Public Consulting Group, Inc.- EasyIEP™ End User Manual
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TABLE OF CONTENTS
EasyIEP™
About EasyIEP™.............................………………………………………………………. 4
Security……………………………………………………………………………………. 4
Important Symbols in EasyIEP™
………………………………………………… 5
Logging into the system................…………………………………………………………...6
Main Menu Tab……………………………………………………………………………. 7
Message Board ……………………………………………………………………………. 7
Message of the Day……………………………………………………………………….....8
Uploaded Files ……………………………………………………………………..….........9
Changing Passwords …………………………………………………………........…....... 10
Students Tab……………………………………………………………………………… 11
Student Overview………………………………………………………………………… 11
Viewing Caseloads………………………………………………………………………… 12
Personal Tab - Student Information……………………………………………………… 13
Family/Others Tab.……………………………………………………………………....... 14
Eligibility Tab……………………………………………………………………………… 15
Assessments Tab …………………………………………………………………………... 18
Current and Historical Workspaces………………………………………………………....20
Contacts Tab …………………………………..……………………………………...…… 21
IEP Process Tab………………………………………………………………………...….. 23
IEP Participants……………………………………………………………………….........24
PLP Annual Goals - Objectives……………………………………………………….……..26
Progress Monitoring in EasyIEP™…………………………………………………………..……36
Transition IEP…………………………………………………………………………………………43
Supplemental Aids…………………………………………………………………….……..46
Special Considerations.......………………………..……………………….. ………......49
State and District Testing……………………………….…...…………………..……........51
Special Education Services……………………………………………….……………….. 5 3
Related Services……………...……………………………………..……………………… 56
Extended School Year (ESY) ………………………………………………..…………….. 58
Placement…………..………………………………………………………………….…….63
Create Draft IEP……………………………..……………….……………….……….…….65
Create Final IEP………………………………………………...………....………..….…..67
Documents Tab…………………..…………………………………………….…………….69
Reports Tab …………………………………..………….………………………………… 72
Progress Report Wizard …………………………………………………………………… 74
Logging Out of EasyIEP™………………………………………………………............... .77
Gifted-EP Process
Compliance Symbols................………………………… ……………………………….... 82
Students Tab……………………………………………………………………………… 83
Student Overview………………………………………………………………………… 83
Viewing Caseloads………………………………………………………………………… 84
Family/Others Tab.……………………………………………………………………........ .85
ESE Team Tab (Creating the EP team)………………………………………………….... 87
Gifted Eligibility Tab........................................................................................................... 89
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EP Process Tab.......................................................... …………………………......... 91
Adding EP Services……………………………………………………………………….
Adding Present Levels of Performance …………………………………………………
Adding Annual Goals ……………………………………………………………………
Create Draft EP ……………………………………………………………………
Create Final EP …………………………………………………………………………
Documents Tab…………………………………………………………………………….
91
94
96
102
104
105
Matrix
Creating the Matrix Document…………………………………………………………… 108
Behavior
BehaviorPlus Mobile Module Overview………………………………………………….
Getting to the Behavior Tab………………………………………………………………
Student Info Page ………………………………………………………………………..
Logging Behavior Logs Page……………………………………………………………
Log Behavior Frequency Logs…………………………………………….………………
Log Behavior Duration Logs……………………………………………………………..
Log Behavior ABC Logs …………………………………………………………………
Log Goal Progress Logs …………………………………………………………………
Viewing, Editing or Deleting Behavior Logs (printing graphs)…… ……………………
View Behavior Frequency Logs……………………………………………………………
View Behavior Duration Logs…………………………………………………………….
View Behavior ABC Logs ……………………………………………………………….
View Goal Progress Logs ……………………………………………………………….
Behavior Drill Down Reports …..……………………………………...……………….
114
114
116
118
119
120
122
125
127
127
132
134
136
137
Fee-For-Service
Managing Caseloads……………………………………………………………………… 140
Documenting Services……………………………………………………………………. 141
Viewing Services and Requesting Service Removal……………………………………… 143
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EasyIEP™ GENERAL INFORMATION
Security
All EasyIEP™ information is confidential. The server uses Secure Socket Layer (SSL)
technology to encrypt all information as it flows across the Internet. This is the same technology
that online merchants and banks use to protect your credit card number and other sensitive
information.
Please adhere to the following procedures to ensure security:
Do not give your account name or password to anyone.
Do not write your password down where it can be seen by others.
Do not save documents or reports to an unsecured computer or disk.
Always log off of EasyIEP™ and close your browser when you are finished.
Note:
EasyIEP™ will automatically log you out of the system after a period of sixty minutes if no data
has been saved to the system.
Navigation
EasyIEP™ is menu bar driven with links along the top on the screens that are used to navigate
through the system. Clicking different links takes the user to different parts of the database.
Users will primarily use the “Students” tab to complete work.
Saving Changes
In the EasyIEP™ module, after a change is made it is very important to click the ‘Update the
Database’ button, or the ‘Save’ or ‘Save and Continue’ buttons at the bottom of each screen to
save the changes. ‘Update the Database’ is equivalent to Save. Any information entered will be
lost if Users forget to click ‘Save’ or ‘Save and Continue.’
In the EasyIEP™ module most pages include one or more of
the buttons below
‘Show Section’ shows the section currently being
worked on as it will appear in the document
‘Save’ will update the current page that the user is working on
‘Save & Continue’ will take the user to the next Step in the process
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Important Symbols in EasyIEP™
Below is a list of icons and a description of functionality for each that appears on many
of the pages of EasyIEP™.
Help - This link shows general help information. See the End User Manual for
updated, specific information.
Drop down menu - Only one selection can be made. Click once on the gray box and
select an option.
Check box - More than one selection can be made. To add a check, click once on the
box. To delete a check, click again on the box.
Spell Check icon – Click on the icon to launch the spell check function for a specific
text box.
Calendar icon – To add a date, click on the calendar and scroll through the screens
to find the appropriate date.
Required – Indicates a required field. You will not be able to finalize a plan until these
fields have been completed.
Optional – Indicates an optional field.
EasyIEP™ prompts users on the page when required information is not entered and
saved. The screen shot below shows an example of the validation checks in the system.
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LOGGING INTO THE SYSTEM
1) Open a web browser such as Internet Explorer or Mozilla Firefox and enter your district’s
URL in the address bar. We recommend that you save this to your favorites or add a
short-cut link to your desk top.
My URL is: https://go6.pcgeducation.com/flbroward/
2) Enter your username -- (First Name <space> Last Name)
3) Enter your password.
4) Click the ‘Login’ button.
Note: Your username is not case sensitive. Your password is case sensitive.
Note:
This is a web-based system. You can gain access using your name and password through any
Internet service provider on any computer with Internet access.
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The first time you log in, you will see a User License Agreement as shown below:
This will only appear the first time you log in. Click “Agree” to continue on to the site.
MAIN MENU TAB
Message Board
To inform Public Consulting Group of any issue, we suggest that users send us a message via one
of the following links on the EasyIEP™ “Main Menu” page:
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To send a Question, Bug Report, Comment or Suggestion:
1) Select which type of message you would like to send by clicking on the appropriate blue
hyperlink.
2) Type the subject of your message in the Subject box. Be as specific as possible.
3) Enter your email address in the Your e-mail address box so PCG can respond to you.
Your e-mail address will automatically populate if your email is entered under the “My
Info” tab. Instructions for locating this tab and updating your information can be found
on page 9-10.
4) Add your message to the text box.
5) Click once on the ‘Send Message’ button.
