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Special Services Meeting

Special Services Meeting . May 2019. Agenda. Reports/Defects IEP Summary Report Access – Reg Ed Defect #14125 IEP Summary Report – Revised Defect #14177 Completed Task Report – Revised Sps Release 18.9 Hotfix Year End Year End Process District Sign Off forms Shutdown

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Special Services Meeting

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  1. Special Services Meeting May 2019

  2. Agenda Reports/Defects IEP Summary Report Access – Reg Ed Defect #14125 IEP Summary Report – Revised Defect #14177 Completed Task Report – Revised Sps Release 18.9 Hotfix Year End Year End Process District Sign Off forms Shutdown Sps Trainings 2019-2020 Sps Refresh Kickoff Questions & Answers Welcome • New Districts • End User Requirements ODE Clarification • Leap Year • IEP Dates • AIEP • PS – KG Transition Testing and Standards • Statewide Testing • ELA • Alternate Assessed • Adding Standards to Banks • Extended Standards Software Updates • Tool Tips • Sps In the Know • Support for School Personnel

  3. New Districts2019-2020 • Medina City Schools • 13-Educational Empowerment Group Community Schools (EEG) • 2 – Oakmont Community Schools

  4. End User Requirements 18.8

  5. Leap Year • 2019-2020 is a leap year • February 29, 2020. Recommend you do not start or end on this date from past experience. • Make sure adjustments are made to accommodate this extra day. • A reminder that an IEP cannot be more than a year and an ETR cannot be more than 3 years.

  6. Leap Year Question: • The Special Ed Coordinator for our ESC is asking the following question:===============What does Leap Year do to EMIS reporting for IEPs and ETRs, do we put -2 days for annual reviews?===============She is getting this question from the special ed directors of many of our districts and wants to provide direction before it gets too far ahead of them Answer from the ODE: • From a collection checks perspective:  We just check to make sure that the Outcome End Date is less than a year from the Outcome Start Date.  We do this by simply adding one to the Year of the Outcome Start Date and check the End Data against that date.   • However, the Office for Exceptional Children may do difference checks for compliance.  The bottom line is that if a district is concerned about the Leap Year issue they can simply make the IEP end a few days less than a year and meet to have the re-eval in place.  Remember that while the IEP cannot be for more than a year, it can be less than a year (even by just a few days

  7. IEP End Date IEP Dates • The end date is 364 days from the Meeting Date. • Or 365 minus a day from the Meeting Date. • This is Federal Law under IDEA section 300.324

  8. AIEP Dates AIEP Form ODE Manual 7-6-2018 Amended IEP Meeting Date - The date when an existing IEP has been amended. Must be reported for amendments that change LRE, test types, or decisions related to graduation, such as OGT consequences. Start Date - The start date is decided by the IEP team but cannot precede the parental receipt of the PR-01. and End Date - The end date must match that of the IEP being amended. A ticket was sent to the ODE and per Roger Holbrook he stated “…continue to tell the districts to follow the reporting per the ODE EMIS Manual.  

  9. PS – KGTransition During a meeting with “Office of Exceptional Children” the topic of Kindergarten transition was discussed. Two separate forms will need to be created for the student. The forms are designed to be interactive and provide the information required. The OEC confirmed that each preschool student would need a AIEP or RIEP for the school year the status changes to School Aged. .

  10. PS – KGTransition • Students would need an RIEP written for 18-19 with preschool checked on the cover page. • The LRE will reflect Preschool questions and answers. This must cover the dates the student is attending preschool.

  11. PS – KGTransition • For the New School year (19-20) must have an 19-20 AIEP with the updated LRE or Create a new RIEP. Create from previous task will allow you to copy the data from the 18-19 RIEP.

  12. PS – KGTransition • You have several options on how you would like to handle this. • Hold Meeting in the Spring RIEP and Fall to do either AIEP/RIEP • Hold Spring RIEP and have parent sign AIEP docs for Fall change. Have office staff create, upload and complete 2019-20 AIEP docs after July 1st. • Create and Complete 2018-19 RIEP. Create 2019-20 AIEP and Complete in the 2019-20 year. • There are a few tricks I can help with once you let me know how your district would like to move forward. • During the meeting with OEC they seemed to not be concerned with how the Preschool to School Aged was completed as long as they were two separate documents. • Also, please keep in mind that when you change from a preschool to a School age the Outcome ID changes. This is always a little clean up needed in the fall also.

