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9/9/2014 Slide 1. 9/9/2014 Slide 2 Specialized Data Management Support (SDMS) >Debra Hill, Manager >Rene Gonzalez, Systems Analyst >Alicia McDonnold,

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Presentation on theme: "9/9/2014 Slide 1. 9/9/2014 Slide 2 Specialized Data Management Support (SDMS) >Debra Hill, Manager >Rene Gonzalez, Systems Analyst >Alicia McDonnold,"— Presentation transcript:

1 9/9/2014 Slide 1

2 9/9/2014 Slide 2 Specialized Data Management Support (SDMS) >Debra Hill, Manager >Rene Gonzalez, Systems Analyst >Alicia McDonnold, Systems Analyst >Donald Bayer, Database Analyst >Dayner Brashear, Quality Assurance Specialist >Vonda Thomas, Quality Assurance Specialist >Ley Rita Propes, Data Technician >Maryann Troiano, Data Technician SDMS 2909 N. Buckner Boulevard Suite 507 Dallas, TX Box 158 (Interoffice Mail) Main: Fax: SDMS Help Desk (972)

3 9/9/2014 Slide 3 Objectives >Describe the EXCEED Student Achievement Manager and how it relates to the district’s data and ARD/IEP >Identify the Dashboard and how to navigate the different areas of EXCEED >Access information from a student’s profile >Add and manage student ARD/IEP information in EXCEED >Summarize the ARD/IEP process

4 9/9/2014 Slide 4 Table of Contents >SAM: Student Achievement Manager >Access Information >Dashboard/Navigation >Icons and Symbols >Student Profile/Special Ed Snapshot Status Changing Service Provider >Watch List >Event Sections >Special Education Process – IEP Prior Written Notice of ARD ARD/IEP Meeting >Resource(s) Progress Monitoring Progress Reports Student Transfers from Out-of-DISD

5 9/9/2014 Slide 5 Access Within Dallas ISD Network: Outside the Dallas ISD Network: https://exceed.dallasisd.org Your User Name and Password is the same as your EAD Domain login (i.e. Outlook). Example == Username: daduck Password: 1n3abcDe Always use the Logout button in order to completely exit EXCEED. FYI: The Exceed Menu Bar is available throughout the application. Exceed Menu Bar:

6 9/9/2014 Slide 6

7 9/9/2014 Slide 7 The Dashboard will be the first screen you see after logging into EXCEED. Notice the location of the Exceed Menu Bar (see red box).

8 9/9/2014 Slide 8 User Capability The Educator dashboard is the most common user capability. Dependent on the user’s scope of responsibilities, the word Educator may be replaced with Dashboard. Both levels of capability allow the user to access student data in EXCEED.

9 9/9/2014 Slide 9 Dashboard – Educator PANE 2 PANE 1

10 9/9/2014 Slide 10 Dashboard – Educator (Cont’d) Window Shades

11 9/9/2014 Slide 11 Screen Navigation Window Shades Navigator

12 9/9/2014 Slide 12 Screen Navigation (Cont’d) COLLAPSE NAVIGATOR When user clicks on the magnifying glass in the upper left bar or in the gray bar (see red box on the left), the Navigator will collapse allowing the main screen to expand. See the horizontal scroll bar? Navigator

13 9/9/2014 Slide 13 Screen Navigation (Cont’d) COLLAPSE NAVIGATOR In its expanded version, the horizontal scroll bar will be eliminated or its length will be reduced. Clicking on the magnifying glass or gray bar a second time will return screen to its original position.

14 9/9/2014 Slide 14 Dashboard – Educator Quicklink Click on Quicklink to open separate menu Look Ahead User can see activity for next thirty days Student Groups By clicking on arrow, user can categorize students Into groups such as My Meetings or My Watch List Look Back Click on Show Past Due to view past activity Calendar Displays user’s activity in daily, weekly, or monthly format

15 9/9/2014 Slide 15 Icons & Symbols Student Options Menu Custom/Edit Meeting Manager

16 9/9/2014 Slide 16 Icons & Symbols (Cont’d) Lock Event Check Compliance Save

17 9/9/2014 Slide 17 Remember to Save Changes! The EXCEED program does not save any changes until the user tells it to do so. This is accomplished by clicking Save (or a similar term) in the lower right corner of an EXCEED screen (or window). If you try to leave a screen without saving your changes, EXCEED displays a dialog similar to the one shown below: Clicking Ignore Changes & Continue leaves the screen or window, abandoning any information you may have entered. Clicking Let Me Save Changes returns you to the screen so you can click Save or a similar term (i.e. Save Assessments, Save Services, Add Selected Goals, etc.) to commit your changes.

18 9/9/2014 Slide 18

19 9/9/2014 Slide 19 Student Profile: General Education Student Navigation Panel A1 STUDENT NAME School name is here. Name of guardian is here. 123XXXX MM/DD/YYYY(xYrs yMonths) A1 STUDENT NAME Name of School Name of Guardian(s)

20 9/9/2014 Slide 20 Student Profile: Special Education Student Name of School Name of Guardian(s) Name of School A1 STUDENT NAME

21 9/9/2014 Slide 21

22 9/9/2014 Slide 22 Once the Special Education process has started, the Special Ed (Education) Snapshot will be available. Clicking on Special Ed will display the snapshot view. Special Ed Snapshot

23 9/9/2014 Slide 23 Special Ed Snapshot (Cont’d) Current Status displays the student’s current status in special education. The various status categories include: Active, Consent for Eval Denied, Consent for Eval Not Obtained, Consent for Eval Revoked, Consent for Placement Denied, Consent for Placement No Response, Graduation: Special Education, Not Eligible, Pending, Placement Revocation, Referred, Special Education: Dismissed, Withdrawn: Special Education, and Withdrawn: Referred.