Question, Comment, Suggestion: Use these links for all questions, comments, student transfer
requests or suggestions. Messages will be handled as they are submitted.
Bug Report: Use this link when a feature or function of EasyIEP™ is not working correctly.
Once PCG responds to your message, you will receive an e-mail informing you that you have a
new message in EasyIEP™. All messages and message responses are sent internally within the
system in order to keep sensitive information secure. Once you have received a reply, the ‘New
Mail’ link will appear on your “Main Menu” next to the Message Board message options.
To access your new message, you can do one of the following:
1) Click on ‘New Mail’
2) Click on the ‘My Messages’ Link
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Choosing either of these links will direct users to the following screen, which displays New
Messages, as well as stores a user’s Previous Messages.
Once you have read all new messages, you will no longer see the ‘New Mail’ icon on your “Main
Menu” screen.
Message of the Day
Below the Message Board you will find the Message of the Day. This message is edited by your
district’s administrators and will alert you of any important information. Please check this
message often to stay informed with district wide changes or updates.
Uploaded Files
At the bottom of the “Main Menu” page you will see various files that have been made available
to you for viewing or downloading. Instead of sending e-mail attachments to everyone in your
district, Administrators or PCG staff will often upload the necessary file to the main page of
EasyIEP™. To view a file, click on the name of the file (denoted by a blue hyperlink). The file
will open and you will have the option of saving it to your computer. When you are finished
viewing the file, click on the “Main Menu” tab at the top of your screen. Do not close your
browser as you are still logged in to EasyIEP™.
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Changing Passwords
The first time you login to EasyIEP™ you should change your password to something only you
know. Please click on the How to choose a good password hyperlink if you need help.
To change your password:
1) From the Main Menu – Click on the “Update Information” tab.
2) Enter your current password.
3) Type your new password in both the password and password verification boxes.
4) Click the ‘Update the Database’ button.
After updating the database, a confirmation box will open. By clicking ‘OK’ in the confirmation
box, you will have successfully changed your password. The next time you log into EasyIEP™,
use your new password. If you have forgotten your password, there is a password request feature
on the log in page. Click on the link and follow the instructions provided.
The “Update Information” tab is also the place where your contact information is stored. Make
sure your e-mail address and phone number are correct.
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STUDENTS TAB
Student Overview
When searching for students, please remember that your district is using a separate Student
Information System (SIS) that provides information to EasyIEP™. The system will only allow a
certain number of students to appear on the screen at once. You can narrow your search by
entering the student’s ID, school, or choosing either General Ed or Special Ed and the beginning
letters of the child’s last name. Some users might not be able to search for students and may only
be able to view their individual caseload.
1) From the Main Menu, click the “Students” tab
2) Enter the criteria you wish to search by, such as Student Last Name or Student ID.
3) The student’s record will appear if that student fits the entered criteria or a list of students
with the same last name exists in the database.
4) To select a specific student record, click on the name of the student
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Viewing Caseloads
Once you are assigned to a student, you will have a “view my caseload” button that will take you
directly to your entire caseload. Within two simple clicks you can enter a student record.
5) Click the ‘View My Caseload’ button at the bottom of the Student Search page.
6) The following ‘Select a Student’ page will list all the students who you serve.
a. The name of the case manager is listed in the last column.
b. If you are a member of the IEP team, the student will appear in this list.
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PERSONAL INFO TAB - STUDENT INFORMATION
After you have selected a student, the Personal Information containing basic demographic data
for that student will appear. This information is imported from your student information system.
The “Personal Info” tab in EasyIEP™ is accessible as view only. To maintain data integrity,
users are not permitted to edit information on this page. If you see an error please alert your
student data contact in order to make the changes in the system.
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FAMILY/OTHERS TAB
From the student specific menu bar, the “Family/Others” tab is used to add parents, guardians and
regular education teachers. It is also used to add team members who participate from outside
agencies and, if applicable, the student.
To add an individual to this page:
1) From the Students Menu – Click on the “Family/Others” Tab.
2) Click the ‘Add New Parent/Guardian’ button.
3) Enter all the relevant information.
a. Student Lives Here and Legal Guardian must be checked for at least one
parent/guardian.
b. If you wish for the person to appear on the IEP Team, check Include on the
IEP Team.
4) Click the ‘Update the Database’ button.
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ELIGIBILITY TAB
To enter Eligibility information or change a student’s disability:
1) From the Students Menu – Click on the “Eligibility” Tab.
2) Enter date information (the date of the last evaluation for the initial or date of the
last test for reevaluation).
3) Select the disability from the Primary Disability dropdown menu. If the student has
multiple disabilities, select these from the Secondary, Third, Fourth, etc. dropdowns.
** If a student is no longer eligible for a disability and you are creating a noneligibility determination, leave the disability selected in the dropdown. You will
select that the student is NOT eligible for that disability on the next page.
4) Scroll to the bottom and click ‘Update the Database.’
5) This will take you to a confirmation screen. Check the box next to ‘Evaluation Date’
and choose ‘Yes’ or ‘No’ from the dropdown beside ‘Eligible?’
6) Click ‘Update the Database.’
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7) To review Eligibility determinations made for a student, click on the compliance
symbol next to the student’s name on the Eligibility tab.
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8) You will see a list of Eligibility, Non-Eligibility and IEP events for the student.
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ASSESSMENTS TAB
To add Assessments:
1) From the Students Menu – Click on the “Assessment” Tab.
2) Next, click on Add Assessments
3) After you click the ‘Add Assessments’ button, fill in the appropriate information for
the student from left to right. This page has options for Custom Assessments as well
as pre-made assessments.
Pre-Made Assessments
Custom Assessments
4) Click Update the Database.
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5) If you wish to add subject areas, click the Select Subject Areas button. If not, click
Update the Database.
6) You can update the details of an assessment at any time from the main Assessments
tab by clicking on the ‘Details’ button beside the assessment
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CURRENT V. HISTORICAL WORKSPACE
Explanation/Purpose
The workspace in EasyIEP™ is that area that you use to enter information into a student's
record. In EasyIEP™, you have the option of viewing either the current workspace
(where edits can be made), or the historical workspace (where you can view information
from the current final IEP or the previous final IEP). One reason you may wish to view
the historical workspace is if you need to create a Report Card for the most recent IEP,
but you have already started changing the current workspace (goals and objectives) in
preparation for generating the next IEP (e.g. this might apply when creating the final
report card in a given school year).
How to change the workspace
You can toggle back and forth between the current workspace and viewing the historical
workspace by selecting the View: Workspace/Current IEP/Previous IEP dropdown menu
at the top right of each student page. You will only see this menu if there is a final IEP in
place for that student. You will be unable to make changes to the historical workspace, as
this information reflects an IEP that has been finalized and has been/is being executed.
An example of the current workspace is shown below. Edits can usually be made in the
current workspace (unless the user's user type specifically restricts editing to that
particular page in EasyIEP).
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CONTACTS TAB
To Document Contacts:
1) From the Students Menu – Click on the “Contacts” Tab.
2) Click on ‘Add a Contact’ to add a Parent contact or ‘Add a non Parent Contact’ to
add another type of contact.
3) Your name will automatically appear in the “Person making contact” box - type over
the text to change.
4) Select “Person Contacted”, “Contact Method” and “Contact Result” from the
dropdown menus, and choose the “Contact Date” using the date icon.
5) Fill in any other information necessary and click ‘Update the Database’
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IEP PROCESS TAB – TO CREATE AN IEP
IEP Process Overview:
Enter the dates for the IEP at the top of the page and click ‘Save and Continue.’
