, such as an OT, PT, or other therapist, and need students removed
from your Excent caseload, print out your Class Roster and indicate the ones that you need removed.
Students by Grade
This report displays a list of special education students by grade. The total number of students per
grade as well as the total number of students in special education will display on the form.
This is an excellent tool for Resource Teachers and Therapists who see students across grade levels
and need to break students down by grade for planning scheduling that does not conflict with regular
classroom schedules.
Students by grade report is also an useful for self-contained teachers who have students across grade
levels who need to do scheduling around regular class activities, such as art, music, and library.
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Student Profile Report
This report gives a more comprehensive look at the students on the caseload list.
This report will pull only those students in your current Find Students selection. Use the Advanced
Search selection in Find Student to modify the group of students to display for the report.
Student Demographics Report
This report allows you to view or print student demographic information for all students on the user’s
caseload or within their access rights.
Students who do not appear on your Class Roster have not been assigned to you on your Find Student
(caseload) list. If you are an assigned team member, such as an OT, PT, SLP, or other therapist, request
that the students’ Case Manager give you access.
If you are the Case Manager for the student, let your school/district contact know that this student
needs to be put on your caseload.
It may be that you have “All Student” access and automatically see all students and do not have a
specific caseload assigned.
Contact the student’s case manager or your school/district contact and ask that the student be
removed if you no longer provide services for a listed student.
If you are the Case Manager, go to the Student/Personnel section and select the Access Members form
for that particular student. Remove any team members that do not need access to this student and
then switch the Case Manager selection from you to the new Case Manager.
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If there is no longer a case manager due to the student exiting the district or ESE, this can be
indicated on the student’s Student Form. Follow your school/district procedure for removing
students who are no longer enrolled.
Besides planning lessons, creating materials, and grading assessments, there are a number of
responsibilities as part of the special education process. Allow the reports within Teacher Reports
within Excent Online to assist you in staying on task. Some examples of these tools include the
Meeting Schedule, Reminder Report, Contact List and Contact labels.
Meeting Schedule
This schedule report allows the user to view upcoming meeting dates for a specified date range. All
meetings, within the selected date range, that have been entered in the Meeting Notice section of the
Excent Process area will print within this report.
Use this as a tool in documenting how time is spent when not providing direct services.
NOTE: Print this schedule of meetings out at the beginning of a busy month and keep in your plan
book or calendar.
Reminder Report
This report pulls all the information entered into the reminder field on the Student Home Page for all
the students, listing the students’ name, ID, grade, and any reminders.
NOTE: Do a print preview of this report instead of printing it out on paper. This is a great way to glance
at any reminders you may have written or reminders that other team members have left for you.
Student Contact Information Report
This report allows the user to print the contact names and information for all students on the assigned
caseload.
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NOTE: Print this list out at the beginning of the school year and place in your plan book or parent
contact log. Contact information is right at your fingertips anytime you need to make a call.
If student contact information is blank, users can enter their own contact information by going to the
Student/Personnel section, selecting the Student Form, and entering the information on the Contacts
Tab.
If the student contact information is incorrect and dropped into Excent from the district’s Student
Information System, please inform the appropriate staff person at your school so that it can be
corrected.
Contact Labels
This option allows you to print standards labels for student contacts.
NOTE: This is great for printing out and affixing to envelopes for Meeting Notices and letters to
Parents.
Special Reports
Special Reports are a grouping of reports, which are designed specifically for your state user needs.
Following is a list of several of the Special Reports that you may find in the Excent Special Reports
section. Please note that these reports are unique to each state.
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This area may contain custom Teacher Reports as well as Administrative reports. Keep in mind, these
reports will run on the students in your current selection. You will not be able to run these reports on
a single group larger than 5000 students.

Student IEP Objectives

ESY Student Data Report

Assistive Technology Report

Total Minutes by Service

Total Minutes by Provider
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Troubleshooting
Computer Errors
Everyone has experienced some form of computer “error.” The key to dealing with errors is to
understand why they occur and to know the steps to take when they happen.
Errors fall into one of three categories when using web-based software as follows:

