SPECIAL SERVICES MEETING MARCH 27, 2015

Agenda Sps Statistics End User Requirements Windows 8 Cherwell Helpdesk DASL – NIEP Event Sps Release – Manifestation Determination Task Special Education Event Form Data Collection Form – EMIS Extract – Page Edit Rich Text Tool Bar Confirmation Window – Form Changes – Defects Resolved Sps Release – District & User Banks – Live Contacts Future Development Best Practices – Icon Time Limits – Student Properties – Admin/Power Users – CFE – IEP Summary – Pushing Data Reports ProgressBook Suite Release Survey Enhancement Sps User Meetings Questions & Answers

NEOnet Sps Statistics Akron Digital Academy* Barberton City Schools Buckeye Local Schools Brunswick City Schools* Cambridge Community Schools (6) Cloverleaf Local Schools Copley-Fairlawn City Schools* Coventry Local Schools Cuyahoga Falls City Schools Cuyahoga Heights Local Schools Green Local Schools Kent City Schools Manchester Local Schools Maplewood Career Center Maple Heights City Schools * indicates a new school/building Mogadore Local Schools Nordonia Hills City School Norton City Schools Portage Lakes Career Center Revere Local Schools Richmond Heights Local Schools Schnee Learning Center Springfield Local Schools Steel Academy* Summit Academy Community Schools (26)* Summit County Preschools Tallmadge City Schools Twinsburg City Schools Woodridge Local Schools There are currently 21 districts, 1 ESC, 2 Career Centers, 32 Community Schools and 2 Digital Academies in the NEOnet consortium using Sps:

End User Requirements

Cherwell NEOnet is now using new Helpdesk software. Tickets can be created as follows: – to create Helpdesk Tickets: (FYI: The must include a subject – Create Ticket in the Helpdesk portal on the NEOnet website: Please note: Your username/password will be your ProgressBook/Special Services login. – sent to me: I will create the helpdesk ticket and send the answer/solution through the helpdesk ticket. Please note: These tickets come from the OECN.

Cherwell Helpdesk to create Helpdesk Tickets: (FYI: The must include a subject Update Tickets: You can update your ticket by replying to one of the s sent to you by the helpdesk system (OCEN Support from Your s can also include attachments and screenshots and they will be added as part of the HelpDesk Portal: While we understand the ease and convenience of managing your tickets by , you will not be informed of current known issues or be able to access your closed tickets unless you visit the help desk portal Your username/password will be your ProgressBook/Special Services login. neonetda\username Documentation & Short Video: These can be access on our website at We are asking that everyone who needs to report an issue to send an to or log into the new Helpdesk Portal. If you have any issues logging into the portal, please do not hesitate to call or me.

Sps Release Manifestation Determination Task – This task is now reportable to EMIS – A Special Ed Events form is now a required form for this task

Sps Release EMIS Data Collection Form (DCF) – Contains a new SEMD line – Populates from the Manifestation Determination section of the Special Education Events Form.

Sps Release All Special Education Event forms – PSTC – Preschool Transition Conference Date The following Outcome ID options have been removed since these are no longer valid – PSPD Parental delay of subsequent required activities requested – PSNR Parental delay not requested

Sps Release EMIS Extract – EMIS Extract Format Removed from Build EMIS Extract EMIS Extract now generates both Student and Assessment Extracts Reporting indicators “K” and “N” in the file layout replaced with – Indicator of “S” for student, FD, GQ, GE and FE records – Indicator of “A” for assessment, FA records – Users are now able to download the EMIS Extract file and error log directly to your computer

Sps Release Page Edit – Tool Bar – Rich Text Formatting toolbar now remains in a fixed position – Include Page Number and Include Draft Watermark abbreviated to accommodate different screen resolutions

Sps Release Page Edit – Confirmation Window – Now detects if changes have been made and the user did not save prior to attempting to exit the page – If no changes are made The screen no longer prompts the user to Save

Release IEP Forms – Date in Footer of each page of the state’s forms now corresponds to ODE’s date even if there is not a change to the content on the latest edition of the form – IEP 6 Measurable Annual Goals page Wording change

Sps Release IEP Forms – Date in Footer of each page of the state’s forms now corresponds to ODE’s date even if there is not a change to the content on the latest edition of the form – IEP 6 Measurable Annual Goals page Wording change

Sps Release IEP Forms – IEP 12 Statewide and District Wide Testing page Updated sentence before bottom text box

Sps Release IEP Forms – IEP 14 Signatures page Updated 2 nd check box under Annual REREVIEW/REVIEW OTHER THAN ANNUAL REVIEW (Change of Placement)

Sps Release Table Resize Capability With the release of Special Services version the Rich Text Editor allows users to resize table columns inside of the forms once tables have been created. By clicking and dragging the gridlines once the double arrow appears, each column can be resized to the desired width to fit the content entered allowing for more flexibility over content within the table in the form.

