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Pennsylvania IEPPLUS Implementation Guide

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Pennsylvania IEPPLUS Implementation Guide Powered By Docstoc
					Illinois IEPPLUS Implementation Guide
How to use this Implementation Guide:
This document will outline the steps of setting up and managing your IEPPLUS system. Use
the guide to collect district information as it relates to special education and database
management. It is also meant to drive further discussion about your district’s special education
processes and internal procedures. Your implementation coordinator will examine your district’s
needs and assist in setting up the IEPPLUS system based on the information you provide.

This document is divided into the following sections:

        Data Exchange (IEPPLUS  eSchoolPLUS)
        Organization Management (School Buildings, Districts and IUs)
        Staff Management (Teachers, Providers and Administrators)
        Security (Student Access and Functionality Permissions)
        Screen Configuration (Customizing, Hiding or Requiring Fields)
        Code Table Maintenance (Drop-Downs and Penn Data codes)
        Goal Book Management (Goals, Objectives, and IEP Statements)
        Letterhead Management (Report Headers and Enclosures)
        System wide Options (IEPPLUS Default Settings)



Data Exchange
Data Exchange is the process by which a Student’s data is exchanged between the SunGard
Pentamation Student Management System (eSchoolPLUS) and the Special Education
Management System (IEPPLUS). A student is created in IEPPLUS by downloading
demographic data that first and primarily resides in eSchoolPLUS.

Data Exchange is a batch file process that runs via a Windows scheduled task. It should run at
a time when no users are logged into the software. By default, the schedule is configured by
SunGard Pentamation to run one time per day in the early morning hours.

A student must first be ‘flagged’ in eSchoolPLUS to exchange data with IEPPLUS. A field or
combination of fields in eSchoolPLUS will be used to flag a special education student. Only
students with this flag will be moved to-and-from IEPPLUS.

Indicate your choice of the three basic options for capturing the IEPPLUS data exchange flag:

   Use the default field. Personal Information > Classification: Value: __________

   Use a different field: Table: ____________ Field: __________ Value: ________

   Use a user-defined field: Screen: ______ Field: __________ Value: ________

Note: Aside from these three options, your query for Data Exchange flagging may be more
complex as needed.




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Special Education Data Integration Values

     Value           Method                 Action
     NSE             NSE is entered into    Downloads Demographics, Creates TBD
                     Student Management     Placement with building, grade and
                     System district        homeroom. Student Status set to Special
                     defined screen and     Education.
                     field

     TSE             IEPPlus uploads a      The first time an NSE or RSE student is
                     value = TSE into       downloaded, it will change to a TSE until
                     SMS district defined   they are either inactivated or enrolled with a
                     screen and field       start date in IEPPlus the next time the data
                                            integration utility runs.
     ASE             IEPPlus uploads a      If an enrollment start date is added for a
                     value = ASE into       student who is placed in Special Education
                     SMS district defined   a value of ASE will upload and replace the
                     screen and field       TSE value.

     DNQ             IEPPlus uploads a      If Student is DNQ/Ineligible, a value of DNQ
                     value = DNQ into       will upload and replace the TSE value. The
                     SMS district defined   inactivation reason must have an alternate
                     screen and field       code with a type = OSSMS Code or
                                            eSchoolPlusCode and a value of DNQ.
     ISE             IEPPlus uploads a      If Students is Inactivated/“Services Ended”
                     value = ISE into SMS   a value of ISE will upload and replace the
                     district defined       ASE value.
                     screen and field

     RSE             RSE is entered into    Updates Demographics, Creates TBD
                     SMS district defined   Placement, with building, grade and
                     screen and field       homeroom.




There are two types of rules for the data exchange:
1. Hard-coded rules that are pre-defined by SunGard Pentamation based on common fields
   tracked between the two systems.
2. Custom rules established by the district, as per your specific needs. These rules can be
   created for the district, as per your software contract.

For each rule, the data flow can be one of the following options:
1. None – Data will not exchange between eSchoolPLUS and IEPPLUS.
2. Down – Data will always go from eSchoolPLUS to IEPPLUS.
3. Up – Data will always go from IEPPLUS to eSchoolPLUS

Some items require ‘Alternate Codes’ assigned in IEPPLUS with Type = “eSchoolPLUS Code”.
This allows for exchange between the two systems, by looking at codes instead of individualized
lookup terminology.




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Setup: Go to Manage Code Tables, Ethnicity. Click “Show Alternate Codes”. Add a new code
called “eSchoolPLUS Code” and enter the code that is used in eSchoolPLUS. Screen should
appear as follows:




The following table lists all available hard-coded data exchange rules. Additionally, there is a
Student ID rule that is the link between eSchoolPLUS and IEPPLUS. The IDs must match
between the two systems for the student to be exchanged. If a child is flagged, and ID is not
found in IEPPLUS then the student will be initialized as new.