24 9/9/2014 Slide 24 Once an ARD is locked, a user can change the service provider for goals and/or services. From the Special Ed Snapshot, click the tab for which the assignment will be changed. In this example, Services was selected. The user can view the services for this student. Click on Staff Assignment. Special Ed: Changing Service Provider

25 9/9/2014 Slide 25 After selecting Staff Assignment, you will see the Staff Assignment Central dialog box. Special Ed: Changing Service Provider (Cont’d)

26 9/9/2014 Slide 26 Check the box next to each item for which you want to edit assigned staff. Another option is to select all boxes by clicking the All button. To clear all boxes, click the None button. Special Ed: Changing Service Provider (Cont’d)

27 9/9/2014 Slide 27 Edit the staff assignment by choosing one of the following:  to assign staff using the staff search window, click the pencil icon. Refer to slides  to assign yourself as the responsible staff, click the smiley face.  to change your selection, click the red X. FYI: Your change will affect all selected items. Click Assign and Save. Click Close. Special Ed: Changing Service Provider (Cont’d)

28 9/9/2014 Slide 28 You have now returned to the Services screen of the Special Ed Snapshot. Special Ed: Changing Service Provider (Cont’d)

29 9/9/2014 Slide 29 Special Ed: Monitoring Frequency Under the Goals and Objectives tab within the Special Ed Snapshot: users can view the Monitoring Frequency selected in a locked ARD (Exceed versions 14 and later). Click the Goals Detail icon. From the Student Goal Detail screen, the user can view progress monitoring selections and other information.

30 9/9/2014 Slide 30

31 9/9/2014 Slide 31 Creating a Watch List Creating a Watch List is synonymous with establishing one’s caseload. The next three slides will detail how to create a watch list by adding a student.

32 9/9/2014 Slide 32 Add a Student to Your Watch List Click anywhere in the Search dropdown area. Enter parameters such as student identification number, last name comma first name, or initial of last name comma initial of first name (i.e or Williams, Andy or w, a). Click Search. Search for a Student

33 9/9/2014 Slide 33 Add a Student to Your Watch List (Cont’d) Open Student Options Menu Click on a student’s name. Click the Student Options Menu icon (blue gear). Click Add to My Watch List.

34 9/9/2014 Slide 34 Add a Student to Your Watch List (Cont’d) View Watch List To view the students on your watch list: Click on the dropdown symbol in front of Search Results. Click on My Watch List. Navigator panel will display My Watch List and students that were added to the list. FYI: Search results for My Progress Monitoring, My Services, and My Evaluations originate from Goals, Services and IE Evaluations assigned to the user.

35 9/9/2014 Slide 35 Watch List Another feature of the Watch List is that a user can add a student to someone else’s watch list. For a case manager, this feature may be useful when one would like for a particular staff member to review information for certain student(s). For instance, a case manager can add a student to the watch list of the diagnostician assigned to his/her campus. The following slides will detail how to add a student to another user’s watch list.

36 9/9/2014 Slide 36 Add a Student to Someone Else’s Watch List Hover the mouse over a student’s name. Click on the student’s name. This action opens the student’s profile. Click on Watch List in the gray navigation panel. Click Add Staff. The Watchlist Assignment screen appears.

37 9/9/2014 Slide 37 Add a Student to Someone Else’s Watch List (Cont’d) Click the Edit icon (pencil). Now you are in the Staff Search screen.

38 9/9/2014 Slide 38 Add a Student to Someone Else’s Watch List (Cont’d) Provide last name, first name, and/or school. FYI: You can also search by initials. Click. Highlight the appropriate name. Click OK.

39 9/9/2014 Slide 39 Add a Student to Someone Else’s Watch List (Cont’d) Enter a reason for the assignment. Enter an expiration date, if different from default date. FYI: Default date is end of the current school year. You may type the date or you can click on the calendar to select a date. Click Save.

40 9/9/2014 Slide 40 Add a Student to Someone Else’s Watch List (Cont’d) Now this student is on the Watch List of two different users.

41 9/9/2014 Slide 41

42 9/9/2014 Slide 42 After opening a student’s profile, click on Events in the navigation panel. Click on All Events (if it is not already highlighted). Note events listed under Current and Upcoming Events and Ended and Locked Events. View Events

43 9/9/2014 Slide 43 View Events (Cont’d) Access items under Ended and Locked Events by clicking on the Locked Event Options icon (blue gear) next to the appropriate event.

44 9/9/2014 Slide 44 View Events (Cont’d) Click View. FYI: View Latest may also be available. Click it to see the most recent document. Click the name of the form you would like to view and/or print. In this example, the form is ARD.

45 9/9/2014 Slide 45 View Events (Cont’d) A read-only (pdf) file is now available. Pdf files can be printed, saved, and/or ed, if applicable. FYI: This document contains 32 pages.

46 9/9/2014 Slide 46 View Events (Cont’d) If applicable, access attachments by clicking on View Attachments. EXCEED displays the following dialog, showing upload information for the attachment. FYI: Creator is the individual who uploaded the attachment, not the individual who created the attached document. To view the attachment, click the open icon. EXCEED downloads the attachment to your computer.

47 9/9/2014 Slide 47 View Events (Cont’d) Access items under Current and Upcoming Events by clicking on the Meeting Manager icon (blue folder) next to the appropriate event.

48 9/9/2014 Slide 48 Event Overview Now the user has access to the Event Overview (1) and the corresponding Event Sections (2) wherein student information can be entered, saved, printed, and locked at the appropriate time. 1 2

49 9/9/2014 Slide 49 Event Overview (Cont’d) Status – Before you start entering data, the status of the screens will display as blank. After a user has entered data on a student, clicking on Event Overview under the Event Sections panel returns the user to the event overview window.

