Student Services Preparing For The New Workflows Conference Call Info: Access Code: # *6 to mute your phone, *7 to unmute

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Agenda Purpose of the changes Changes to the Workflows Significance of IEP status Following Implementation - Scenarios and their implications Prior to Implementation – Identifying & addressing records Cohort Considerations General Q & A

Purpose of the Changes To allow districts and schools the ability to more quickly set students in MyEd as eligible for a ministry designation and IEP. This process includes those requiring additional learning support and SSP. Writing the IEP or SSP has been separated out into its own workflow.

New Workflows Process Ministry Identification Workflow - revised Write IEP/SSP Workflow - new IEP Review Workflow Ministry Identification Review Workflow

Student Services Workflows Process Enroll in Student Services Ministry Identification Workflow Write IEP/SSP Workflow Write IEP/SSP Workflow Designation No YES IEP Review Workflow IEP Review Workflow Ministry Identification Review Workflow Ministry Identification Review Workflow Renew IEP Exit

Ministry Identification Workflow Current M. I. WorkflowNew M.I. Workflow Write IEP/SSP Workflow

Ministry Identification Workflow Post Change Expanded checklist: all steps used Quick checklist: Using Skip to Ministry Identification

Write IEP/SSP

IEP Status Students should have only 1 Active IEP Students should not have any IEPs with a status of Draft prior to implementing these changes Preparing for Implementation Correct Problematic Incomplete MI workflow Converted record = Draft

Following Implementation Ministry Identification Workflows: State of Completion at Implemenation 1.Completed Ministry Identification workflow; completed IEP 2.Completed Ministry Identification workflow; incomplete IEP 3.Incomplete Ministry Identification workflow

Scenario #1 Completed Ministry Identification workflow; completed IEP No impact Moving forward: Use Renew IEP and create one of the two review workflows as per the current practice

Scenario #2 Completed Ministry Identification workflow; incomplete IEP No impact Moving forward: Creating the new Write IEP/SSP workflow will copy the existing IEP to be completed in the new workflow There is no need to go back and re-open the workflow

Scenario #3 Incomplete Ministry Identification workflow; incomplete IEP  Workflow is converted to the new, condensed version and the checklist is complete Workflow phase will remain at the same step it was just prior to implementation  The IEP status remains as Draft IEP must be Active in order to move on to create the next workflow

Scenario #3 cont. Moving forward: Option 1 - Uncheck the Ministry Identification workflow to re-open. Save to create alerts and Active IEP; correctly sets workflow phase. Then, create the Write IEP/SSP workflow to copy forward the IEP and complete Option 2 – Manually update the IEP status of these records from Draft to Active; workflow phase is not set to complete. Then, create the Write IEP/SSP workflow to copy forward the IEP and complete. If there are signficant numbers of records to be corrected, submit a Pando ticket to request assistance.

Prior to Implementation IEP top tab Filter: Incomplete Ministry Identification wkfl Search Criteria: Student > Enrolment status Equals Active And Status Equals Draft And IEP type Equals Initial And Workflow phase Does not contain Complete Search based on: All Records Identifying Records

Prior to Implementation Addressing Records Option 1 – Complete Ministry Identification workflows to up to and including Implement IEP. Alerts are set and workflow phase = Complete. Option 2 – Manually update the IEP status of these records from Draft to Active using Options > Override status; workflow phase is not set to Complete.

Cohort Considerations Cohorts 1, 2 and 3 Where there are a significant number of converted records remaining with a status of Draft, please submit a Pando ticket requesting assistance to update the IEP status of these records from Draft to Previous. To identify these records, use “Incomplete MI” filter and then query for SpecialEdReferral before your conversion date. Cohorts 4, 5, and 6 There will be no issues with converted records as was the case with earlier conversions. Future Student Services enrollments will follow the new workflow processes. Cohort 7 Designation records will convert with the status of the “shell” IEP set to Active. These records will be included in extracts and reports that show designated students. When ready, use Mass Enroll in Special Ed to enroll students. Follow the new workflow processes.

Questions and Answers