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   In most instances, Demographic and Contact data is managed in eSchoolPLUS and
    integrated into IEPPLUS. For each rule, confirm the Data Flow direction:

Rule                      Description                                    Data Flow
                                                                         Direction
Student Name*             Exchange data between the Student Name          None / Down / Up
                          fields.
                          (“Qualifier” table must contain the appropriate
                          “eSchoolPLUS Code”)
Gender                    Exchange data between the Gender fields.       None / Down / Up
Birth Date                Exchange data between the Birth Date fields.   None / Down / Up
Ethnicity*                Exchange data between the Ethnicity fields.     None / Down / Up
                          (“Ethnicity” table must contain the appropriate
                          “eSchoolPLUS Code”)
Language*                 Exchange data between the Language fields.     None / Down / Up
                          (“Language” table must contain the
                          appropriate “eSchoolPLUS Code”)
Social Security           Exchange data between the eSchoolPLUS          None / Down / Up
Number*                   Social Security Number field and the
                          IEPPLUS Student Identification table.
                          (“Identification” table must contain the
                          appropriate “eSchoolPLUS Code” w/ value =
                          “SSN”)
Home Phone                Exchange data between the student Home         None / Down / Up
Number                    Phone number.
                          (“Communication” table must contain the
                          appropriate “eSchoolPLUS Code” w/ value =
                          “HP”)
Home Address              Exchange data between the Student Address      None / Down / Up
                          fields.
Guardian # 1*             Exchange data between the eSchoolPLUS
                          Guardian 1 information and the IEPPLUS
                          Contact information.
                          Guardian 1 Name                                None / Down / Up
                          Relationship of Guardian 1 to the student.     None / Down / Up
                          (“Relationship” table must contain the
                          appropriate “eSchoolPLUS Code”)
                          Communications for Guardian 1 including        None / Down / Up
                          home phone, work phones and work
                          extensions.
                          (“Communication” table must contain the
                          appropriate “eSchoolPLUS Code” w/ value =
                          “HP”, “WP”, “WP2”, “EM”, “EM2”)


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                          Home Address of Guardian 1.                    None / Down / Up
Guardian # 2 *            Exchange data between the eSchoolPLUS
                          Guardian 2 information and the IEPPLUS
                          Contact information.
                          Guardian 2 Name.                               None / Down / Up
                          Relationship of Guardian 2 to the student.     None / Down / Up
                          (“Relationship” table must contain the
                          appropriate “eSchoolPLUS Code”)
                          Communications for Guardian 2 including        None / Down / Up
                          home phone, work phones and work
                          extensions.
                          (“Communication” table must contain the
                          appropriate “eSchoolPLUS Code” w/ value =
                          “HP”, “WP”, “WP2”, “EM”, “EM2”)
                          Home Address of Guardian 2.                    None / Down / Up
Emergency Contact Exchange data between the eSchoolPLUS                  None / Down / Up
                  Emergency Contact information and the
                  IEPPLUS Contact information.
                          Emergency Contact Name.                        None / Down / Up
                          Emergency Contact Phone.                       None / Down / Up
                          (“Communication” table must contain the
                          appropriate “eSchoolPLUS Code” w/ value =
                          “EC”)
New                       Additional Student Communications including    None / Down / Up
Communications            email addresses
                          (“Communication” table must contain the
                          appropriate “eSchoolPLUS Code” w/ value =
                          “HP”, “WP”, “WP2”, “EM”, “EM2”)
New Other Contact Exchange data between the eSchoolPLUS
                  Additional Contact information and the
                  IEPPLUS Contact information.
                          Contact Name.                                  None / Down / Up
                          Relationship of Contact to the Student.        None / Down / Up
                          (“Relationship” table must contain the
                          appropriate “eSchoolPLUS Code”)
                          Communications for Other Contacts including None / Down / Up
                          home phone, work phones, work extensions
                          and email addresses.
                          (“Communication” table must contain the
                          appropriate “eSchoolPLUS Code” w/ value =
                          “HP”, “WP”, “WP2”, “EM”, “EM2”)
                          Address information for additional Contacts.   None / Down / Up

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Placement                 This rule will create a new Placement with a     On / Off
                          Start Date equal to the initial Integration date
                          and an End Date equal to one year from the
                          Start Date. The default placement name is
                          “To Be Determined” but can be controlled by
                          the -1 record in the placement table. This rule
                          only runs if there are no placements for the
                          student.
Placement Location Exchange data between the eSchoolPLUS                   None / Down / Up
*                  Entry/Withdrawal Building field and the active
                   IEPPLUS Placement Location field.
                   (Organization must contain Identification
                   information w/ “eSchoolPLUS Code” =
                   eSchoolPLUS Building code.
Placement Grade *         Exchange data between the eSchoolPLUS            None / Down / Up
                          Entry/Withdrawal Grade field and the active
                          IEPPLUS Placement Grade field.
                          (“Grade” table must contain the appropriate
                          “eSchoolPLUS Code”)
Placement                 Exchange data between the eSchoolPLUS            None / Down / Up
Homeroom                  Homeroom field and the active IEPPLUS
                          Placement Homeroom field.
Service Location *        Exchange data between the eSchoolPLUS            None / Down / Up
                          Entry/Withdrawal Building field and the active
                          IEPPLUS Services Location field.
                          (Organization must contain Identification
                          information w/ “eSchoolPLUS Code” =
                          eSchoolPLUS Building code.

Note
Mailing addresses will be set as follows:
   Guardian 1 and 2 – The contact’s Home Address will be set “Same as the Student” based
   on an equal comILrison to the student’s Home Address. The Mailing Address will be set to
   “At the above address” based on an equal between the eSchoolPLUS contact address
   screen and the student’s physical address.




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Organizations
Organizations can include school districts, school buildings, service agencies or any other
organizational grouping associated with student records. Organizations will be used to validate
the Location field on student’s Placements and Services. Additionally, Organizations can be
attached to a student’s record in Educational Information > Associated Organizations (Type =
“Home District” and “Service Provider”). The tables can also help you run internal reports for
Building/District Contact Lists or other queries.