50 9/9/2014 Slide 50 Event Overview (Cont’d) The Back icon will access the previous screen. By clicking on Profile, the user will access a screen containing a read-only version of the Student Profile. If a user would like to write something specific about a student, Notes is the appropriate icon. FYI: All notes can be viewed by anyone who opens a student’s profile. The Attachments icon is used to attach documents to the ARD. Remember to refer to the Special Education File Attachment Approved List. The Print command allows a user to view and/or print a PDF document of an event. Reload Event Data allows a user to refresh entered data, especially if two users entered data simultaneously in a student’s event. Lock allows a user to lock an event. Compliance reviews the user’s completion of required fields in EXCEED. Required fields are signified by pink shading OR a red asterisk, a red triangle in a table display, or a red outline of a textbox. FYI: In Exceed, Compliance means that information has been typed in the required field. It does not verify the accuracy and validity of the information. From Event Overview, the user will have access to the following menu bar:

51 9/9/2014 Slide 51 Event Overview (Cont’d) 1.The name of the event and the student’s name will be listed at the top of the screen. (In this example, the student’s name is blanked out.) 2.Event Overview and Tasks/Contacts are the first and last categories under Event Sections. 3.A pink diamond means the screen is a required portion of the event that has to be completed in order for the event to be locked. 4.To open an event section, click on its title under Event Sections (the left-hand panel)

52 9/9/2014 Slide 52 Event Section After opening an Event Section, the user will be able to record information about the student and about the meeting (event).

53 9/9/2014 Slide 53 Event Section (Cont’d) An Event Section may contain one screen or multiple screens. Each screen is labeled with a tab at the top of the event section window (see numbers 1 thru 4 below). In the example, there are four tabs, which means there are four screens in which data will be entered. FYI: The tab that is the lighter color denotes the screen in which the user is currently entering information. In the above example, it is the fourth tab titled Signatures/5-day Implementation Waiver

54 9/9/2014 Slide 54 Event Section (Cont’d) Within each screen or tab are fields to be completed in the event. A pink color means the field is required and must be addressed in order for the event to be compliant and locked.

55 9/9/2014 Slide 55 Event Section (Cont’d) A black asterisk (*) within a tab means the user has not saved recent changes. Changes can be saved after each screen is completed or at the end of the entire event section or even while the user is entering information within a screen.

56 9/9/2014 Slide 56

57 9/9/2014 Slide 57 Prior Written Notice of ARD Click the Meeting Manager icon to complete/send the Prior Written Notice of ARD. The PWN of ARD contains one section with a two-page Prior Written Notice. Both pages are required. Select the PWN ARD section.

58 9/9/2014 Slide 58 Prior Written Notice of ARD (Cont’d) PWN ARD pg 1 displays. All required fields on each screen must be completed in order for the form to be compliant. FYI: The ARD meeting date is used to calculate all future ARD dates. Meeting Date Complete all required fields in tab titled PWN ARD pg 1. Click Save. Complete all required fields in tab titled PWN pg 2. Click Save. Click Send Invite.

59 9/9/2014 Slide 59 Prior Written Notice of ARD (Cont’d) Selections for Attempt Reason include Initial Attempt, Second Attempt, Third Attempt, and Fourth Attempt. Enter appropriate Invitation Attempt. Click Save. Forms that are available in Spanish will be listed under the Print Layout Chooser screen. Select print layout option. Click OK.

60 9/9/2014 Slide 60 The Invitation is displayed in a separate window to be viewed/printed. Close or minimize the PDF file window to return to the event screen. Prior Written Notice of ARD (Cont’d)

61 9/9/2014 Slide 61 PWN Options: Additional Attempts If you need to send additional attempts for the same date: Click the Meeting Manager icon to open the Prior Written Notice for the appropriate ARD/IEP Meeting. (In this example, it is an Initial ARD.) Select the PWN ARD section. Scroll down to the bottom of pg 1 and update the date in the Date Sent/Mailed: field. Go to PWN ARD pg 2. Scroll down to the bottom and check the appropriate notice (in this example, it is 2 nd Notice). Fill in the date. Select Written and/or Verbal Notice. Click Save. Click Send Invite. Repeat steps on slide 60.

62 9/9/2014 Slide 62 PWN Options: Due Diligence Select the Meeting Manager icon to open the Prior Written Notice of ARD. Select checkbox Check to restart due diligence attempts for meeting notification. This allows you to restart your due diligence attempts by clearing out the previous date information. Important: You MUST uncheck the checkbox after the form data clears. If you need to change the meeting date (restart due diligence): Re-enter all required fields on PWN pg 1 and PWN pg 2. Click Save. Click Send Invite. Repeat steps on slide 57.

63 9/9/2014 Slide 63 PWN Options: Due Diligence (Cont’d) After restarting due diligence, you may view a history of the due diligence efforts by clicking on Previous Invites at the bottom of PWN Page 1 or 2 and/or the Event Overview screen.

64 9/9/2014 Slide 64

65 9/9/2014 Slide 65 ARD/IEP Meeting Click on the Meeting Manager icon next to the ARD/IEP event to begin the ARD. (In this example, it is an Initial ARD/IEP Meeting.) The ARD contains many sections. The first section addresses eligibility. Click ARD – Eligibility in the Event Section.

66 9/9/2014 Slide 66 Meeting Purpose/Compliance (Cont’d) Complete required fields in the Meeting Purpose/Compliance tab. When this screen is complete, click Save and move to the next tab.

67 9/9/2014 Slide 67 Review of Data/Determination of Eligibility Complete required fields on the Review of Data/Determination of Eligibility screen.

68 9/9/2014 Slide 68 Review of Data/Determination of Eligibility (Cont’d) DETERMINATION OF ELIGIBILITY FOR SPECIAL EDUCATION Notice the directive: If the statements below are checked “No”, a child must not be determined to be a child with a disability.

69 9/9/2014 Slide 69 Review of Data/Determination of Eligibility (Cont’d) Address remaining items. For the statements Additional evaluation/re-evaluation is needed. If yes, plan evaluation by completing the Review of Existing Evaluation Data (REED): refer to an evaluator/diagnostician (Individual Evaluation staff). When this screen is complete, click Save and move to the next section titled ARD Trans/PLAAFP. FYI: Disabilities section is addressed as needed. REED section is completed by an evaluator and/or diagnostician as needed. The user will return to the Attending Campus/Assurances/Minutes and Signatures/5-day Implementation Waiver tabs later.

70 9/9/2014 Slide 70 Disabilities Section Complete the Disabilities section as part of the following events: Student Transfers from Out-of-DISD Initial ARD/IEP Meeting Annual ARD/IEP Meeting, following a Re-Eval FIE

71 9/9/2014 Slide 71 Disabilities Select Disabilities from the Event Section. The screen will open to display Order, Disabilities, Status, and Eligibility Date.