Internet Errors

Server Errors

System Edit Errors
Error Category
Internet Errors
Server Application Errors
System Edit Errors
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Why It Occurs
Errors that generally occur when
there is a problem with the
location you are connecting to,
a problem with your internet
connection, or a problem with
the network.
Errors related to the program
and may be due to a softer bug
or a problem with the server on
which Excent Onlne is hosted.
Errors that occur based on the
program’s setup. Some are not
true error messages but edit
checks. This is the program’s
way of helping ensure that all
required data has been entered
into the system. The system
edit checks built into Excent
Online will vary based on the
state version being used. Please
refer to Validate IEPf or more
information
Examples
Page Cannot Be Displayed 401:
Authorization Required 404:
Page Not Found 500: Page Not
Available
Server Error in Excent Online
App
Error: …(text)
‘You do not have access t othis
page. Please contact your
administrator. This form is in use
by (username).’
‘The IEP meeting date must be
after the Meeting Notice Date.’
Excent®
User Guide
Resolving Server Application Errors
Macintosh Users: Click the Back button on the Tool Bar
Windows Users: Right click on the mouse and select Back
This will return the user to the previous page and allow work to continue. If the error occurs again, log
out, restart Internet Explorer (or other browser) and attempt again. If the error continues, report this to
your district Excent contact. Be sure to indicate the Module/Form and task that was being attempted
when it occurred.
Resolving System Errors
You do not have access to this page. Please contact your administrator.
This error indicates that you are trying to access a module which you do not have rights to access. If
you need to access the forms in this module, request that your district Excent change your user
security to give you permission to this section.
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This form is in use by (username).
Just as when an IEP team works on a paper IEP document, two people cannot write on the same piece
of paper at the same time. The same holds true for Excent Online. If you attempt to access a form that
is in use by another team member, the message above will be displayed. Move to another form and
keep working, or contact that user to let them know that you are patiently waiting!
Resolving Common Internet Errors
Page Cannot be Displayed
The page you are looking for is currently unavailable. The Web site might be experiencing technical
difficulties, or you may need to adjust your browser settings.
401 - Authorization Required (Also “Access Denied” or Unavailable”)
This error message occurs for one of two reasons
 Website has limited access
 Error in the URL (web address.) Make sure that the Web address (or URL) that you typed in
exactly matches the address you were given.
Check that all words are spelled correctly, and that all the punctuation, such as dots (.) and slashes (/),
is correctly placed. Be sure you are using the forward slash (/) and not the backward slash (\).
Remember, there are no spaces allowed in Web addresses.
A correct Web address will look like http://www.excent.com
403 - Site Forbidden
This error message may occur for one of three reasons
 The file that has not been correctly configured for access. The file needs to be set with "read
permissions" for all users.
 There is an error in the URL (web address). Make sure the Web address you typed exactly
matches the Web address you were given.
 There may be an issue with the server. The server may be down for maintenance or too many
people may be trying to access the server at once.
Wait a moment and click the Reload (Refresh) button or the F5 key to try again.
404 - Page Not Found
This error indicates that there was no Web page with the name you specified at the Web site. This
could happen for a variety of reasons as follows:
 There is an error in the URL (web address). See note on using URLs above.
 The page may have been renamed, moved, or deleted.
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500 - Page Not Available
This error will occur if the server has been incorrectly set up or is experiencing mechanical
problems.
501 - Not Implemented
This error is a direct result of problems in the Web page's HTML (HyperText Markup Language). It
usually occurs with Web pages that contain forms in which you type information and send it to a third
party.
Reporting Errors
Sometimes it is not always possible to troubleshoot your own errors, or you may need the
assistance of another. It is important to provide enough information so that the issue can be
resolved. One way to do this is to learn to “LEAP.”
Location: Note where the error occurred. Indicate the section, the form, the tab, and if
applicable, the field. An example of this would be Process/Meeting Notice/Attendees
Error: When reporting errors to others, be sure to document the exact text of the error so that it can
be determined which error category it falls into. Besides documenting the text manually, there are
alternatives to saving this information. See the information below on how to Copy/Paste and how to
take a screenshot.
Action: Note the exact steps that it took to create the error. For instance, actions may include
“opening a form”, “clicking the Save tool on the top of the screen”, or on “selecting a lookup”.
Properties: Right click on the screen where the error occurred. Select Properties at the bottom of the
screen that appears. Copy the URL listed.
Ex. http://10.1.0.4/excentonline/common/meetnot.aspx
Copy/Paste
Sometimes the easiest way to capture the text of an error message is to simply copy it and then paste
it into an email to send to your support contact.
Screen Shots
If you get an error that is extremely lengthy, you may want to do a screen shot.
A screen shot is a picture of your computer screen. You can then put this screenshot into a word
processing document. This document can then be attached to an email and sent to your support
contact.
To Take A Screenshot on Windows:
Press and hold down the FN (function) key, while pressing the Prnt Scrn key on your keyboard. This
will copy the image of your screen. Open your word processing program and use the Paste feature to
put this image in the document. Save the document.
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Excent Online® User`s Guide

Transcription

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