   For each organization, please provide the following information:

Organization Name:

Type of Organization:
Ex – District, School, Agency

Start Grade, if a school:

End Grade, if a school:

Next Organization, if a school:

eSchoolPLUS ID:

Any Additional Notes:

   Communications can be added for each organization, i.e., Phone number, Fax number. List
    any communications for the organization, below:

    Type                              Data
    ___________________               _________________________________________
    ___________________               _________________________________________

   Identifications can be added for each organization, i.e., District ID, Building Number,
    Medicaid Provider Number.

    For Data Exchange and PennData purposes, the Type “eSchoolPLUS Code” must be
    entered for all school buildings with data equal to the eSchoolPLUS building number. The
    Administrative Unit Number (AUN) should also be included. List any additional
    identifications for the organization, below:

    Type                              Data
    eSchoolPLUS                       _________________________________________
    AUN                               _________________________________________
    ___________________               _________________________________________
    ___________________               _________________________________________

Note
An identification type equal to “Location of Intervention” can be added to auto-fill a value into the
Location of Intervention field on a student’s Placement record.



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   Mailing Addresses can be defined for each organization. Provide the following address
    information for each organization:

    Street: ________________________________________________

    City, State, Zip: _________________________________________

    County: _______________________________________________

   Rooms can be defined for each organization. Only the Room Numbers is selected on the IL
    Invitation Letter when scheduling meetings. For each room to be entered please provide the
    following information:

    Room Type: _______________
    Ex- Classroom, Office

    Floor: ____________________

    Room Number: ____________

    CaILcity: _________________




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Staff
Any person or entity that provides services to students can be set up as Staff. Staff members
can include In District and Out of District personnel as well as types of staff, i.e., School
Psychologist. The Staff tables will be used to validate the staff field on student’s Placements,
Services, Meetings and Associated Staff screens. The tables can also help you run internal
reports for Staff Contact Lists or other queries (e.g. Staff Ethnicity, Staff Credentials, etc).

   For each staff member, please provide the following information:

Salutation: ________________________________________
Ex- Mr., Mrs., Dr.

First Name: ________________________________________

Middle Name: ______________________________________

Last Name: ________________________________________

Qualifier: ___________________________________________
Ex – Jr., III

Birthdate: ___________________________________________

Nick Name: _________________________________________

Language: __________________________________________

Ethnicity: ___________________________________________

Gender:
                  Male

                  Female

Staff ID: ____________________________________________

Position: ____________________________________________

   Communications can be added for each staff member, i.e., Phone number, Email address.
    List any communications for the staff member:

    Type                              Data
    ___________________               _________________________________________
    ___________________               _________________________________________
    ___________________               _________________________________________




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   Identifications can be added for each staff member, i.e., Social Security Number. List any
    identifications for the staff member:

    Type                                   Data
    ___________________                    _________________________________________
    ___________________                    _________________________________________
    ___________________                    _________________________________________

   Mailing Addresses can be defined for each staff member. Provide the following address
    information for each staff member:

    Street: ________________________________________________

    City, State, Zip: _________________________________________

    County: _______________________________________________

   Credential information about a staff member’s professional accreditation, including licensing
    can be stored. Provide the following information about the staff member’s accreditation:

Type      Data                                              Start Date     End Date




   A historical record of staff member’s job assignments within the district can be stored.
    Provide the following information about the staff member’s assignments:

Position                      Start Date     End Date   Organization     Supervisor




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Security
Security is comprised of two aspects: Student Access (confidentiality) and Software
Permissions (functionality). These two aspects are assigned at the User level or Group level.
Users may be given membership to one or more Groups, and together the Username and
Group settings work in combination to grant or limit accessibility.

Based on your district’s requirements, your Implementation Coordinator will help you to
conceptualize the Users and Groups that will be needed.

Creating Users
Each user who will access IEPPLUS must be assigned a Username and ILssword. SunGard
Pentamation can install security in an Active Directory configuration, whereby ILsswords would
be maintained by your district’s network administrator. You should discuss this option with your
Implementation Coordinator and Engineering Services.

   Should the District maintain all User ILsswords or allow Users to change their own
    ILsswords as needed?

         ILsswords maintained by Active Directory.

         ILsswords maintained by IEPPLUS database administrator.

         ILsswords maintained by individual users.

Optionally, a User’s access to students can be limited. By linking the User to staff records in
active Placement, Service or Associated Staff records, the students name is attached to the
Username. A scheduled task can be run as a batch file to update a User’s Student Access list.

   Should the User only have access to their students as identified in the Staff tab of
    Placement, Service or Associated Staff records?

         Yes

         No

   Use the following to identify Users to be added into IEPPLUS:

Name (8 characters): _____________________________________

Linked Staff record: ________________________________________

ILssword: _____________________________________________

Full Name: _____________________________________________

DeILrtment: ____________________________________________




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Start ILge:

         Administration Main (access to all links on the Home ILge as per Permission settings)

         Forms View Only (access to view the last Finalized IEP, only)

   List all Groups for Student Access & Permissions (see below) to which the User should
    belong.
    Note: IEPPLUS requires that all Users must belong to the group SPIPublic.
______________________________________________

______________________________________________

______________________________________________

______________________________________________

______________________________________________

   Should the User be able to access only students with:

         Current Records associated with the User

         Historical Records associated with the User

         Future Records associated with the User

Creating Groups
Groups are used to assign security settings in mass. By giving Users membership to a Group,
you will not need to edit every User. Like the User, Groups are also set to limit a user’s access
to manage all students. The Group is linked to a specific Building, and validated on the
Location field as identified in a student’s Placement, Service or Associated Organizations
record. Users can be assigned membership to multiple groups.