72 9/9/2014 Slide 72 Disabilities (Cont’d) Click on the Add New button.

73 9/9/2014 Slide 73 Disabilities (Cont’d) Now Order populates as 1-Primary. Select the appropriate disability from the drop-down box. For the first disability, the number 1 pre-populates under the Order category. Press the Tab key or double-click within the Disabilities section.

74 9/9/2014 Slide 74 Disabilities (Cont’d) If applicable, repeat the steps for additional disabilities. Enter the appropriate number under the Order category (2 = Secondary; 3 = 3 rd ; 4 = 4 th ; etc.). Click Save.

75 9/9/2014 Slide 75 ARD Trans/PLAAFP Section Click ARD Trans/PLAAFP in the Event Section. There are four required screens in this section. FYI: An additional screen titled Course of Study will display for students in 8 th -12 th grade. Complete all required fields in the first three tabs. Click Save. Click the last tab titled Intensive Program of Instruction.

76 9/9/2014 Slide 76 ARD Trans/PLAAFP (Cont’d) Complete the appropriate fields of the Intensive Program of Instruction tab. Click Save.

77 9/9/2014 Slide 77 Goals Select the Goals section.

78 9/9/2014 Slide 78 Select the appropriate domain. Example: select Mathematics. Select the corresponding goal bank. In this case it is Mathematics Goal Bank. Select the appropriate grade level. Note: To see all Areas of Concern, select All Grades. Goals (Cont’d)

79 9/9/2014 Slide 79 Select the appropriate Area of Concern (AOC). NOTE: The AOCs with an asterisk contain the TEKS goals, which include the Timeframe, Condition, Criteria, and Unit of Measure parameters in the goal text. The AOCs without an asterisk contain SMART goals. These goals do NOT include the parameters; however the user can add the parameters to the goal text. Goals (Cont’d) TEKS Goal SMART Goal

80 9/9/2014 Slide 80 Goals (Cont’d) Under Search Results, you will see the goals associated with the selected Area of Concern. Below are the Measurement goals for third grade.

81 9/9/2014 Slide 81 Goals (Cont’d) Selections will appear in the column titled Selected Goals. Click Add Selected Goals to save the goals. Select any of the goals listed under Search Results by clicking on the box next to the corresponding goal.

82 9/9/2014 Slide 82 Goals (Cont’d) Under the Plan Goals tab, click on a specific goal. FYI: The goal highlighted in gray is the selected item. Enter the Timeframe, Condition, Criteria, and Unit of Measure. Note: The information entered in the fields will populate in the gray Goal textbox.

83 9/9/2014 Slide 83 Goals (Cont’d) If User Wants To Edit Goal Text: Click on the word Custom in the top right-hand corner. Click YES to the message. Delete and/or revise information in the gray textbox. Edit Goal Text

84 9/9/2014 Slide 84 Goals (Cont’d) Assign Primary Staff by clicking on the smiley face to assign yourself or click the pencil to search for and assign another staff member. Select the Measure that will be used to monitor progress toward the goal. (See Notes for information about Cross AOC.) Unit of Measure will display type of measurement, such as Percent or % sign. Enter Baseline and Target. FYI: Baseline = student’s current performance in the goal area Target = desired student performance at the end of the goal timeframe

85 9/9/2014 Slide 85 Goals (Cont’d) Click Active to activate Progress Monitoring. FYI: Active turns red after it has been selected. Select frequency of monitoring. Dependent on frequency selection, select day(s) or date of month to monitor progress. Allow System to Schedule is the default. User can de-select this option by clicking the checkbox. FYI: Allow System to Schedule will place reminders on the Progress Monitoring window shade located on user’s Dashboard. Click Progress Reporting tab (see red arrow).

86 9/9/2014 Slide 86 Under the statement “Parents will be informed by”, select Progress Summary. Click the Frequency dropdown and select the appropriate time frame. Under Evaluation Criteria, select the appropriate item(s). Click the Goal Details tab (see red arrow). Goals (Cont’d)

87 9/9/2014 Slide 87 Click the appropriate checkbox(es) to signify “Who is Responsible?”. Click the checkbox under “Additional Goal Information” if applicable. Click the Objectives tab (see red arrow). Goals (Cont’d)

88 9/9/2014 Slide 88 Follow steps as outlined for goals in slides Sync with Goal will populate the same measure selected for the goal. FYI: See Notes for pertinent information. Revise dates as needed. Goals: Objective Tab

89 9/9/2014 Slide 89 Goals: Objective Tab (Cont’d) A user may elect to monitor objectives by following these steps: Click Active to activate Progress Monitoring. FYI: Active turns red after it has been selected.

90 9/9/2014 Slide 90 Goals: Objective Tab (Cont’d) Retain progress monitoring selections that were chosen for goals or revise as needed. Assign Primary Staff by clicking on the smiley face to assign yourself or click the pencil to search for and assign another staff member. Click OK. Now the Objectives screen displays the monitoring information.

91 9/9/2014 Slide 91 Goals (Cont’d) Click Save Goal (see red arrow).

92 9/9/2014 Slide 92 Goals: Order Under the Plan Goals tab, clicking on this icon allows user to change the order of the goals.

93 9/9/2014 Slide 93 Goals: Order (Cont’d) Highlight the goal and use the up and/or down arrow to move it. Repeat steps as needed. Click Ok.

94 9/9/2014 Slide 94 Goals: Delete a Goal Click on the name of the goal to be deleted. The title will be high-lighted in gray. Click Make Inactive at top right of screen. Click Save Goal at bottom right of screen.

95 9/9/2014 Slide 95 Goals: Delete an Objective Click the red X next to the objective to be deleted. Click Save Goal. Note: Any unused objective that has not been deleted will prevent locking of the ARD.

96 9/9/2014 Slide 96 Select a Domain. Click Add a Custom Goal. Goals: Add a Custom Goal Enter the Goal Name. Select an Area of Concern. Click Save.