This is important because the system uses these dates to determine whether the
student needs a Transition IEP.
There are compliance symbols beside each of the IEP sections. The clear check
mark means that you have not yet clicked on and visited this tab. The red X
means that there are still errors that need to be corrected on this tab before you
can finalize the IEP. The green check mark means that everything is in
compliance.
You need to have ALL green check marks in order to create a final IEP.
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IEP Participants
IEP Participants Tab:
** On this tab, IEP team members will be selected.
1) From the IEP Process Tab – Click on the “IEP Participants” link.
2) Select the “Team Members” using the dropdown menus. Check any additional team
members at the bottom of the page under ‘Additional Team Members
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. 3) To add or delete IEP team members, go to the “Family/Others” Tab (pg 14).
4) Click ‘Save and Continue’ to return to the “IEP Process” page
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PLP Annual Goals and Objectives
PLP Annual Goals-Objectives Tab:
** On this tab, the user will enter Present Levels of Performance, Impact of the Disability
statements, Needs, Parent Input, Desired School/Post School Outcomes, and goals and
objectives.
** Remember, the IEP dates you enter on the IEP Process tab determine whether or not
the system displays the information needed for a Transition IEP
For a Regular IEP:
.
1) From the IEP Process Tab – Click on the “PLP Annual Goals-Objectives” link.
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2) Select the sources of data used to describe the student’s present levels of
performance, indicate the desired school outcomes, and summarize the parent input.
3) Enter the strengths and abilities narrative for the student for each of the Domains
(Curriculum and Instruction, Social/Emotional Behavior, Independent Functioning,
and Communication).
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4) Select the ‘Yes’ or ‘No’ button for each of the questions below the narrative. If you
answer ‘Yes’, a narrative box will appear to describe further. Click the ‘Save’ button
after completing each domain area.
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5) If you select ‘No’ for Priority Educational Needs, the ‘Save’ button will bring you
down to the next domain. If you select ‘Yes’ for Priority Educational Needs, you will
see both a ‘Save’ and a ‘Save and Continue’ button. The ‘Save’ button keeps you on
this page, and the ‘Save and Continue’ button will take you to the Goals page for that
domain.
6) Once you click ‘Save and Continue,’ you can add a list of custom goals for the
student in that domain area.
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7) Or you can add goals from your personal Goal Bank.
a. The goal bank allows users to enter and save generic goals so that they can be
pulled quickly and easily.
b. Click on the ‘Add Goals from Bank’ button.
c. Then click on ‘Manage Your Bank of Goals.’
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d. Here, you can enter custom goals to add to your bank or you can import goals
from student’s on your caseload.
e. To import goals, click ‘Import Goals to my Goal Bank from my Caseload’
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f. You can choose to import goals from the current student you are working, or to
import all goals for students where you are the Case Manager. You can also
choose to create categories for these goals when they are imported, sorting them
based on the Domain Area.
8) Once you have entered or selected goals for the student, click ‘Save and Continue’.
9) Enter the details for the goal (evaluation procedures, title of implementer, title of
person documenting mastery, dates if applicable).
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10) You can click ‘Save’ to save your work and stay on the current page, ‘Save and
Continue’ to move on and add objectives for the goal, or you can add additional goals.
11) From the Goals page, click ‘Save and Continue’ to enter objectives. Similar to the
goals, you can enter custom objectives, or you can enter objectives from your
personal bank.
12) Once you have entered objectives, click ‘Save and Continue.’ This will bring you
back to the Goals page. From here, you can enter more goals, edit details, or click
‘Save’ to return to the PLP page.
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13) Under each goal, you can also select an Assessment from the list or add a Custom
Assessment to track the goal’s progress. For more information on this, please see the
next section (Progress Monitoring in EasyIEP™).
14) Once you have entered information for all domains, click ‘Save and Return to
Process’ to return to the IEP Process tab or click ‘Show Section’ to see the PLP
Goals section as it will print on the IEP. This will open a PDF file of the PLP
Goals section.
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Progress Monitoring in EasyIEP™
This feature allows for the progress monitoring of IEP Goals. This includes:
• Associating goals and assessments,
• Selecting target scores and dates,
• Logging scores, and
• Viewing progress graphs.
1. After adding an annual goal for the student, at the bottom of the page you will have the
ability to associate an assessment with the selected goal.
2. You can either select an Assessment from the list, or type in a custom assessment. Once you
have chosen an Assessment, click ‘Attach Assessment’.
3. Scroll back down and you should see the assessment has been added for that goal. You can
only add one (1) progress monitoring assessment for each goal. Click the ‘Details’ button
beside the assessment.
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4. Select a Score Type and click ‘Just Save.’
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5. Now you will be able to enter the target score and the target date
6. Once the IEP has been finalized, a Workspace / Current IEP selection now appears on the
Goals page. If you select ‘Current IEP’ in the dropdown, you are taken to a view of the
Goals on the student’s current IEP.
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7. From here, you can click the Log button to go to a page where the progress monitoring
results can be logged.
8. Clicking the ‘Details’ button will show you the Target Score and Target Date selected when
the IEP was finalized.
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9. Click the ‘Log’ button to log an instance of progress monitoring. Enter the date, the score,
and any comments you would like to document.
10. How logging works:
a. The first score you enter will become the baseline score, which will draw the blue
Target Line on the graph below
b. As you enter more instances of progress monitoring, you will be able to see a green
Progress Line as in the graph. You will also see a dashed Trend Line, which shows
you the current course the student is one and where they will be at the Target Date if
the trend continues.
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11. Graphs:
**Be sure to switch the View dropdown from ‘Current IEP’ back to ‘Workspace’ before continuing
on throughout the system
12. Printing your Data
a. You can choose to print the graph, the data or both from this screen
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13. Progress Monitoring Wizard
a. To access the Progress Monitoring Wizard, click on ‘Available Wizards’ in the
green bar at the top and then select the ‘IEP Progress Monitoring Wizard’ link.
14. Progress Monitoring can be done for any goal
a. The assessment needs to be attached to the goal before the IEP is finalized
b. When writing your goals, be sure to think about how you plan to monitor progress
c. Make the appropriate choices for an evaluation procedure
d. The data and/or graph can be printed and attached to the quarterly progress report
e. The Progress Monitoring wizard is a compact place to enter your data.
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For a Transition IEP:
.
1) From the IEP Process Tab – Click on the “PLP Annual Goals-Objectives” link.
Remember, the transition fields appear based on the IEP begin and end dates on the
IEP Process tab.
2) Select the sources of data used to determine the present levels of performance,
indicate the desired post-school outcomes, and select transition assessments and
measurable postsecondary goals for the appropriate areas.
3) If you select that Interagency Linkage is needed, you will be asked to provide
additional information. Fill in the information and click ‘Save and Add Additional
Service’ if more than one is needed, or click ‘Save and Continue’ to save your work
and continue to the next area.
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4) Continue down the page filling in the applicable information, such as parent input,
expected graduation status, course of study statement, expected graduation year, level
one courses, and self-determination.
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5) The next section contains the Transition Areas, where you will enter strengths and
abilities, involvement and progress in general education, and priority educational
needs. Select the correct code from the dropdown menu if services are not needed for
a particular area.
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6) The Transition Areas operate the same way as the Domain Areas. If you select ‘Yes’
for Priority Educational Needs in a transition area, ‘Save and Continue’ will take you
to the goals page to add goals and objectives. For more information, please see
instructions for a Regular IEP in the section above.