   Should the User have access to ALL students within a Group (i.e. building) as identified in
    Placement, Service or Associated Organization records?

         Yes

         No

   If Yes, list the Locations (i.e. building) to be used to filter student records:

Name of Group                     Location
(16 Characters)




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   Should members of the groups be able to access only students with:

         Current Records for the Location

_____ Historical Records for the Location

_____ Future Records for the Location

Permissions
Permissions allow Groups and/or Users to View, Add, Edit, Delete, Lock, Unlock and/or Finalize
data. When an item is unchecked, the equivalent hyperlink is made inaccessible to the User’s
interface.

Your database starts with four standard “Security” Groups with default Permission settings.
These standard Groups are

Not all options are available in all sections of IEPPLUS. Use the following chart to plan
Permissions for Groups or Users. The X indicates the valid Permission options for each area in
IEPPLUS for IL. Circle or highlight the appropriate Permissions for the Group/User.

   Should the Group/User have access to all Permissions?

         Yes

         No - Select Permissions from the chart


                                  View   Add   Edit   Delete   Lock   Unlock   Finalize
Students                                  X     X       X
Summary                            X            X
Basic Information
Demographics                                    X
Address                                         X
Contacts                                        X
Communication                                   X
Identifications                                 X
Enrollment/Exit                                 X
Financial                                       X
Educational Information
Referrals                                       X
Important Dates                                 X
Releases/Waivers                                X
Associated Organizations                        X
Associated Staff                                X
Assessment Information
Evaluations                                     X
Tests                                           X
Meetings                                        X
Medicaid Eligibility                            X
Programs
Disabilities                                    X


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Placements                                X
Services                                  X
Courses                                   X
Needs                                     X
Statements                                X
Mass Statement Change                     X
Progress Reporting                        X
Rapid Numeric Entry                       X
Rapid Statement/Need                      X
Entry
Suspensions/Events                        X
Medical - Allergy                         X
Medical - Condition                       X
Medical - Demographics                    X
Medical - Diet                            X
Medical - Equipment                       X
Medical - Immunization                    X
Medical - Staff                           X
Medical - Treatment                       X
Medical - Visit                           X
File Documents                            X
Forms
Consent for Evaluation            X   X   X    X   X   X   X
Invitation                        X   X   X    X   X   X   X
Recommendation
Consent for Initial               X   X   X    X   X   X   X
Placement
Invitation Letter                 X   X   X    X   X   X   X
Main                                      X
IEP                               X   X   X    X   X   X   X
Conference Summary                        X
Report - Student
Information
Conference Summary                        X
Report - Meeting
Participants
Documentation of                          X
Evaluation Results
Eligibility Determination                 X
(Non-SLD)
Documentation of                          X
Intervention/Evaluation
Results
Eligibility Determination                 X
(SLD)
Present Levels of                         X
Educational Performance
Secondary Transition                      X
Transition Services                       X
Functional Behavioral                     X
Assessment
Behavioral Intervention                   X
Plan
Goals and Objectives,                     X


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Benchmarks
Educational                       X
Accommodations and
Supports
Assessment                        X
Educational Placement             X
and Services
Educational                       X
Considerations,
Transportation and ESY
Manifestation                     X
Determination
Notes / Information               X
Reporting                         X
Run Reports                       X
Batch IEP Reporting               X
Batch Progress Reporting          X
Goal Book Reporting               X
Manage Reporting                  X
Advanced Reporting                X
Maintenance
Calendars                         X
Batch Attendance                  X
Templates
Code Tables                       X
Course Sections                   X
Defaults                          X
Goal Books                        X
Screen Configuration              X
Letterheads                       X
Organizations                     X
Staff                             X
Teams                             X
Options
System Options                    X
User Options                      X
My Options                        X
Security
Manage Groups                     X
Manage Users                      X
Change Password                   X
Utilities
Meeting Scheduler                 X
Progress Reporting                X
Mass Staff/Location               X
Replace
Batch Attendance                  X
Medicaid Eligibility              X
Student Inactivation              X
Goal Book Import/Export           X
Administration
Event Log                         X




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Screen Configuration
Manage Screen Configuration will allow districts to configure any screen throughout the
application. There are three aspects to Screen Configuration:

1. Hiding Fields that are not used in your process
2. Renaming Fields to match the terminology used in your process
3. Requiring Fields to ensure that mandatory data items are entered.

The options can be used to simplify user entry by modifying the screens to display only
applicable fields, make required any fields that are important to the district and modify any text
on the screens.

To make modifications to the screen configurations, select Manage Screen Configuration from
the Maintenance section of the Home ILge. Use the drop down list to select the Form or
Screen to modify.

