SPECIAL SERVICES MEETING DECEMBER 5, 2014

Agenda Sps Statistics End User Requirements Windows 8 Cherwell Helpdesk Sps Release – Student Properties – Page Number Options – Draft Watermark Options – General Invitation – Adding Forms – Special Education Events Form – SOP Task Sps Release – Save Indicator – Defects Resolved DASL – NIEP Event – Special Education Reporting Periods – Special Education Funding Sps Release – Future Defects Resolved – Future Enhancements Future Enhancements – Testing Page – Floating Tool Bar Training ProgressBook Suite Release 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

*Windows 8 Windows 8 – If you are using a Windows 8 system and your default PDF reader is the Reader app, when you attempt to open a PDF in Special Services, the PDF does not always display correctly. – For best performances, we suggest using Adobe Reader to open this files instead. – Windows XP – Can only use Chrome

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. 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 Student Properties – Student Properties now includes the Student District id and Date of Birth

Sps Release Page Number Option by Open Task – The users now have the ability to keep or remove the page numbers on the forms in Open Task – Check is selected as the default

Sps Release Page Number Option by form – Users now have the ability to remove the page number on the individual forms – Check is selected as the default

Sps Release Draft Watermark Option by Open Task – The users now have the option to overlay a “Draft” watermark on all the forms in Open Task – “Draft” watermark is not selected as the default

Sps Release Draft Watermark Option by Form – The users now have the option to overlay a “Draft” watermark on an individual form – “Draft” watermark is not selected as the default

Sps Release General Invitation – Users now have the ability to import Parent address on the General Invitation – Select the radio button for the parent information, click import

Sps Release Add Forms – Wording has been changed Previously: Add Optional Forms Changed: Add a Form

Sps Release Special Education Events Forms – All Versions – PSTC – Preschool Transition Conference Date Now includes an Outcome ID with the following options: – A Blank Value – ****Not Applicable – PSNR Parental delay not requested – PSPD Parental delay of subsequent required activities requested Outcome ID updates the EMIS Data Collection Form & EMIS Extract *Please note that the ODE has decided not to collect these new outcomes and they will be removed in Special Services in They are already removed in DASL. ** There will be a script to remove them from the forms

Sps Release FIEP Removed – The FIEP Task Selection has been removed because it is no longer required for EMIS Reporting – Previous FIEP Tasks created will still b available Rich Text Editor Enhancement – When using the Rich Text Editor, you can now resize columns when a table has been added Disability Name Change – On ETR forms and tasks, the disability condition “Cognitive Disability” is now renamed “Intellectual Disability.” – Please note: This name change has not been updated in DASL Yet.

Sps Release Summary of Performance Task – The Summary of Performance is a separate task to be used for providing a summary of a student’s academic achievement, functional performance and recommendations on how to assist students in meeting their postsecondary goals.

Sps Release Save Indicator When you save a form on the Page Edit screen, a Please wait…..indicator now displays to let you know that the application is saving your data.

Sps Release Resolved Issues Improvements have been made to saving data. *Please note at this time, Special Services does not support working on multiple students at the same time via multiple tabs or multiple windows of the same browser. Duplicate Related Services no longer display on the EMIS Form View Archived Forms is now available. Saving Forms and Printing Forms performance has been improved to make screens load and save data faster. The User Banks now work correctly with the Rich Text formatting.

DASL As you may 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 Release 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.

DASL Release EMIS no longer distinguishes the final IEP review meeting from other kinds of reviews. The FIEP code can no longer be reported. – This was removed from Special Services Manifestation determination. Before year-end reporting, EMIS will add a special education event type for “manifestation determination,” allowing ODE to confirm that cumulative removals from the classroom totaling more than 10 days have been appropriately examined by the district.

DASL FD Import issue corrected – Districts can now import the FD Record into DASL

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

Special Education Data & Funding The data used for the federal child count this year will be October 31. This is 30 days earlier than the previous snapshot date, and the October 31 date will align with other child counts required by state and federal law. District reporting requirements for student data will not be affected by this change. The only data change will be the date that the Ohio Department of Education uses to extract the student data used for the count. IEPs that were due to be reviewed near the former December 1 reporting date will still be effective on October 31.

Special Education Data & Funding Federal Funding October 31 st was the count for students with valid IEPs. Determines the total amount the state gets from the Federal government. A formula divides that federal aid to determine district shares. District shares go to districts. District must provide services to students at private schools.

Future Sps Release Enhancement – Page Edit – The Page edit screen now detects unsaved changes on the forms when the user closes or navigates away from the form. – New Confirmation window replaces previous message and prompts the user to confirm saving of the changes. – If no unsaved changes are present when the user closes a form, the screen will not prompt to save.

Future Sps Release Enhancement - EMIS Extract – The EMIS Extract format (drop-down list for selecting reporting periods) removed from the Build EMIS Extract screen. – Each time the process runs, it will now generates both student and assessment extracts. – Reporting periods indicators “K” and “N” in the file layout is replaced with indicators of “S” for student (FD, GQ, GE, and FE records) and “A” for assessment (FA records).

Future Sps Release Defects Resolved – IEP Summary Report – Some rich text formatting elements did not render correctly on the IEP Summary Report. The report has now been rewritten to properly handle rich text formatting. – Completed Tasks – PDFs of completed tasks previously displayed pages out of order. PDFs generated when completing tasks now display in the same order as on the Open Tasks screen. – Please note that this issue is resolved for tasks completed after the release is installed but is not retroactive.

Training Testing Page Date – February 2015 – District that are extracting data the testing date 2/15 date is giving an FA error. – Ignore the error – The software developers will have this fixed before the testing results are available. – *Please note that the FA records can only be imported successfully after the testing results are loaded into DASL. Please communicate with your Testing Coordinator.

Training FD Import issues – The error that districts were receiving when attempting to import the FD records is now corrected. Districts should be always importing the following fields: FD, GQ, GE and FE FA Records are imported after the scores are loaded for the student.

Training Student Properties – Any changes made to the student contacts updates nightly from DASL – Copy on correspondence will bring a second contact in from DASL. – User/District must open Student Properties, verify data, and save. – New tasks will then have changes or second address on the Cover page.

Training Services Page – Support for School Personnel – Aide Services showing on Verify EMIS only when this selection is made in the first text box

Future Enhancements These are the items the software development team are currently working on: FY15 EMIS Compliance Redesign of the Banks – Will include ETR, Service Page Room Location, time and provider, building addresses Add/Remove Textboxes on Service Page Parent Cell Phone and

Future Enhancements New Testing Page that has room for multiple tests – Currently looking at 3 places to report per subjects. Would eliminate multiple testing pages. Floating Rich Text Editor Toolbar – Will float above the Save buttons The software developers has sent examples for our review and feedback. I will also send these out electronically.

Future Enhancements Forms – Software Answers has asked the ODE what changes will take place with the forms. ODE has stated that currently there will be no major overhaul of the forms but will include: – Wording changes on the forms – Add/remove some textboxes

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

Sps User Meetings & Training Sps User Meetings – March 27, 2015 – May 8, 2015 All User Meetings are held from 9:00 – 11:30 at NEOnet in the Room A

Questions