97 9/9/2014 Slide 97 The name of the custom goal will appear under Selected Goals. Click Add Selected Goals. Goals: Add a Custom Goal (Cont’d) Type Custom Goal Text Here. Under the Plan Goals tab: Click on the name of the custom goal. Type custom goal text in the white textbox. Complete remaining information. FYI: Custom goal(s) will not contain objective(s). See next slide to create a custom objective.

98 9/9/2014 Slide 98 Goals: Add Custom Objective From the Objectives tab, provide an Objective Title. Click Add Custom Objective. Type objective text in the white textbox. Complete remaining information. Type Custom Objective Text Here.

99 9/9/2014 Slide 99 Now that you have set up your goals, select ARD Accomm Supports to continue the ARD. Complete all required fields. Select ‘The ARD committee has determined…’ as shown below. ARD Accommodations/Supports

100 9/9/2014 Slide 100 This screen also has fields for entering information related to: Assistive Technology Autism Spectrum Disorder State/District-Wide Assessments Complete all required fields on this screen. Click Save. Click the Assessments event section. ARD Accomm/Supports (Cont’d)

101 9/9/2014 Slide 101 Assessments Open the Assessments section: 1.Assessments and Accommodations are listed under separate tabs. 2.Classroom Accommodations will list any selected accommodations for the classroom. 3.All Assessment and Accommodation Selections Have / Have Not Been Made located at the bottom of the screen verifies that the user has addressed this section

102 9/9/2014 Slide 102 Assessments (Cont’d) Required assessments for the student’s current grade level will display on the Assessments tab.

103 9/9/2014 Slide 103 Assessments (Cont’d) Each assessment has dropdowns for School Year and Testing Decision.

104 9/9/2014 Slide 104 Assessments (Cont’d) The Justification category contains commonly used explanations in its dropdown. Note: The scroll bar at the right means additional information is available.

105 9/9/2014 Slide 105 Assessments (Cont’d) Will Take is the default selection under Testing Decision. If a different assessment is required such as STAAR Modified, select it in the Testing Decision dropdown.

106 9/9/2014 Slide 106 Assessments (Cont’d) A Justification will be required when an alternative assessment is selected. Choose a justification statement from the drop down selections or Select Other to type a justification statement.

107 9/9/2014 Slide 107 Additional Assessments To select additional assessments such as those required for the next school year, select Add Assessment at the top right of the screen.

108 9/9/2014 Slide 108 Additional Assessments (Cont’d) Open Grade Level drop down. Select student’s grade for the next school year. FYI: If the student’s current grade is 3 rd, select 4 th. or Open Assessment Type drop down to choose the test to be addressed. Note: For the most accurate results, choose only one parameter.

109 9/9/2014 Slide 109 Additional Assessments (Cont’d) Click Search. Click box next to appropriate assessments for the next school year. Click OK.

110 9/9/2014 Slide 110 Additional Assessments (Cont’d) Notice the “added” assessments populated below the current year’s assessments and are signified by a red X.

111 9/9/2014 Slide 111 Additional Assessments (Cont’d) Be sure to change the School Year for each additional assessment. Open the School Year drop down. Select appropriate school year. If applicable, repeat steps for Testing Decision and Justification.

112 9/9/2014 Slide 112 Additional Assessments: Delete Only assessments that have been “added” can be deleted. Click red X next to assessment that needs to be deleted, i.e. STAAR-4 th – Writing. Click Yes to question. STAAR-4 th - Writing has been deleted and is no longer listed as an assessment.

113 9/9/2014 Slide 113 Accommodations To add accommodations to an assessment, the user selects the Accommodations box next to the corresponding assessment. Only accommodations for the selected assessment will be available. Note: C/R = classroom accommodations Asses = assessment accommodations Make selection(s). Click OK to return to the previous screen.

114 9/9/2014 Slide 114 Accommodations (Cont’d) After the Assessments and Accommodations screens are addressed, click Save Assessments. Click Have for statement “All Assessment and Accommodation Selections Have/Have Not Been Made.” Click Yes to verify the assessment section has been reviewed.

115 9/9/2014 Slide 115 Assessments: DNQ For a student who is identified as DNQ (Do Not Qualify), Assessments will need to be reviewed. Open the Assessments section. Click Have (Been Made) for the statement “All Assessment and Accommodation Selections Have/Have Not Been Made.” Click Yes to verify the assessment section has been reviewed. Event can then be locked. FYI: The Assessments page does not print in a DNQ ARD.

116 9/9/2014 Slide 116 Click ARD Considerations in the event section, which includes Consideration of LRE and Justification for Removal from General Ed. The Justification for Removal from General Ed is not required unless you specify the student will receive part or all instruction in a special education instructional setting. ARD Considerations Complete all required fields on the Consideration of LRE tab and Justification for Removal from General Ed tab (if required). Click Save. Click Services in the event section.

117 9/9/2014 Slide 117 Services Select the Services section.

118 9/9/2014 Slide 118 Services Select appropriate category for Service School/Location. Click Add New at bottom left of screen.

119 9/9/2014 Slide 119 Services (Cont’d) Click the Service Group dropdown. Select Special Education Instructional Area/Support, Related Services, Supplementary Aids and Services, or PEIMS Codes. Select the Service Type.

120 9/9/2014 Slide 120 Services (Cont’d) Drop downs for Service Type (Related Services, Supplementary Aids and Services, and PEIMS Codes). PPCD SERVICE LOCATION CODES 1, 3-8 will be used by PPCD teachers/ staff to document data for the PEIMS submission.

121 9/9/2014 Slide 121 Services (Cont’d) If your student meets all of the following criteria, you will assign him/her a code:  Is currently enrolled in Dallas ISD  Has a special education status of active/eligible  Is between the ages of 3-5 yrs. Old  Is enrolled in grades Early Childhood (EC), Pre-Kindergarten (PK), or Kindergarten (KN) Does My Student Require a PPCD Service Location Code?

122 9/9/2014 Slide 122 Services (Cont’d) Red x next to Service Type allows user to change selection. The Sessions field is pre-filled and unavailable to the user. Complete the Duration, Units, and Frequency fields. FYI: Defaults are 0, Minutes, and Weekly. Service School/Location defaults to category selected on previous screen. In this example, it is Public School.