The following forms can be modified:

   Address Form – Any Address screen, including Student, Contact, Organization and Staff
    address screens.
   Attached Staff Form – Used when assigning Staff information to a student’s Evaluation,
    Placement, Services, Course or Suspension/Event records.
   Calendar Form - Manages the Master Calendars that are used for the IEPPLUS
    Attendance Module.
   Change My ILssword Form – Change My ILssword screen from the Security options or
    Security > Change My ILssword
   Code Maintenance – Used to make Code Tables visible or not in Manage Code Tables
    from the Maintenance menu or Maintenance > Manage Code Tables – used to make Code
    Tables visible or not.
   Communication Form – Communication screen from the student’s Basic Information
    section.
   Contact Form – Contacts screen from the student’s Basic information section.
   Course Form – Courses screen from the student’s Program section.
   Course Section Form - Manage Course Section screen from the Maintenance menu.
   Demograph Form – Demographics screen from the student’s Basic Information section.
   Disability Form – Disabilities screen from the student’s Program section.
   Enrollment Form – Enrollment/Exit screen from the student’s Basic Information section.
   Evaluation Form – Evaluations screen from the student’s Assessment Information section.
   Event Form – The student’s Suspensions/Events screen.
   Goal Bank Form – Used when adding new statements to a Goal Book using Manage Goal
    Books from the Maintenance options.
   Goal Book Form – Manage Goal Books from the Maintenance menu.
   Group Administration Form – Manage Groups screen from the Security menu.
   Identification Form – Identifications screen from the student’s Basic Information section.
   Important Date Form – Important Dates screen from the student’s Educational Information
    section.
   Letterhead Form – Manage Letterheads from the Maintenance menu.



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   Main Page – Not Currently Available. Will enable the user to change the labels of the menu
    option on the Home Page.
   Meeting Form – The student’s Meeting screen.
   Meeting Staff Form – Attendees screen from the student’s Meeting screen.
   Need Form – Needs screen from the student’s Program section.
   Options Form – System and User screen from the Options menu.
   Organization Association Form – Associated Organizations screen from the student’s
    Educational Information section.
   Organization Form – Manage Organizations from the Maintenance menu.
   Placement Form – Placement screen from the student’s Program section.
   Referral Form – Referrals screen from the student’s Educational Information section.
   Release Waiver Form – Releases/Waivers screen from the student’s Educational
    Information section.
   Report Specification Form – Manage Reporting from the Reporting menu.
   Service Form – Services screen from the student’s Program section.
   Staff Association Form – Associated Staff screen from the student’s Educational
    Information section.
   Staff Form – Manage Staff from the Maintenance options.
   Statement Form – Statements screen from the student’s Program section.
   Student Initialization Form – Create a New Student from the Student Management menu.
   Student Navigation Bar – Student Information that displays after selecting Manage an
    Existing Student from the Student Management options.
   System – Controls the label “Student” used in IEPPLUS. If the school or agency refers to
    their population as ‘Consumers’, this form could be updated to reflect the correct label.
   Team Form – Manage Teams from the Maintenance options.
   Test Form – Test screen from the student’s Assessment Information section.
   User Administration Form – Manage Users from the Security menu.

Additional Forms will be included in the drop down list for any Illinois state forms used,
i.e., IEP Form, Consent for Evaluation, Consent for Initial Placement, Change of
Placement, Referral Decision, and Invitation Letter. These screens will include the
information that will display in the Summary screen for each form, typically Date and
Title.




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The Service and Placement screens are the two main forms used for the Illinois IEP. Use the
screen prints on the following pages as a guide to indicate any modifications to these forms.
Your Implementation Coordinator will review your screen configuration choices during future
training sessions.

Service Form




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Placement Form




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Code Tables
IEPPLUS Code Table Maintenance allows for flexibility in the methodologies of your data
tracking needs. Dates, Test Scores, Services, etc can be tracked in various areas simply by
adding the type of item to the drop downs. The following tables hold the data used in the drop
down lists on the validated fields throughout IEPPLUS. The database includes a standard set of
codes. New codes can be added and the existing codes can be modified.

SunGard Pentamation with populate many these codes into your database, based on the known
Penn Data terminology and IU requirements. All codes will be confirmed during data conversion
and subsequent training.

Table Name                  Description
Alternate Code Type The codes used to communicate equivalents for Penn Data reporting,
                    eSchoolPLUS data exchange, and Leader Medicaid exports.

                            Validates the Alternate Type field in Code Table Maintenance.
City                        The city entered in Address screens. These are usually created
                            automatically through Data Exchange. Entering new records allows for
                            linking city to state, zip, county and country to fill in automatically.

                            Validates information in the Student, Contact, Staff and Organization
                            Address records.
Class Size Ratio            The teacher to student ratios within Related Services (e.g. 1:1, 12:1:1,
                            Individual, Group).

                            Validates the Class Size Ratio field on a student’s Placement, Service
                            and Course records.
Communication               The methods of communication (e.g. Home Phone, Work Phone, Cell
                            Phone, Email).

                            Validates the Communication field for Students, Contacts, Organizations
                            and Staff.
Country                     The country entered in the Address screens.

                            Validates the Country field on the Student, Contact, Staff and
                            Organization Address records.
County                      The counties entered in the Address screens.

                            Validates the County field on the Student, Contact, Staff and
                            Organization Address records.
Course                      The courses a student can take and the sequel for each course.
                            (Courses are not usually tracked in IEPPLUS for Illinois )

                            Validates the Course field in the student’s Course record.




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Course Type                 The types of courses a student is taking. (e.g. Regular, Special Ed,
                            Itinerant, ect) (Courses are not usually tracked in IEPPLUS for Illinois )

                            Validates the Type field on the student’s Course record.
Credential                  The types of professional accreditation.

                            Validates the Type field in the Staff>Credential record.
Department                  The User’s department entered in Security screens.

                            Validates the Department field when creating Users.
Determination               The specific disabling condition associated with a student (e.g. Attention
                            Deficit Disorder, Cerebral palsy, etc. (Determinations are not usually
                            tracked in IEPPLUS for Illinois )

                            Validates the Determination field on a student’s Disability record.
Diploma                     The type of diploma a student is working toward for graduation.