Supplemental Aids
Supplemental Aids Tab:
** On this tab, you will add any necessary supplemental aids and services for the classroom. In
order to add an Accommodation for a student on the State and District Testing tab, there must be
a corresponding supplemental aid or service selected here.
1) From the IEP Process Tab – Click on the “Supplemental Aids” link.
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2) You can either add an aid or service from the list or add a custom aid or service. Most
supplemental aids or services should be available in the list.
3) Select the supplemental aids and services from the dropdown menu and then click
‘Save and Continue.’ You can select up to four supplemental aids and services at one
time.
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4) Enter the appropriate frequency and location for each supplemental aid and service.
5) Click ‘Save and Continue’ to return to the “IEP Process” page
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Special Considerations
Special Considerations Tab:
** On this tab, you will specify any special considerations needed by the student in the following
areas: health care, behavior, adaptive PE, assistive technology, transportation and communication.
1) From the IEP Process Tab – Click on the “Special Considerations” link.
2) Click the dropdown next to each section. Select ‘Yes’ if the student is in need of
special considerations in that area or ‘No’ if the student is not.
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3) If ‘No’ is selected, there are no additional items to fill out for that area. If ‘Yes’ is
selected, a list of additional items will appear. Follow the directions and enter the
appropriate information.
4) Click ‘Save and Continue’ to return to the “IEP Process” page.
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State and District Testing
State and District Testing Tab:
** On this tab, you will determine whether the student should take the FCAT or the Florida
Alternate Assessment. You will also select any accommodations necessary to take the test.
1) From the IEP Process Tab – Click on the “State and District Testing” link.
2) Answer the questions by selecting ‘Yes’ or ‘No’ from the dropdown menus. If
the answer to all of these questions is ‘Yes,’ the student will take a State
Designated Alternate Assessment.
3)
If the answer to any of these questions is ‘No,’ the student will take the FCAT.
Select whether the student will participate with or without accommodations,
will not participate, or has already passed the FCAT. Click ‘Save and Continue.’
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.
4) If you select the student will participate with accommodations, once you click
‘Save and Continue’ a button will appear to ‘Add Accommodations.’
5) To add accommodations, click the ‘Add Accommodations’ button and choose an
Area from the dropdown menu at the top of the page.
* The Areas are limited to the Supplemental Aids and Services Areas
you selected for the student on the Supplemental Aids and Services tab.
6) Check off the accommodations you wish to add and click ‘Save and Continue’ to
return to the State and District Testing Tab. You can also click ‘Add Another
Accommodation’ to save and stay on the Accommodations screen to select
additional accommodations.
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Special Education Services
Special Education Services Tab:
** On this tab, the user will document the necessary special education service(s) to be provided
to the student. He or she will specify the type of service(s), who will provide the service, where it
will be provided, how long and how often the service(s) will be provided and what days the
service(s) will start and end.
** Note that the Begin/End date of the service can not be outside the range of the IEP
Begin/End date.
1) From the IEP Process tab – Click on the “Special Education Services” link.
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2) Click on the ‘Add Special Ed Service(s)’ button.
3) Select the necessary service(s) to be provided to the student using the dropdown
menus. You can select up to four special education services at once. Click ‘Save
and Continue’ to return to the main “Special Ed Services” page.
4) A table for each service that you selected will now appear on the main “Special Ed
Services” page. The following fields are required: Location, Serving School,
Provider, Begin/End Date, and Frequency. Amount of Service is also required for
services that are not consultative/collaborative.
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5) If the services are consultative/collaborative, click the check box next to
“Consult/Collaborate.” Remember that Amount of Service is not required.
6) Click ‘Save and Continue’ to go back to the “IEP Process” page.
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Related Services
Related Services Tab:
** On this tab, you will enter any related services that the student receives during the regular
school year. ESY services will be entered on the ESY tab.
** Note that the Begin/End date of the service can not be outside the range of the IEP Begin/End
date.
To Add a Related Service:
1) From the IEP Process Tab – Click on the “Related Services” link.
2) Click ‘Add Related Services’ to add a new service.
.
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3) Select the service(s) from the dropdown menus. You can add up to four related
services at one time. After making your selection(s), click ‘Save and Continue.’
4) Enter the details for each Related Service and click ‘Save’ to save the changes and
stay on the Related Services tab, or click ‘Save and Continue’ to return to the IEP
Process tab.
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Extended School Year (ESY)
ESY Tab:
** On this tab, you will enter information regarding Extended School Year services for the
student.
1) From the IEP Process Tab – Click on the “ESY” link.
2) Select the answers to the questions presented from the dropdown menus and enter the
data sources used to answer those questions.
3) Select whether the student is in need of ESY services. If the answer is ‘No’ or ‘To be
determined’ this tab is complete. Click ‘Save and Continue’ to return to the IEP
Process tab.
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4) If you select ‘Yes’ the student is in need of ESY services, additional fields will
appear. Select the answers using the dropdown menus.
5) Below these questions, you will enter any Special Education or Related Services the
student will receive during ESY. You will see the services the student currently
receives during the regular school year, but these are not yet identified for ESY.
6) To add an ESY Service, click the ‘Save and Add Additional Special Ed Services’
button.
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7) Select any ESY Special Ed Services and click ‘Save and Continue.’ You can add up
to four Special Ed Services at a time.
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8) The service(s) you selected now appear on the ESY page. Enter the details for the
service(s) and click ‘Save and Continue.’
9) Repeat the process above for any ESY Related Services.
10) Below the Related Services section, you will see all of the goals currently entered for
the student. Select at least one goal to be implemented during ESY, and click ‘Save
and Continue.’
11) The ESY Special Considerations questions are the located below the Goals section.
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Answer these questions using the dropdown menus.
12) Click ‘Save and Continue’ to return to the “IEP Process” page.
Placement
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Placement Tab:
** On this tab, you will indicate the areas of participation or removal from general education.
1) From the IEP Process Tab – Click on the “Placement” link.
2) Select the areas in which the student will participate in general education, enter the
reasons for removal, and describe any supports or materials needed by
school personnel.
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You will see a table at the bottom where the system calculates the student’s minutes per week,
percent of time with nondisabled peers, the percent of time removed and the placement. These are
calculated based on the amount of time entered for Special Education and Related Services with
an ESE location.
4) Click ‘Save and Continue’ to return to the “IEP Process” page.
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Create Draft IEP
Create Draft IEP Tab:
** On this tab, the user will create a draft IEP.
1) From the IEP Process Tab – Click on the “Create Draft IEP” link.
2) Fill in the IEP Meeting Date and check that the beginning and end dates of the IEP
are correct.
3) If you would like the document to be translated into Spanish, Portuguese or Creole,
select the desired language from the dropdown menu.
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4) Check the assessment(s) used to develop the IEP. To add or delete assessments click
on the “Assessments” Tab (pg. 16-17).
5) Under the list of assessments, there is a statement regarding the parent’s rights to
exercise an option described in the Procedural Safeguards. Check the box to confirm
that a parent of the student was given the Procedural Safeguards.
6) Fill out the Name, Title, and Number of an individual the parent can contact for
information. Click ‘Create Draft IEP.’
7) The system will create a Draft IEP. Click ‘View the IEP’ to open the document. If
any errors appear, these must be fixed before a Final IEP can be created.
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Create Final IEP
Create Final IEP Tab:
** On this tab, the user will create a Final IEP.
1) From the IEP Process Tab – Click on the “Create Final IEP” link.
2) All of the fields will already be filled in with the information you entered on the
“Create Draft IEP” Tab. Make any necessary changes and click ‘Create Final IEP.’