123 9/9/2014 Slide 123 Services (Cont’d) The Setting will populate dependent on the service type. Click the smiley face to assign yourself as the Provider or assign another staff member by clicking on the pencil icon. Select the appropriate Delivery Method if applicable. Click Mod. (Modified) Curriculum if applicable. Select a Reporting Category. Link to Goals allows a user to link a service with a related goal.

124 9/9/2014 Slide 124 Services (Cont’d) If applicable, maximize the Service Details screen by clicking on the icon in the upper right corner to access the save options.

125 9/9/2014 Slide 125 Services (Cont’d) Click Add & New to save changes and to add a new service. A blank Service Details screen will become available. Click Add & Close to return to the Services tab.

126 9/9/2014 Slide 126 Services: Review/Edit Existing Service To review and/or edit an existing service: click the pencil icon.

127 9/9/2014 Slide 127 Services: Review/Edit Existing Service (Cont’d) Revise appropriate categories. The Previous or Next button allows access to other services for the student. Select Update & New to save changes and to add a new service. A blank Service Details screen will become available. Select Update & Close to save changes and return to the Services tab.

128 9/9/2014 Slide 128 LRE Calculation Click Save Services. “Services Successfully Saved” message will briefly appear in upper left corner of screen. Click LRE needs to be recalculated.

129 9/9/2014 Slide 129 LRE Calculation (Cont’d) Click Save LRE.

130 9/9/2014 Slide 130 LRE Placement NOTE: Please verify with Special Education representative before changing LRE Placement. To assign a different LRE Placement, click Manual Override. Select the appropriate LRE Placement from the drop-down selections. Click Save LRE.

131 9/9/2014 Slide 131 Click on Dys/Trans/ESY/Grad section and complete the required fields. The determination for transportation is populated based upon adding transportation as a Related Service in the Services section. If transportation has been added, “ … does need special education transportation …” will populate. If the user did NOT add transportation, the statement will read “… does not need special education transportation…” Dys/Trans/ESY/Grad

132 9/9/2014 Slide 132 Complete the remainder of the DYS/Transportation/ESY/Graduation section. Click Save. Dys/Trans/ESY/Grad (Cont’d)

133 9/9/2014 Slide 133 If transportation is required, the user must complete the Transportation Supplement. Complete all required fields of both tabs. Supplements - Transportation

134 9/9/2014 Slide 134 Supplements – Transportation (Cont’d) Add is selected when the student does not currently ride the bus and needs transportation services. FYI: The information will be submitted to Dallas County Schools (DCS). Continue Eligibility is selected when the student currently rides the bus and NO changes are being made. FYI: The information will NOT be submitted to Dallas County Schools. Change is selected when a change is being made to any information within the transportation supplement. FYI: The information will be submitted to Dallas County Schools. Drop is selected to discontinue transportation services. Select the appropriate transportation request.  If you are requesting transportation for the regular school year, select Special Education.  If you are requesting transportation for Extended School Year Services, select ESY. These are the transportation options: Add, Continue Eligibility, Change, and Drop.

135 9/9/2014 Slide 135 Supplements – Transportation (Cont’d) If a student is eligible for transportation services, but the parent prefers to bring him/her before and/or pick up after school, users now have the option to select the checkbox(es) “Pick-up not needed per parent….” and/or “Delivery not needed per parent…” If either or both are selected, the address becomes blank and read-only. If both are selected, the information will NOT be submitted to DCS. If in the future the parent cannot bring or retrieve the student to/from school, the campus will only need to create and lock a Stand-Alone Student Information for Transportation Services event.

136 9/9/2014 Slide 136 ARD – Eligibility The last two tabs of the ARD – Eligibility section (Attending Campus/Assurances/ Minutes and Signatures/5-day Implementation Waiver) must be completed after all other sections have been addressed.

137 9/9/2014 Slide 137 ARD – Eligibility: Signature Page Signatures/5-day Implementation Waiver: Complete all required fields. Select ‘The committee mutually agreed…’ If applicable, a statement for the 5-day waiver for implementation of the IEP is on the Signature Page tab also. Select ‘I give permission …‘, then set the IEP implementation date. Note: If waiver option is selected, parent signature is required in the appropriate textbox.

138 9/9/2014 Slide 138 ARD – Eligibility: Signature Page (cont’d) In cases where mutual agreement was not reached, other options are available. If any of these options are selected in error, the correction may be made in an Annual or Revision ARD. Refer to ARD 101 training manual and/or contact campus Compliance Specialist.

139 9/9/2014 Slide 139 At this point all required forms should be complete. Click Compliance and then Lock. Completing ARD/IEP Meeting

140 9/9/2014 Slide 140 Hidden Screens Review Of Existing Evaluation Data (REED) Supplements – BIP/Behavior Review/Screen pg. 1 and pg. 2 Supplements – AI Supplements – VI Supplements – ESY Supplements – Transition Supplements – Transportation Supplements – Graduation Option Supplements – LPAC STAAR ALT Requirements DB Census VI Census Supplement – Personal Care Supplement – School Health Most forms that were previously optional are now hidden in the Event Sections panel of Annual and Initial ARD events.

141 9/9/2014 Slide 141 Hidden Screens: Available based on Age/Grade Supplements – Transition is available and required for students who are 13 years old or older. Supplements – Graduation Option is available and required for 8 th through 12 th grade students. ARD Trans/PLAAFP - Course of Study/Transition is available and required for 8 th through 12 th grade students.

142 9/9/2014 Slide 142 Optional Forms In example below, Supplements-Transition is not available. After selecting “Transition planning is needed” in PLAAFP section, now Supplements-Transition is available and required (note the pink triangles in each tab). How does Optional Forms work?

143 9/9/2014 Slide 143 Optional Forms (Cont’d) After selecting “Transition planning is not needed at this time” in PLAAFP section, the Transition supplement is now hidden. How does Optional Forms work?