  13. IEP 12 Statewide and District TestingELA • Statewide Testing • ELA – Reading and Writing subsections are for OGTs only. • Do not fill this area out • Will be removed 2019 -2020

  14. IEP 12 Statewide and District TestingAlternate Assessed • Alternate Assessment • Once a student is checked for alternate assessment it must be checked on the form even if all alternate tests are passed. • It must be reported as ALT on the Special Events Page.

  15. Adding Standards to a Bank

  16. Alternate Assessed Adding“Extended Standards” • The Ohio Learning Standards – Extended (OLS-E) or commonly know as “the extended standards” • Are used for students that are assessed on the Alternate Assessment for Student’s with Significant Cognitive Disabilities (AASCD) • These “extended standards” are accessible on any form when creating banks.

  17. Tool Tips

  18. In The SPS Know SPS 18.0 SPS 19.0 Beginning Sept. 9th New and Old Versions

  19. Support for School PersonnelRevised • Service Page • Support for School Personnel now had all Related Services Available

  20. Regular Ed StaffSpecial Education Documents & Summary Report Access

  21. Sps Release 18.8.0 - Defect #2 District Banks • Defect# 14125 Grouped Classes in the GradeBook doesn't allow access to district banks.

  22. Special Ed Summary Report • This report has been updated to include: • Active or withdrawn students enrolled in the current year. • ETR Due Date • Duration Time is summed for multiple entries of the same service from the Service Page.

  23. Sps Release 18.8.0 – Defect #1 Defect# 14177 - IEP Summary #1 • Navigate to IEP Summary page. • Select a building other than the first in the list. • Select a student other than the first student in the list that has an IEP Summary. • Search for a student with a unique last name that will land you on that student. • *(in other words do not search for "Smith" if there are 10 Smiths in the list and the one you want is not the first one) • "No IEP Summary exists for this student." is displayed to the user. #2 • Select a school building other than the first building in the list. • Navigate to View Completed Tasks for a student, other than the 1st student in the list, that has an IEP in effect. • Navigate to IEP Summary. • The IEP Summary is displayed for the first student in the Student drop-down at the first building in the School drop-down selected.

  24. Completed Task ReportRevised • The Completed Task Report – Revised under the Add-On Reports now includes the new Progress Reports. It can be run by Admins and Guidance or Staff with Classes.

  25. Sps Release 18.9.0 • This is the last enhancement/defect fix for Sps 18.x. • We will send an email with the 18.9 Release details.

  26. End Of Year Process • Run Open Task Report • Complete Tasks • Email Sign off sheets • Shut Down • Summer Access

  27. Run Reports • Open Task Report • Run by Building • Select All Tasks • Click View Report • Export into csv file • Save as an Excel Workbook and sort

  28. Run Reports • After Completing all your tasks and before we shut down, it is suggested that the district run the Special Ed Summary Report • This report pulls from the most Completed Task in the 2018-2019 school year. • Next year it only pull from 2019-2020.

  29. Sign Off Sheets • We would like to have the sign-off sheets sent to NEOnet by Friday, June 21, 2019 • This includes IEP, ETR, 504, BIP, SOP, SP, WEP, Other Tasks and Progress Reports • I will send this form out electronically as well. *Note: It is important that these forms get completedas the any updates to the forms installed will remove/overwrite any textbox not used or moved around on the forms.

  30. ProgressBook Suite Shut Down • The ProgressBook Suite will shut down on June 28, 2019 at 3:00pm for maintenance, rollover, and installation of releases. • We will send out emails as a reminder • GradeBook & Sps could be down approximately one month. • DASL will remain up. • NEOnet will email everyone needing access when Special Services is available. • All Tasks will be unchecked to EMIS for the 2018-2019 school year. • District who will be new to the EMIS Module should not report events in DASL until the Export/Import training.

  31. Sps Admin Training/Meetings2019-2020 Admin/EMIS Module Special Services Meeting

  32. Sps Staff Training New User Training *The District Beginning of the year scheduled trainings will be confirmed at a later date.

  33. Sps Refresh Kickoff • Please join us at NEOnet • for the • Special Services 19.0 Refresh • Kickoff Meeting • Friday June 7th • 10:30 • Guest speaker, Kim Monachino • Director of the Ohio Department’s Office of Exceptional Children. • Please register at the following link: https://portal.neonet.org/content/special-services-190-refresh-kickoff-meeting • Lunch will be provided • 2.0 Hour CEUs

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