3) The system will create a Final IEP. Click ‘View the IEP’ to open the document. If
any errors appear, the system will not create a final IEP. Fix these errors to continue
and create the Final IEP.
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4) If you discover mistakes in the document after creating the Final IEP, you can recreate the Final IEP within 24 hours of the original. The system will replace the
previous version with the new version you create. After 24 hours, a Final IEP must be
removed by an administrator.
5) If you need to replace a previous IEP within 24 hours, check the box that appears
when you click the ‘Create Final IEP’ link on the “IEP Process” tab.
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DOCUMENTS TAB
To Create a Document:
1) From the Students Menu – Click on the “Documents” Tab.
2) Any documents that have already been created for that student will be displayed at
the bottom of the page.
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3) Click on the circle next to the document you would like to create.
4) Click the ‘Create Draft’ button to create a document with a draft watermark (this will
be saved for 30 days).
5) Click the ‘Create Final’ button to create a final document
** Remember: Always create a draft document and ensure there are no errors before
creating a final document. **
6) If there is additional information needed to create the document, you will see this on
the next page. Fill out all necessary information and click ‘Create’.
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7) The next page will have a link to view the document in PDF format.
** You must have Adobe Acrobat Reader to view documents. If you do not, go to the
login screen and click on the link on the bottom left **
To view all documents created for any of your students:
1) From the Main Menu tab – click on the “My Docs” button.
2) In the Document Type column, click on the blue link of the document you wish to
view.
3) You can sort the list by any of the column titles by clicking on the white link of
the column name.
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REPORTS TAB
To Create a Report:
1) From the Main Menu – Click on the “School System Information” Tab.
2) Then click on the “Reports” Tab.
3) Click on the Report Name you wish to create.
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4) Fill in the appropriate information
5) Click the ‘Next’ or ‘Continue’ button at the bottom of the page.
** Some reports are generated in excel or txt format, but others simply display the results
in the web page.
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PROGRESS REPORT WIZARD
To Use the Progress Report Wizard:
1) From the Main Menu – Click on the “Wizards” Tab.
2) Then click on the Progress Report Card Wizard.
3) Then click on the Progress Report Card Wizard.
4) The School Year field will default to the current school year. Select the Reporting
Period from the dropdown menu.
5) Select the student(s) for whom you would like to update status and/or generate
Report Cards and click ‘Continue.’
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6) Update all information for each student.
7) You can click the Skip this student Button if you do not want to create a report card
for the student.
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8) Once you have updated the information, you have 4 options:
a. Create a final report card for the student
b. Create a draft report card for the student
c. Just update the database, which saves your work and keeps the screen on the
current student
d. Update the database to save your work and move to the next student.
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LOGGING OUT OF EasyIEP™
From the EasyIEP™ Main Menu:
To log out of EasyIEP™:
1) Click the “Log Out” tab at the left of the menu bar.
2) After you log out, close your browser:
a) Click on File in the upper left hand corner of your screen and then choose Exit.
b) Mac users - Click the in the upper left hand corner of your screen.
c) PC users – Click the ‘X’ in the upper right hand corner of your screen.
*
*
*
You can log out from any part of the system.
You do not have to go back to the Main Menu.
You must log out of EasyIEP™ and close your browser if you:
- Step away from your computer.
- Finish using the system.
- Leave for the day.
** Always Log Out and Exit the Browser **
** If you do not Log Out and close your browser, anyone can access information in EasyIEP™ or
record information under your log-in name.
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EasyIEP™
GIFTED – EDUCATION
PLAN MANUAL
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TABLE OF CONTENTS
GIFTED-EP Process
Compliance Symbols................………………………… ……………………………….... 82
Students Tab……………………………………………………………………………… 83
Student Overview………………………………………………………………………… 83
Viewing Caseloads………………………………………………………………………… 84
Family/Others Tab.……………………………………………………………………........ .85
ESE Team Tab (Creating the EP team)………………………………………………….... 87
Gifted Eligibility Tab........................................................................................................... 89
EP Process Tab.......................................................... …………………………......... 91
Adding EP Services………………………………………………………………………. 91
Adding Present Levels of Performance ………………………………………………… 94
Adding Annual Goals …………………………………………………………………… 96
Create Draft EP ……………………………………………………………………
102
Create Final EP ………………………………………………………………………… 104
Documents Tab……………………………………………………………………………. 105
Note: EASYIEP® is the system that allows the user the ability
to complete the EP process for gifted Students. If a student has
dual-eligibility, the standard EASYIEP process is to be
completed.
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SYMBOLS ON STUDENT PAGE
Below is a table describing the meaning of the symbols you will see beside a student’s name on
the Caseload page, as well as the “Eligibility” tab.
Symbol
Meaning
What to do
Where
EP is current
This is N/A for EP. A
3-year reevaluation is
past due.
This is N/A for EP. A
3-year reevaluation is
due within 3 months.
Nothing needed.
Conduct a Reevaluation
Plan Meeting. Update
the student’s Eligibility
date.
Conduct a Reevaluation
Plan Meeting. Update
the student’s Eligibility
date.
An EP review is past
due
Conduct an EP Meeting.
Develop a final EP in the
system.
An EP review is due
within 1 month
Conduct an EP Meeting.
Develop a final EP in the
system.
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Eligibility Tab
Eligibility Tab
Updated
automatically
by the system
Updated
automatically
by the system
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STUDENTS TAB
Student Overview
When searching for students, please remember that your district is using a separate Student
Information System (SIS) that provides information to EasyIEP™. The system will only allow a
certain number of students to appear on the screen at once. You can narrow your search by
entering the student’s ID, school, or choosing either General Ed or Special Ed and the beginning
letters of the child’s last name. Some users might not be able to search for students and may only
be able to view their individual caseload.
7) From the Main Menu, click the “Students” tab
8) Enter the criteria you wish to search by, such as Student Last Name or Student ID.
9) The student’s record will appear if that student fits the entered criteria or a list of students
with the same last name exists in the database.
10) To select a specific student record, click on the name of the student.
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Viewing Caseloads
Once you are assigned to a student, you will have a “view my caseload” button that will take you
directly to your entire caseload. Within two simple clicks you can enter a student record.
11) Click the ‘View My Caseload’ button at the bottom of the Student Search page.
12) The following ‘Select a Student’ page will list all the students who you serve.
a. The name of the case manager is listed in the last column.
b. If you are a member of the student’s team, the student will appear in this list.
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FAMILY/OTHERS TAB
From the student specific menu bar, the “Family/Others” tab is used to add parents, guardians and regular
education teachers. It is also used to add team members who participate from outside agencies and, if
applicable, the student.
To add an individual to this page:
5) From the Students Menu – Click on the “Family/Others” Tab.
6) Click the ‘Add New Parent/Guardian’ button.
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7) Enter all the relevant information.
a. Student Lives Here and Legal Guardian must be checked for at least one
parent/guardian.
b. If you wish for the person to appear on the EP Team, check Include on the
IEP Team.
8) Click the ‘Update the Database’ button.
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ESE TEAM TAB
Creating the student’s EP team:
The EP team should include any individual who is involved with the student as the overall
instructional plan is addressed for the student.
All Gifted teachers who provide services to the student for the duration of the EP should be
assigned to the student’s EP team.
1) From the Students Menu – Click on the “ESE Team” Tab.
2) Assign the Team Facilitator using the drop-down menu.
3) Click the “Select the IEP Team” button.
a) Check the box next to the names of those individuals assigned to your school who may be
members of the EP team. To add parents and other individuals not assigned to your school,
use the Family/Other tab as described above. Once you add a name to the ‘Family/Other’ tab,
it will appear in the list as shown.