144 9/9/2014 Slide 144 Optional Forms (Cont’d) Return to Event Overview. Click Reload Event Data. Click Compliance. Note: Transition screens are optional and marked Not Complete. How to Hide Optional Forms

145 9/9/2014 Slide 145 Optional Forms (Cont’d) Click Reset optional forms. How to Hide Optional Forms Select check box next to the form(s) that should be hidden. Select Reset. The following message will display in upper left hand corner:

146 9/9/2014 Slide 146 Optional Forms (Cont’d) How to Hide Optional Forms Click Reload Event Data. Click Compliance. Note: Transition screens are now marked Blank.

147 9/9/2014 Slide 147

148 9/9/2014 Slide 148 Resources Help Feature in Exceed Click on the Help icon in the upper right-hand corner of the Exceed screen. FYI: This document does NOT address district policy nor Special Education Legal Framework regulations. Specialized Data Management Support Website Click on User Manual.

149 9/9/2014 Slide 149

150 9/9/2014 Slide 150 Progress Monitoring Search for a Student Click the Search dropdown button. Enter parameters such as student identification number, last name comma first name, or initial of last name comma initial of first name (i.e or Smith, Albert or s,a). Click Search.

151 9/9/2014 Slide 151 Progress Monitoring (Cont’d) Open Student Options Menu Click on a student’s name. Click the Options Menu icon (blue gear). Click Add Scores/Progress. The user will be directed to a Progress Monitoring Scores screen.

152 9/9/2014 Slide 152 Progress Monitoring (Cont’d) Progress Monitoring Scores dialog contains existing scores that have already been entered and the option to add additional scores.

153 9/9/2014 Slide 153 Progress Monitoring (Cont’d) To add an assessment score: Click the Domain for which you want to enter a score. The dialog’s title will include the measure you are scoring and name of the student..

154 9/9/2014 Slide 154 Progress Monitoring (Cont’d) To add an assessment score: In the Score Date field, specify the date you entered the score. Note that the value defaults to the current date. If you want to enter a new date, either enter it directly into the field, or click the calendar icon and specify the date using the date picker tool. Enter the score in the field immediately to the right of the scoring date. FYI: The name of this field varies depending on the type of scoring used for the measure. If the score is an untested score, check the Not Tested box. Specify the remaining score information as desired. Enter any notes pertaining to the score in the Narrative box. FYI: This field holds fifty (50) characters including spaces. Click Save to record the score and close the dialog box.

155 9/9/2014 Slide 155 Progress Monitoring (Cont’d) To edit an existing score: Click the progress score you want to edit. EXCEED displays the score window for the selected score. Edit the score as described on the previous slide.

156 9/9/2014 Slide 156 Progress Monitoring (Cont’d) To delete a progress score: Click the Delete icon (X) to the right of the score you want to delete. Exceed will ask you to confirm the deletion. Click Yes to delete the score.

157 9/9/2014 Slide 157 Progress Monitoring (Cont’d) The Monitoring section of the Student Profile allows you to view graphical and tabular views of the student’s progress in his or her plans. You can also add progress scores from the Monitoring section.

158 9/9/2014 Slide 158 Progress Monitoring (Cont’d) Hover over each button to highlight the line on the graph it describes. Click the button to toggle that line’s visibility on the graph. Progress data point: Hover the pointer over it to see more detailed information.

159 9/9/2014 Slide 159 Progress Monitoring (Cont’d) Select the measure you want to view scores for using the Measure/Goal drop-down. Click Current to have the drop-down display only measures for current plans. Click All to have the drop-down display measures for all plans.

160 9/9/2014 Slide 160 Progress Monitoring (Cont’d) To view the scores in tabular as opposed to graphical view, click the data button.

161 9/9/2014 Slide 161 Progress Monitoring (Cont’d) To print scores for a measure, click the Print icon.

162 9/9/2014 Slide 162 Progress Monitoring (Cont’d) Student’s name

163 9/9/2014 Slide 163 Progress Monitoring (Cont’d)

164 9/9/2014 Slide 164

165 9/9/2014 Slide 165 Progress Reports The Progress Reports portion of the Student Profile allows you to add, view, and edit progress reports for the student. Progress reports track a student’s progress toward a goal and/or objective. You can view both pending and completed progress reports.

166 9/9/2014 Slide 166 Progress Reports (Cont’d) Below is an example of activity documented under the Pending and Complete sections.

167 9/9/2014 Slide 167 Progress Reports (Cont’d) To ADD a new progress report Click the Add/Assign button. EXCEED displays the following dialog: FYI: Program will pre-fill.

168 9/9/2014 Slide 168 Progress Reports (Cont’d) To ADD a new progress report, continued Specify the progress report information as follows: Goal – The goal to which the report pertains. Progress Report for Objective – Indicates the progress report is for an objective. Staff – Staff assigned to update the goal. Click the smiley face to assign yourself. Click the pencil icon to assign a staff member. Progress Report Date – The date of the progress report. Either enter the date directly into the field in dd/mm/yyyy format or click the calendar icon to select a date. FYI: Each migrated goal from Encore must have a different progress report date. Due Date – The date the progress report is due. Either enter the date directly into the field in dd/mm/yyyy format or click the calendar icon to select a date.

169 9/9/2014 Slide 169 Progress Reports (Cont’d) To ADD a new progress report, continued Click Create Progress Report Entry. EXCEED closes the dialog and opens the Progress Report Detail dialog.

170 9/9/2014 Slide 170 Progress Reports (Cont’d) To ADD a new progress report, continued EXCEED displays the Progress Report Detail dialog:

171 9/9/2014 Slide 171 Progress Reports (Cont’d) To ADD a new progress report, continued Specify the progress report details as follows: Progress – The student’s progress in the goal/objective. Staff – Staff assigned to the goal/ objective. Progress Level – The student’s level of progress for the goal/objective. Reason Goal Not Met – The reason the student failed to meet the goal/objective target. Supervision Level – The level or degree of supervision the student received while working toward the goal/objective target. Data Collection Method – How data for scoring the goal/objective is collected.