Sps Release Defects Resolved: D IEP Summary Report – Rich text formatting elements did not display correctly on the IEP Summary Report – The report has been rewritten to properly handle rich text formatting D IEP Due Date corrected on IEP Summary Report – IEP Due Date incorrectly displayed dates for AIEPs and TIEPs – The Due Date now correctly states “See Original IEP”

Sps Release D Completed Tasks – PDFs of completed tasks previously displayed pages out of order – PDFs created when completing tasks now display in the same order as on the Open Tasks screen – Note: This issue has been resolved for tasks completed from v forward; however, is not retroactive. * Please note that the Attachment Pages are still falling to the bottom. D Rich Text Editing – Rich Text Editing was lost when CFE from a task prior to v – This has been corrected, rich text editing fields correctly convert plain text to rich text

Sps Release D EMIS Data Collection Form – If a task had two Testing or Services pages, the second page of data did not display on the EMIS DCF when Verify EMIS was selected or on the EMIS DCF after completing the task – This has been corrected, the second page of data displays correctly D EMIS Extract – Previously, Date of Test of “Feb 2015” on an IEP task, did not populate the EMIS extract file – The testing date of February 2015 correctly populates the EMIS extract file as in field position 40-45

NIEP There is still currently no plans to create a NIEP Event in Special Services. The following screens explain how to report this event in DASL.

DASL As you have heard, EMIS has made changes that affect special education reporting, and an additional change is expected later this year. A special event type of “NIEP” has been added. This event type is to be reported when a district or community school is providing services described in an IEP that is not current. The student might be a transfer student who arrives with an unacceptable or expired IEP, or might be a student whose IEP expired before the district had an opportunity to review it. In the past, some districts felt pressured to report a “TIEP” code for any student arriving with an IEP, regardless of whether their district believed that IEP was appropriate. Other students arrive with an expired IEP, but districts are required to provide comparable services until they can create a current IEP.

DASL NIEP - Report the following elements when Special Services is being provide without an IEP in Place: – Date – date services started – Date Type – NIEP – Non-Compliance ID – 10, 11, or 12 – Outcome Begin Date – Date service started – Outcome End Date – (unless services terminated) – Outcome ID – select from those currently provided for other IEP type events. – Secondary Planning Element - ***

DASL Release NIEP - Non- Compliance IDs – 10 - Student newly transferred in; IEP adoption determination not complete; services being provided based on prior IEP. – 11 - IEP expired; new IEP not in place; services being provided based on prior IEP – 12 – IEP current, but not reported in EMIS in prior reporting period; services provided based on current IEP. Student must have a disability code reported on the FD record when a NIEP is reported.

EMIS Reporting Periods Reminder FY15 – June 1, 2014 – June 30, 2015 FY16 – July 1, 2015 – June 30, 2016

Sps Release District/User Banks – District Banks – are accessible on the Admin Tab – User Banks - Access will available through both the Quick Task Menu and Setup Tab. – This Quick Task Menu will populate both User and District Banks. – The Quick Task Menu updates with Bank Item associated with the field user is in. – User can preview, edit and delete banks from this menu. – Implementation of the type of banks be a two-part process.

Sps Release

IEP Forms with Banks – Future Planning, Instructional Factors and Profile – Post Secondary Transition – Goal Page – Services Page – Non Academic General Factors and LRE – Testing Page Service Plans forms with Banks – Goal Page – Testing Page ETR Forms with Banks – Preschool Planning – School-Age Planning – Evaluation Plan – Team Summary – Eligibility Prior Written Notice Bank

Sps Release Student Properties Live Student Contacts from StudentInformation – No waiting overnight for updates – Addition of contact cell phone, work phone and – All updates still done in DASL – The Primary Contact will be the Default – Users will need to select the new Primary in Student Properties and save, once changes are made. – Users will also be able to select cell phone, work phone, or options as well.

Sps Release

Future Development Additional Bank Fields for the forms Testing Requirements Testing Dates Any Form changes Any EMIS Reporting as it relates to Special Services.

Best Practices Icon Time Limits The icon in Gradebook that states “Student has forms to view in Special Services” stays 13 months. The ability to Create from Existing “CFE” is 18 months.

Best Practices Student Properties – Any changes made to the student contacts updates nightly from DASL – User/District should open Student Properties and verify that the changes were made. – Users Must open the Cover Page to save the changes.

Best Practices Admin/Power Users Refresh your screen when doing the following: – D2D Export Multiple Tasks – Deleting Multiple Tasks – Completing Multiple Tasks Clean out your browsing history occasionally; – Temporary Internet files, – cookies, – history, – download history

Best Practices CFE – Create from existing/prior When a user creates a copy of an IEP or ETR task, all the dates move to the Data Collection Form. The user needs to Open the Cover Page and make changes or save. The user needs to remove the invalid dates on the DCF Data Collection Form.

Best Practices Here is an example of a RIEP that was copied from a TIEP. The TIEP date moved over onto the Special Ed Events page and then to the DCF.

Best Practices IEP Summary The IEP Summary will not show all data if an Event date is missing in Completed Task. It does not mean that it is missing from the forms, but that something happened during the Completion Process, such as connectivity. A copy of the IEP must be made, the Cover, Services, Goals, and Testing Page resaved, the IEP completed and the bad copy deleted.

Best Practices Pushing Data – If both ETR & IEP are written on the same day or have the same start/event date Complete the ETR first and then Complete the IEP – If the ETR and IEP are left open all year. Complete the ETR first and then Complete the IEP

Reports The IEP and ETR Due Date is the most accurate for users with a class. Brendon has developed a report that will pull only Active students for the Admin. Need a test district and the Status Codes needed.

ProgressBook Suite Release Schedule Product VersionProduction ReleaseNEOnet Installed 14.5August 1, 2014August 2, Late SeptOctober 9, Late Jan/Early Feb 2015February 25, April/May June 2015

Sps User Meetings End of Year Meeting – May 8, 2015 All User Meetings are held from 9:00 – 11:30 at NEOnet in the Room A Registration for this meeting will be posted to the NEOnet website after the meeting. Please register there. Software Answers will do a presentation of the new design of the District/User Banks and Live Contacts from DASL.

Questions