** (NOTE: This team should consist of any Gifted teacher/provider, school psychologist, or
other ESE support personnel that will be involved with the student.)
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b) Also, you can remove individuals from the EP team by deselecting the box next to their name.
NOTE: When a student leaves your school, for any reason, please set the case-manager
field to “none” and deselect your school’s Team Members from the list, by unchecking
their name.
c) When you have finished selecting team members, click “Update the Database.”
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GIFTED ELIGIBILITY TAB
To change a student’s Gifted Eligibility Status:
1) From the Students Menu – Click on the “Gifted Eligibility” Tab.
2) Click on the circle next to ‘Yes’ to make the student Eligible or ‘No’ to make the student
ineligible for the gifted program or to
dismiss the student from the gifted program.
3) If you click ‘Yes’, enter the date of Eligibility in mm/dd/yy format and click
‘Continue.’
4) You will then be asked to confirm that the date you entered is correct and to enter the
Placement Date. Make any changes necessary and click ‘Save and Continue.’
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5) If you entered ‘No’ on the Gifted Eligibility tab, this will cause the student to be ineligible for the
gifted program as of that date. A screen will appear asking you to confirm the date.
6) Click ‘Save and continue’ to confirm as of that date the student is no long eligible for the gifted
program.
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EP PROCESS TAB
EP Process Overview:
There are compliance symbols beside each of the EP sections. The red X means that there are still
errors that need to be corrected on this tab before you can finalize the EP. The green check mark
means that everything is in compliance for that tab.
You need to have ALL green check marks in order to create a final IEP.
To Add EP Services:
1) From the Students Menu – Click on the “EP Process” Tab.
2) From the “EP Process” tab – Click on the ‘Services’ link.
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3) Click ‘Add Service(s).’
4) Select at least one service the student should receive by clicking on the dropdown menus. You can
select up to four services at one time.
5) Click ‘Save and Continue.’
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6) Enter the details for the service, such as location, begin and end dates, and Provider.
7) When you have finished entering the service details, click ‘Add Service(s) to continue adding more
services for the student, ‘Just Save’ to save your work and stay on the current page, or ‘Save and
Continue’ return to the “EP Process” tab.
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To Add Present Levels of Educational Performance:
1) From the Students Menu – Click on the “EP Process” Tab.
2) Click on the ‘Present Levels of Educational Performance’ link.
3) Select the data that was used to develop the student’s present levels of performance. You may use
the other box to add additional information.
4) Enter the student’s strengths, interests, and abilities in the first text box for each of the areas of
Curriculum and Learning environment, Social/Emotional Behavior, and Independent Functioning.
5) Enter the student’s priority educational needs in the second box for each of the areas of
Curriculum and Learning environment, Social/Emotional Behavior, and Independent Functioning.
(NOTE: Curriculum and Learning Environment is required for all EPs.)
6) When you are finished click scroll to the bottom and ‘Save and continue.’
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7) If any information is missing then you will receive error messages when you click save and
continue as shown below. Once all errors are addressed and you click ‘Save and Continue’ you
will be directed back to the main “EP Process” tab.
8) Once the information is saved for the page you may select the option show section. Show section
will display the information entered on that page as it would appear in the document when
completed.
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To Add Annual Goals:
1) From the Students Menu – Click on the “EP Process” Tab.
2) Click on the ‘Annual Goals’ link.
3) Click ‘Add Goals from List’ to add a goal suggested by the District or click ‘Add Custom Goals’
to add your own.
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4) If you choose to Add Goals from List, select the goal category from the drop down menu, then in
the list (as shown below) select the coinciding goal(s) you wish to use.
5) Click ‘Save and Continue.’
6) The goal(s) you selected should appear in the Goal Box.
7) Type a number under New Position if you have multiple goals and would like to change the
number order of their importance.
8) The Checkbox under “Del” will delete the goal! DO NOT Check that box unless you want to
delete the goal.
9) Enter all of the details for the goal.
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10) Make sure to add objectives. Every goal must have an objective. To do this, click the ‘Add/Edit
Objectives’ button.
11) Just as with the goals, you can add objectives from a list, or create custom objectives.
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12) Choose the Objective/Benchmark Category from the dropdown menu, then select the objective(s)
from the list and click ‘Save and Continue.’
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To Add Related Services:
1) From the Students Menu – Click on the “EP Process” Tab.
2) Click ‘Add Related Services’ button.
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3) Select up to four related services from the list and then click the ‘Save and Continue’
button.
4) Fill in the information for each related service including Location the service is delivered,
Amount of Service, Frequency of Service, whether it is a Consultative or Collaborative service,
Provider and date range this service will be delivered. Click the ‘Save and Continue” button when
finished.
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To Create a Draft EP:
1) From the Students Menu – Click on the “EP Process” Tab.
2) Click on the ‘Create Draft EP’ link.
3) Fill in the EP Begin and End dates, the EP Meeting Date, and select the team members for the
meeting.
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4) Check the box if the parent indicated concern with the recommendations of the EP committee,
and enter additional contact information as indicated.
5) If there are any errors with the EP, click ‘Display EP Errors; to view them. A Final EP cannot be
created until these errors are resolved. You can, however, still create a Draft EP by clicking the
‘Create Draft EP’ button.
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To Create a Final EP:
1) From the Students Menu – Click on the “EP Process” Tab.
2) Click on the ‘Create Final EP’ link.
3) All of the information entered for the Draft EP will appear. Make any necessary changes, ensure
that all errors have been resolved, and click ‘Create Final EP.’
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DOCUMENTS TAB
To Create a Document:
1) From the Students Menu – Click on the “Documents” Tab.
2) Any documents that have already been created for that student will be displayed at the bottom
of the page.
3) Click on the circle next to the document you would like to create.
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4) Click the ‘Create Draft’ button to create a document with a draft watermark (this will
be saved for 30 days).
5) Click the ‘Create Final’ button to create a final document
** Remember: Always create a draft document and ensure there are no errors
before creating a final document. **
6) If there is additional information needed to create the document, you will see this on the
next page. Fill out all necessary information and click ‘Create’.
7) The next page will have a link to view the document in pdf format.
** You must have Adobe Acrobat Reader to view documents. If you do not, go to the
login screen and click on the link on the bottom left **
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To view all documents created for any of your students:
4) From the Main Menu tab – click on the “My Docs” button.
5) In the Document Type column, click on the blue link of the document you wish to view.
6) You can sort the list by any of the column titles by clicking on the link of the column
name.
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MATRIX OF SERVICES
To Create a Matrix of Service:
1) From the Students Menu – Click on the “Matrix of Services” Tab.
2) Select the people completing the Matrix of Service and enter the Begin Date.
3) The Total Minutes in School per Week defaults to the total from the student’s personal
info tab. Make adjustments if necessary.
4) The Minutes per Week with Non-ESE Persons defaults to the number calculated on
the student’s Placement tab. Make adjustments if necessary.
5) Check appropriate check boxes in each Domain for the student in question. There are 5
Domains (A-E) and a Special Considerations section. Each domain has between 1 and 5
levels of need. The system will automatically calculate the Matrix Cost Reporting Factor
and print this on the document.
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6) Click the ‘Create Draft Matrix of Services’ button to create a document with a draft
watermark (this will be saved for 30 days). Click the
‘Create Final Matrix of Services’ button to create a final document
** Remember: Always create a draft document and ensure there are no errors
before creating a final document. **
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12) The student’s cost factor rating will also appear on the student’s personal information tab
under ‘Funding Option.’