                            Validates the Diploma field on a student’s Placement record.
Disability                  The disability classification for a student.

                            Validates the Disability field on a student’s Disability record.
Duration                    Defines units of duration for Related Services.

                            Validates the Duration field on a student’s Placement, Service and
                            Course records.
Ethnicity                   The ethnic descriptions for a student.

                            Validates the Ethnicity field on a student’s Demographic record.
Evaluation                  The types of evaluations given to a student. (e.g. Psychological, Social,
                            Medical, Speech, etc) (Assessment Scores are not usually tracked in
                            IEPPLUS for Illinois )

                            Validates the Evaluation field on a student’s Evaluation record.
Evaluation Source           The source of a student’s evaluation. (e.g. In-district, Out-of-District)
                            (Assessment Scores are not usually tracked in IEPPLUS for Illinois )

                            Validates the Source field on a student’s Evaluation record.
Event                       Tracks specific events in a student’s educational career based on event
                            type.

                            Validates the Suspension/Event field on a student’s Event record.
Event Outcome               The outcome of an event.




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                            Validates the Outcome field on a student’s Event record.
Event Type                  Defines the categories or types of events.

                            Validates the Type field on a student’s Event record.
Exit Status                 The student’s transition status upon graduation. (e.g. 4 Year University,
                            Vocational School, Military, etc)

                            Validates the Exit Status field on a student’s Enrollment/Exit record.
Frequency                   Defines units of frequency for Related Services.

                            Validates the Frequency field on a student’s Placement, Service and
                            Course records.
Funding                     The organization responsible for funding a service. (Funding sources
                            are not usually tracked in IEPPLUS for Illinois )

                            Validates the Funding field on a student’s Placement record.
Grade                       Grade levels and Next Grade levels for the student.

                            Validates the Grade field on a student’s Placement record.
Identification              Defines the types of identifying numbers. (e.g. Social Security #,
                            Medicaid #, PennData #, etc)

                            Validates the Identification field on Contact, Organization, Staff and
                            Student Identification records.
Important Date              Defines single significant dates associated with a student.

                            Validates the Type field on a student’s Important Dates record.
Inactivation Reason         Reasons a student is no longer receiving special education services.

                            Validates the field Inactivation Reason on a student’s Enrollment/Exit
                            record.
Language                    The primary language for student and contacts.

                            Validates the Language field on a student’s Demographic record and the
                            Contact record.
Learning Rate               Defines the student’s learning ILce (e.g. Below Average, Average, Above
                            Average)

                            Validates the Learning Rate field on a student’s Placement record.
Length of Program           The % range of time a student receives special education services
                            outside the regular education classroom.

                            Validates the Length of Program field on a student’s Placement record.


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Level of Intervention       The types of service (LRE) that a child receives.

                            Validates the Level of Intervention field on a student’s Placement record.
Location of                 The type of location at which the student is receiving services.
Intervention
                            Validates the Location of Intervention field on a student’s Placement
                            record.
Meeting Attended            The status of attendees at the meeting.
Type
                            Validates the Attended field on a student’s Meeting>Attendees screen.
Meeting Date                The types of meeting dates associated with a meeting.

                            Validates the Type field on a student’s Meeting>Dates screen.
Meeting Reason              The reasons for a meeting.

                            Validates the Reason field on the Meeting>Reason screen.
Meeting Type                Types of meetings.

                            Validates the Type field on the Meeting record.
Organization Type           Types of organizations within or associated with the district.

                            Validates the Type field in the Organization record.
Placement                   Types of programs or supports for the student.

                            Validates the Placement field on a student’s Placement record.
Position                    Job title or responsibility for a staff member.

                            Validates the Position field in the Staff record.
Position Type               The role of attendee at a meeting.

                            Validates the Position Type on the Meeting>Attendees screen.
Qualifier                   A suffix to a student, contact of staff name.

                            Validates the Jr./III or Qualifier field on the Student, Contact or Staff
                            name.
Referral                    Types of referrals.

                            Validates the Type field on a student’s Referral record.
Referral Reason             The reason a student was referred to special education.

                            Validates the Reason field on a student’s Referral>Reasons screen.
Region                      A list of the states.


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                            Validates the State field in all Address records.
Relationship                The relationship of a contact to a student.

                            Validates the Relationship field on a student’s Contact record.
Release/Waiver              Types of releases and waivers.

                            Validates the Type field on a student’s Release/Waiver record.
Report Category             Used to create categories for grouping reports.

                            Validates the Category field in Manage Reporting.
Report Type                 Used to sort or filter reports.

                            Validates the Type field in Manage Reporting.
Room Type                   Types of rooms.

                            Validates the Room Type field in the Organization>Rooms screen.
Salutation                  The greetings or salutations for student contacts.

                            Validates the Salutation field on student Contact records.
School Year Type            Indicates the type of program year.

                            Validates the School Year Type field on a student’s Placement record.
Score Area                  The test areas which can be scored.

                            Validates the Test Area field on the Test>Scores screen.
Score Type                  The types of scores that can be added for each test.

                            Validates the Type field in a student’s Test record.
Service                     The services a student could receive.

                            Validates the Service field on a student’s Service record.
Service Type                The types of services a student could receive.

                            Validates the Type field on a student’s Service record.
Setting                     The type of room where a student receives special education services.

                            Validates the Setting field on a student’s Placement or Service records.
Student Status Type         Status type assigned to each student. Can be used to sort/filter student
                            records.

                            Validates the Type field on the Enrollment/Exit record.


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Termination Reason          The reason a program was terminated.