172 9/9/2014 Slide 172 Progress Reports (Cont’d) To ADD a new progress report, continued Examples of the drop down items:

173 9/9/2014 Slide 173 Progress Reports (Cont’d) To ADD a new progress report, continued Enter Progress Notes. FYI: Progress notes are required. When you are finished viewing/editing the progress report, click Save to commit your changes. To indicate the progress report is complete, refer to slides Progress notes are required. Refer to next slide

174 9/9/2014 Slide 174 Progress Reports (Cont’d) To COMPLETE a progress report, To indicate that the progress report is Complete, select  Progress Was Shown – indicates student showed progress during the reporting period.  Maintained Current Progress Level – indicates student maintained current progress during the reporting period.  Student Showed Regression – indicates student regressed during the reporting period. This is the final progress report – If applicable, check this box to indicate the current report is the final report for the goal.

175 9/9/2014 Slide 175 Progress Reports (Cont’d) To COMPLETE a new progress report, continued Select Complete. Click Save to commit your changes and close the window. Completed reports appear in the Complete window shade. A check indicates the score is the final progress report for the goal.

176 9/9/2014 Slide 176 Progress Reports (Cont’d) Repeat the ADD process for each goal. Reminder: Ensure each migrated goal has a different progress date.

177 9/9/2014 Slide 177 Progress Reports (Cont’d) To REVIEW AND/OR EDIT an existing progress report, click on the pencil icon next to the respective entry. You will return to the Progress Report Details dialog (see slide 154).

178 9/9/2014 Slide 178 Progress Reports (Cont’d) To PRINT an existing progress report, click on the printer icon next to the respective entry.

179 9/9/2014 Slide 179 Progress Reports (Cont’d) Example of an IEP Progress Report in pdf format. Click on the printer icon to print.

180 9/9/2014 Slide 180 Progress Reports (Cont’d) To VIEW progress report(s) from a PREVIOUS school year, search for a student. Click on the student’s name to open student profile.

181 9/9/2014 Slide 181 Progress Reports (Cont’d) To VIEW progress report(s) from a PREVIOUS school year, continued From gray navigation panel, select Special Ed. Select Plan History.

182 9/9/2014 Slide 182 Progress Reports (Cont’d) To VIEW progress report(s) from a PREVIOUS school year, continued Select the date of the ARD for the progress report user would like to view.

183 9/9/2014 Slide 183 Progress Reports (Cont’d) To VIEW progress report(s) from a PREVIOUS school year, continued Select Print Progress Reports. FYI: If the case manager/provider did NOT complete any progress reports, the Print Progress Reports icon will not be available.

184 9/9/2014 Slide 184 Progress Reports (Cont’d) To VIEW progress report(s) from a PREVIOUS school year, continued The progress report for the selected plan can be viewed and/or printed.

185 9/9/2014 Slide 185

186 9/9/2014 Slide 186 Student Transfers from Out-of-DISD Choose a student. Select Events.

187 9/9/2014 Slide 187 Schedule New Meeting Click on All Events. FYI: This will ensure a duplicate event has not already been scheduled. Select Schedule New Meeting.

188 9/9/2014 Slide 188 Select Event Type Select Event Type – Student Transfers from Out-of-DISD.

189 9/9/2014 Slide 189 Select a Due Date and a Scheduled Date by clicking on the small calendar icon. Select Dates If the scheduled date is greater than the due date, the following message will display. Click OK.

190 9/9/2014 Slide 190 Select a Scheduled Time by clicking on the arrows or clock icon. Select the Smiley Face icon to assign yourself to this student. Click Save. Select Time/Staff

191 9/9/2014 Slide 191 EXCEED generates the Student Transfers from Out-of-DISD event and it appears in the Current and Upcoming Events panel. The next step is to open the Meeting Manager and complete the event. Student Transfers from Out-of-DISD Click the Meeting Manager Icon.

192 9/9/2014 Slide 192 There are two event sections under the Event Sections panel: Procedural Safeguards- Transfer and Disabilities. Event Overview and Tasks/Contacts are always the first and last categories under Event Sections. Procedural Safeguards – Transfer Select Procedural Safeguards – Transfer from the Event Sections panel.

193 9/9/2014 Slide 193 Procedural Safeguards – Transfer Complete all the required fields on the form. Select “Student’s active status has been verified and information is not needed”. Select “No” from the dropdown for Multiple disability. Click Save.

194 9/9/2014 Slide 194 Disabilities Select Disabilities from the Event Section. The screen will open to display Order, Disabilities, Status, and Eligibility Date.

195 9/9/2014 Slide 195 Disabilities (Cont’d) Click on the Add New button.

196 9/9/2014 Slide 196 Disabilities (Cont’d) Now Order populates as 1-Primary. Select the appropriate disability from the drop-down box. For the first disability, the number 1 pre-populates under the Order category. Press the Tab key or double-click within the Disabilities section.

197 9/9/2014 Slide 197 Disabilities (Cont’d) If applicable, repeat the steps for additional disabilities. Enter the appropriate number under the Order category (2 = Secondary; 3 = 3 rd ; 4 = 4 th ; etc.). Click Save.

198 9/9/2014 Slide 198 Click on Event Overview. The Student Transfers from Out-of-DISD Overview displays. Event Overview: Student Transfers from Out-of-DISD Click Compliance, and if the meeting is compliant, click OK to the pop-up message. Click Lock, and if you are ready to lock the meeting, click OK to the pop-up message.

199 9/9/2014 Slide 199 The following events have been generated and placed in the Current and Upcoming Events panel: Events Generated by Student Transfer Student Transfers from Out-of-DISD is now listed in the Ended and Locked Events panel. Review of Outside LEA Data Prior Written Notice of ARD – Annual Annual ARD/IEP Meeting

200 9/9/2014 Slide 200

201 9/9/2014 Slide 201 The Student Transfer Meeting is the former Temp ARD. To access information on completing the Student Transfer Meeting, please follow these instructions: Go to the Dallas ISD website. Click on Departments in the top menu bar. Search for Specialized Data Management Support and click on the name. You are now in the SDMS Website. From the left-hand panel, click on FAQs. Scroll down the page to EXCEED IEP. Click on “How do I complete a Student Transfer Meeting in Exceed IEP?” Need assistance? Contact the SDMS Help Desk at (972) Student Transfer Meeting

202 9/9/2014 Slide 202 Final Questions


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