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TABLE OF CONTENTS – Behavior Plus
BehaviorPlus Mobile Module Overview………………………………………………….
Getting to the Behavior Tab………………………………………………………………
Student Info Page ………………………………………………………………………..
Logging Behavior Logs Page……………………………………………………………
Log Behavior Frequency Logs…………………………………………….………………
Log Behavior Duration Logs……………………………………………………………..
Log Behavior ABC Logs …………………………………………………………………
Log Goal Progress Logs …………………………………………………………………
Viewing, Editing or Deleting Behavior Logs (printing graphs)…… ……………………
View Behavior Frequency Logs……………………………………………………………
View Behavior Duration Logs…………………………………………………………….
View Behavior ABC Logs ……………………………………………………………….
View Goal Progress Logs ……………………………………………………………….
Behavior Drill Down Reports …..……………………………………...……………….
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114
116
118
119
120
122
125
127
127
132
134
136
137
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BEHAVIOR
MODULE
PLUS
MOBILE
The BehaviorPlus Mobile module can be used via either the iPad or any internet-connected
computer.
Please ensure that all of your students are on your caseload. If you see an error that you do not
have permission to view one of the Behavior pages, the most likely reason is that you have not been
added to the ESE Team tab.
Getting to the Behavior
Tab:
1) Click the ‘View My Caseload’ button at the bottom of the Student Search page.
2) The following ‘Select a Student’ page will list all the students you
serve.
a. The name of the case manager is listed in the last column.
b. If you are a member of the IEP team, the student will appear in this
list.
c. Click the name of the student you wish to view.
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3) You will now see the Personal Information page for the student.
4) Click the Behavior link in the blue student menu.
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5) The Behavior Process consists of three components:
a. Student Info Page
b. Logging Behavior Logs c.
Viewing Behavior Logs
Student Info Page
The Student Info page is designed to capture any pertinent information for the student as related to
behavior tracking. This should be information the teacher might want/need to know in order to
better handle a situation.
1) Enter the student’s strengths, skills and interests, as well as the student’s limitations.
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2) Select the student’s general target behaviors.
3) Select the proactive strategies the teacher should use with the student.
4) Select the specific student behaviors to be addressed. Once any data has been entered on the
page, click Update the Database before moving to another screen.
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Logging Behavior Logs
This link will take you a screen where you will be able to log any behavior instances.
There are 4 different types of behavior logs:
1. Frequency
2. Duration
3. ABC (Antecedent, Behavior, Consequence)
4. Goal Progress
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1) Log Behavior Frequency Logs
a. Enter the Date.
b. Select the type of Behavior from the dropdown list.
c. Enter the Begin and End Time for the timeframe during which the frequency was
observed.
d. Enter the Frequency.
e. Enter any Comments about the instance that you would like to be recorded. f.
Select ‘Log Behavior Frequency Log’ to record the log.
g. You will see a confirmation screen so that you can confirm the information that you
entered is accurate.
i. If the data is accurate, you can select ‘Yes, Log Behavior Frequency Log’ to log
the instance and return to the main Behavior screen; or you can select ‘Yes, Log
Behavior Frequency Log and then Log Another Service’ to return to the
Frequency Logging page and log another frequency.
ii. If the data is not accurate, you can select ‘No, allow me to correct this
information’ to return to the logging screen and made adjustments; or you can
select ‘Return to logs page’ to completely abort the log – nothing will be saved.
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2) Log Behavior Duration Logs
a. You may use the Timer feature to determine the duration of the behavior.
b. Enter the date.
c. Select the type of Behavior from the dropdown list.
d. You must select Begin and End Times and the system will calculate the duration; you
may also enter a number in the Duration field.
i. When entering Duration, only enter a number (no text, such as mins or hours)
ii. This number should be the duration of the behavior in minutes
iii. If you enter both a Duration and a Begin and End Time and there is a discrepancy,
the system will use the Begin and End Times for the graphical data
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e. Enter any Comments about the instance that you would like to be recorded.
f. Click ‘Log Behavior Duration Log.’
g. You will see a confirmation screen so that you can confirm the information that
you entered is accurate.
i. If the data is accurate, you can select ‘Yes, Log Behavior Duration Log’ to log
the instance and return to the main Behavior screen; or you can select ‘Yes, Log
Behavior Duration Log and then Log Another Service’ to return to the Duration
Logging page and log another duration.
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ii. If the data is not accurate, you can select ‘No, allow me to correct this
information’ to return to the logging screen and made adjustments; or you can
select ‘Return to logs page’ to completely abort the log – nothing will be saved.
3) Log ABC Logs
a. Enter the date.
b. Select the Activity that the student was participating
in when the Behavior occurred.
c. Select the Location where the behavior occurred.
d. Select the time that the Behavior began.
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e. Select the Antecedent, what happened immediately prior to the occurrence of the
behavior.
f. Select the Behavior that occurred.
g. Select the Consequence, what happened immediately after the occurrence of the
behavior. h. Select the Function of the behavior, the circumstances that resulted in the
behavior.
i. Select the Setting Event.
j. Enter any Comments about the instance that you would like to be
recorded. k.
Click ‘Log Behavior ABC Log.’
l. You will see a confirmation screen so that you can confirm the information that
you entered is accurate.
i. If the data is accurate, you can select ‘Yes, Log Behavior ABC Log’ to log the
instance and return to the main Behavior screen; or you can select ‘Yes, Log
Behavior ABC Log and then Log Another Service’ to return to the ABC
Logging page and log another ABC log.
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ii. If the data is not accurate, you can select ‘No, allow me to correct this
information’ to return to the logging screen and made adjustments; or you
can
select ‘Return to logs page’ to completely abort the log – nothing will be saved.
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4) Log Goal Progress Logs
a. Enter the date.
b. Select the goal for which you are logging progress.
i. The goals in this dropdown list pull from the most recent final IEP in the system
for the student.
ii. If a student does not have a final IEP in EasyIEP™, you will not be able to enter
Goal Progress Logs for this student.
c. Select the Type of Trial being used to measure goal progress.
d. Select the Number of Trials (ex. the number of questions in the quiz).
e. For each Trial, or question, select the student’s level of success:
i. + means the student was correct on the first attempt
ii. P1 means the student was correct, but only after one prompt
iii. P2 means the student was correct, but only after two prompts
iv. P3 means the student was correct, but only after three prompts
v. – means the student was not correct, even after 3 prompts
f. Enter any Comments about the instance that you would like to be recorded.
g. Click ‘Log Behavior Goal Progress Log.’
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h. You will see a confirmation screen so that you can confirm the information that you
entered is accurate.
i. If the data is accurate, you can select ‘Yes, Log Behavior Goal Progress Log’ to
log the instance and return to the main Behavior screen; or you can select ‘Yes,
Log Behavior Goal Progress Log and then Log Another Service’ to return to the
Goal Progress Logging page and log another Goal Progress log.
ii. If the data is not accurate, you can select ‘No, allow me to correct this
information’ to return to the logging screen and made adjustments; or you can
select ‘Return to logs page’ to completely abort the log – nothing will be saved.
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Viewing, Editing or Deleting Behavior Logs
1) View Behavior Frequency Logs
a. Enter the date range for the logs you wish to view by either typing in the date or using
the
calendar icon. You must enter both a Start and End Date.
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b. You will see any frequency logs that have been entered for this student during that
date range.
i. This includes both logs that you have entered and logs that another user may
have
entered.
c. You can either view All Behaviors logged during the date range you selected, or use the
details button for an individual behavior.
d. Next to any logs that you have entered, you will see a ‘Details’ button.