                            Validates the Termination Reason field on a student’s Placement,
                            Service and Course records.
Test                        The tests a student could take.

                            Validates the Test field on a student’s Test record.
Test Form                   Defines the forms of a test.

                            Validates the Form field on a student’s Test record.
Test Level                  Defines the levels of a test.

                            Validates the Level field on a student’s Test record.
Test Type                   Defines the types of tests a student could take.

                            Validates the Type field on a student’s Test record.




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Goal Book
A goal book must be created for the district. The goal book is made up of statements that are
used to add data to an Individualized Education Program (IEP). Many school districts share
their goal books with one another. IEPplus has an easy-to-use utility to import or export
sections of another goal book.

In addition, the Goal Book can be created using an Excel spreadsheet. The data can be
entered directly into a spreadsheet or converted from an existing Goal Book. The following
information will need to be provided to create a Goal Book:

    What is the name of your Goal Book?
     ______________________________________________

    The Goal Book is made up of statements that are used to add data to an Individualized
     Education Program (IEP). A unique coding system will need to be developed for numbering
     statements. Goal Book statements are made up of the following components. If an Excel
     spreadsheet will be used to create the Goal Book, the spreadsheet should contain a column
     for each of these components.

         o    Code – A unique number up to 9 digits.
         o    Type – Indicates if the type of statement. Types are defined by SunGard
              Pentamation and include the following:

                  Goal = Annual measurable goal
                  Objective = Short term objectives/benchmarks for student receiving ILSA
                  Attachment = How Progress, When Progress, Achievement, Evaluation, etc
                  Statement = Program Modifications, Support for Personnel, etc
                  TP Goal (Transition Planning) = Post-school Outcome
                  TP Objective (Transition Planning) = Activity/Service for Post-School Outcome
                  TP Attachment (Transition Planning) = Freq, Location, Person Responsible
                  TP Statement (Transition Planning) = Linkages, Transitional Activities
                  Progress Statement = Key/Legend for Progress Reporting

         o    Category (data optional) – The broad curriculum area, i.e., Reading is a category.
         o    Subcategory (data optional) – The narrow subject area, i.e., Vocabulary is a
              subcategory for Reading.
         o    Level (data optional) – The functioning level of a goal, i.e., elementary or 1st grade.
         o    Text – Narrative description area of the statement.


GOALS
Goals are typically set up with 9-digit codes. Use the following guide to determine a numbering
scheme for goals.
       Digits 1-2      Category
       Digits 3-4      Subcategory
       Digits 5-6      Level
       Digits 7-9      000 for all Goals. Use 001-999 for Objectives.

Generally Goals begin with 01-49. Use 50-99 as the category codes for other Statements.



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   What categories should Goals be divided into?

Example:
Code          Category
01            English/Language Arts
02            Mathematics
03            Life Skills
04            Organizational Skills

   Each category can be divided into subcategories. What subcategories are needed for each
    category?

Example:
Code          Category                Subcategory
0101          English/Language Arts   Reading Readiness
0102          English/Language Arts   Vocabulary
0103          English/Language Arts   Reading Comprehension

   Each Category/Subcategory can be further divided by level.
    What levels are needed for each category/subcategory?

Example:
Code     Category                     Subcategory                 Level
010101   English/Language Arts        Reading Readiness           Elementary
010102   English/Language Arts        Reading Readiness           Secondary

010201        English/Language Arts   Vocabulary                  Elementary
010202        English/Language Arts   Vocabulary                  Secondary

010301        English/Language Arts   Reading Comprehension       Elementary
010302        English/Language Arts   Reading Comprehension       Secondary

   Use this worksheet to develop a numbering scheme for Categories/ Subcategories/Levels
    for Goals. Create additional work sheets as necessary.

Code          Category                Subcategory                 Level




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All Goals should end in 000.

Goal Example:
Code              Type      Category   Subcategory   Level        Text
010101000         Goal      English/   Reading       Elementary   The student, given his/her
                  (2)       Language   Readiness                  functional level, will improve
                            Arts                                  reading readiness skills.


OBJECTIVES
Objectives are linked to a specific goal. The first 6-digits of an objective should match the
associated Goal. The last 3-digits will be unique.

Objective Example:
Code              Type     Category    Subcategory   Level        Text
010101001         Obj.     English/    Reading       Elementary   The student will be able to
                  (3)      Language    Readiness                  label uppercase letters.
                           Arts
010101002         Obj.     English/    Reading       Elementary   The student will be able to
                  (3)      Language    Readiness                  label lowercase letters.
                           Arts

Below is an example of an Excel spreadsheet that would be used to create a Goal Book:




STATEMENTS
Statements are used to add data to the following sections of the Illinois IEP.
Each statement will need a unique code. Each statement is defined with a Type and a
Category.

   These categories must be present in Manage Goal Codes and in your goal book. The
    Categories can be further divided by Subcategory and Level if needed.

IEP Section III: DOCUMENTATION OF EVALUATION RESULTS

ACADEMIC ACHIEVEMENT
Code            Type                     Category             Sub-Category
                Statement (4)            Evaluation Results   Academic Performance
Functional Performance
Code            Type                     Category             Sub-Category
                Statement (4)            Evaluation Results   Functional Performance
Cognitive Functioning
Code            Type                     Category             Sub-Category
                Statement (4)            Evaluation Results   Cognitive Functioning
Communicative Status
Code            Type                     Category             Sub-Category


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                   Statement (4)        Evaluation Results   Communicative Status
ELL STATUS
Code               Type                 Category             Sub-Category
                   Statement (4)        Evaluation Results   ELL STATUS
Health
Code               Type                 Category             Sub-Category
                   Statement (4)        Evaluation Results   Health
Hearing/Vision
Code            Type                  Category               Sub-Category
                Statement (4)         Evaluation Results     Hearing/Vision
Motor Abilities
Code            Type                  Category               Sub-Category
                Statement (4)         Evaluation Results     Motor Abilities
Social/Emotional Status/Social Functioning
Code            Type                  Category               Sub-Category
                Statement (4)         Evaluation Results     Social/Emotional
                                                             Status/Social Functioning

IEP Section V: Present Levels Of Educational Performance
Code           Type                Category
               T Statement (4)     Student Strengths
               T Statement (4)     ILrental Concerns
               T Statement (4)     Academic Performance
               T Statement (4)     Functional Performance
               T Statement (4)     Student Involvement


IEP Section VI: Goals and Objectives

  How/When Progress will be Reports, Expected Level of Achievement, Method of
  Measurement
Code       Type                  Category
           Attachment (6)        Achievement Criteria
           Attachment (6)        Evaluation Criteria
           Attachment (6)        Progress Reporting Criteria


Note
Several sections of the IEP include a free-text area to add data rather than selecting statements
from a goal book.

When creating the Statements to be added for each section, it might be useful to add a generic
statement for each Category in addition to having ‘canned’ statements.

Example
Code              Type             Category             Text
                  TPGoal (11)      Post Secondary       Delete and type narrative here.
                                   Education/Training



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These statements can be selected to add to an IEP and may also be modified if necessary. All
Statements will have a Category; Subcategory and Level are optional.


PROGRESS STATEMENTS
Progress Statements will be selected when reporting progress on a student’s goals and
objectives and should be added to the Goal Book. A Progress Statement is defined with a Type
and Category both set to Progress Statement.

Progress Statements also include an Alternate Code. The user will select the Alternate Code
when adding Progress Statements to a Goal. The Alternate Code can be alpha or numeric. A
legend for the Alternate Code and Text is displayed in the Progress Reporting Module.

Example

Code      Type            Category    Alternate   Text
                                      Code
00001          8          Progress         1      Working with difficulty, very little progress
          (Progress       Statement               made and in danger of not meeting
          Statement)                              annual goal.
Goal           8          Progress    Goal Met    Goal Met.
Met       (Progress       Statement
          Statement)

   Use the following chart to create Progress Statements:

Code      Type            Category    Alternate   Text
                                      Code




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Letterhead
Letterheads can be set up to hold District, User or Location information. The letterhead will be
displayed on correspondence as well as reports and state forms. Different letterheads can be
setup for different locations or for each user. A main letterhead should be created for the
district.

For each letterhead, please provide the following information:

Letterhead Name _____________________________________

Letterhead Information, i.e., Name, Address, Contact Name and Phone Numbers
________________________________________________________________
________________________________________________________________
________________________________________________________________

Included in the letterhead section is the ability to create staff and enclosure text to print on
letters and reports. The following Types and Text can be defined to print on the Illinois forms.
For each Type, include Name, Position and Phone Number. For the Type, Progress Reporting,
include any free-text to print on the report, i.e., Progress Period dates.

Form                              Type                        Text
Consent for Evaluation            Recommended Contact         Name
                                                              Title
                                                              Phone

Consent for Initial Placement     Initial Placement Contact   Name
                                  Initial Placement Contact
                                  Phone                       Phone
                                  Initial Placement Staff     Name
                                  Initial Placement Phone     Phone



Change of Placement               Recommended Contact         Name
                                                              Title
                                                              Phone

Referral Decision                 Recommended Contact         Name
                                                              Title
                                                              Phone

Invitation Letter                 Invitation Phone            Phone


Progress Report                   Progress Reporting




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Systemwide Options
Options provide default settings for using IEPPLUS. System options will be the default for all
users. Each user can add User options to customize their default.

   Default Start and End dates can be defined for new Placements, Services and Statements
    added directly into the student’s Summary screen. This default is not normally used in a
    Illinois anniversary review process.

    Start Date __________________        End Date ____________________

   What is the default letterhead that should be added to each report?

    Letterhead ________________________________________

   What is the default organization for the district? Typically this is the School District. The
    default organization should not be overwritten in User options.

    Organization _______________________________________

   What is the default goal book for the district?

    Goal Book __________________________________________

   Should the phrase ‘The Student’ be replaced with the student’s first name in the Goals
    section of the IEP?

         _____ Yes

         ______No

   The Student Summary is used to display current information for the student. Check the
    sections to be included when viewing the Student Summary.

         ______ Demographics                          ______ Placements

         ______ Enrollment/Exit                       ______ Services

         ______ Contacts                              ______ Courses

         ______ Referrals                             ______ Evaluations/Tests

         ______ Meetings                              ______ Suspensions/Events

         ______ Meeting Notes                         ______ Release/Waivers

         ______ Important Dates                       ______ Disabilities




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Progress Reporting
Progress reporting templates need to be setup for the district. You will need seILrate templates
if schools have different numbers of marking periods, i.e., High School has 6 marking periods,
Elementary has 4 marking periods.

   For each template, you will need to provide a name and the number of marking periods.
    The Active Period will need to be updated each marking period. The Progress Date should
    be the last date for teachers to enter progress information.

Name               # Periods      Active Period        Progress Date




   Do you need to assign Progress to Goals AND Objectives?




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