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e. Clicking on the ‘Details’ button will allow you to edit or delete a log that you
have entered.
i. To make changes to the log, simply correct the information and click ‘Save and
Continue.’
ii. To remove/delete the log entirely, click ‘Delete Record.’
f. You can also view your data log in a graph format by clicking ‘Graph This
Information
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g. The graph will display a date point for each log, connected by a solid green line.
h. You will also see a dotted blue line. This line is a calculated trend line based on the data
in the date range you selected.
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i. You also have the option to print the graph, print the data table, or to print both. Clicking
on any of these buttons will generate a pdf document that should open in your browser.
i. You may print or save these pdf files to your computer, if desired.
ii. Unlike other documents you may have generated in EasyIEP™, these pdf’s will
not be saved or stored in the system. If you ever need to recreate a graph or data
table, simply go back to the ‘View Behavior Logs’ page, select the type of log,
and enter the date range once again.
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2) View Behavior Duration Logs
a. Viewing any of the different types of logs works essentially the same way. Enter the date
range for the logs you wish to view by either typing in the date or using the calendar icon.
You must enter both a Start and End Date.
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b. You will see any duration logs that have been entered for this student during that date
range. From here, you may edit, view or print the data and/or graph as described above
in the Frequency Log section.
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3) View Behavior ABC Logs
a. Again, simply the date range for the logs you wish to view by either typing in the date or
using the calendar icon. You must enter both a Start and End Date.
b. You will see any ABC logs that have been entered for this student during that date range.
From here, you may edit, view or print the data and/or graph as described above in the
Frequency Log section.
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c. Note: The graph for ABC logs shows a count of the number of logs for a specific behavior
on each date. For example, if 3 ABC logs were entered regarding Crying on
9/1/2011, you will see a data point of 3 on 9/1/11.
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4) View Behavior Goal Progress Logs
a. Again, simply enter the date range for the logs you wish to view by either typing in the
date or using the calendar icon. You must enter both a Start and End Date.
b. You will see any Goal Progress logs that have been entered for this student during that
date range. From here, you may edit, view or print the data and/or graph as described
above in the Frequency Log section.
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Behavior Drill Down Reports
In addition to viewing format on the ‘View Behavior Logs’ page, you may also utilize the Behavior Drill
Down Reports on the Reports tab to see the data presented.
1) Click on the ‘School System Information’ tab from the green toolbar, then click on the ‘Reports’
tab on the blue toolbar.
2) You should see the 4 Behavior drill down reports under Service Log Reports.
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3) Select the report for the type of behavior log you wish to view and enter the date range of logs
you wish to view. You will then ‘drill down’ from level to level – beginning with the School
Type (Elementary, Middle, High), then down to the name of the School, then the name of the
Student, and finally the Type of Behavior.
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4) If you wish to print any of these reports, you will simply click File, Print from you internet
browser.
5) The ABC Behavior Log Report, in particular, displays the data in a visually different way than
the ‘View Behavior Logs’ page.
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EasyTRAC FFS Module
Managing Your Caseload
Caseload Setup Wizard
The Caseload Setup Wizard provides a quick way to adjust caseloads in EasyTRAC™. This feature
reduces the number of ‘clicks’ required to establish a caseload by up to 90%.
Click on the Available Wizards button from the main menu, and then select the Caseload Setup Wizard
link.
To add students to your caseload
•
•
After selecting the Caseload Setup Wizard, click on the ‘Add More Students to Caseload’
button.
Search for the student(s) you would like to add to your caseload. For the best results, keep the
d
i
h b
bl
search as broad as possible, usually by school.
•
Please do not check any of the boxes under “Status”
•
Click on ‘View Students’
•
Check the Team Member button next to the student(s) you would like to add to your caseload
•
The type of service you provide will automatically be selected on the right side of the screen
(i.e. Speech, OT, etc). If not, please check the box for your service.
•
Finally click the “Add Students to caseload” button, and this will take you back to the list of
your current caseload.
To remove students from your caseload
•
Go to the Caseload Setup Wizard
•
Uncheck the Team Member checkbox next to the student(s) you would like to remove from
your caseload
•
Click the ‘Update the Database’ button – this will remove all of the students you selected
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Documenting Services
How to Document a Service Using the Logging Wizard
1.
Login to EasyTRAC™, Click on the ‘Wizards’ tab on the top of your Internet window.
2.
Click the Logging Wizard (Medicaid Only) for the service that you provide. A list of
all students on your caseload that are Medicaid eligible will appear.
3.
Check the boxes for the students for whom you wish to document services, click “Continue.”
4.
Verify that you are logging a service for the correct student. Note: the student’s name is listed in
Bold-Blue letters on the top of your Internet window.
5.
Complete the data fields for the service you provided, click ‘Add to table’ to add the
service documentation to the above table.
6.
You may document additional services and click ‘Add to table’ prior to confirming and
saving the services.
7.
Scroll back to the top of the screen and review the teal-shaded services in the Services
Provided table. If any of the services are incorrect, you may press the trashcan icon to
remove the service from the table. If all of the information is correct, you may select
either:
‘Confirm newly entered logs, then proceed to next student’ which will save the service(s)
and allow you to document services for the next student, OR
‘Confirm newly entered logs, then allow me to enter more logs for this student’ which will
save the service(s) and allow you to enter additional services for the same student.
If the second option is selected, you will be brought back to the previous screen where
you can enter a new service. Notice the ‘Prefill’ button, clicking on this button will
prefill the typical service information that may not change from one service to
the next, such as ‘Service Type’, ‘Duration of Service’, ‘Group Size’,
‘Comments’ and
‘Areas Covered/Assessed,’ thus reducing your time spent documenting
services.
Progress Notes/Comments
Your district may require that you use EasyTRAC™ to document Progress Notes. If so, you will add
notes in the comments field of the logging page. Progress notes can be required with each
service, once a month, or once every grading period. Typically they will include a summary
of the IEP service provided, progress towards objective, and future goals.
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Documenting Services (cont.)
How to Document a Group Service Using the Logging Wizard
1.
Click on the ‘Wizards’ tab on the top of your Internet window.
2.
Click the Group Logging Wizard (Medicaid Only) for the service that you provide. A list of all
students on your caseload that are Medicaid eligible will appear.
3.
Check the boxes for the students for whom you wish to document services, click “Continue.”
Note: You should only check off students that were in the same group session on the same
day at the same time.
4.
Complete the data fields that apply to the entire group for the service you provided, click ‘Add
Student Specific Information to add the data that applies to each specific student.
5.
On this page, select the specific Progress Report, enter Comments and select the appropriate
Areas Covered/Assessed for each student, and click ‘Update the Database’
6.
Review the services for each student and at the bottom of the page, you have four options:
‘No, edit these log entries’
‘Yes, log these services’
‘Yes, log these services, then allow me to log another group service’ OR
‘No, I wish to abort this entry’
Progress Notes/Comments
Your district may require that you use EasyTRAC™ to document Progress Notes. If so, you will add
notes in the comments field of the logging page. Progress notes can be required with each
service, once a month, or once every grading period. Typically they will include a summary of
the IEP service provided, progress towards objective, and future goals.
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How to View Services
Viewing Services and Requesting Service Removal
1.
From the Main Menu, click the ‘Reports’ tab.
2.
Click on the ‘Service Documentation Review’ link.
3.
Select the type of date you want to search for: Date of Service or Date Service was
Entered into System.’
4.
Change the date range to view services within a specific date range. You can select any 90-day
date range. This date range can be for any time period, not just the last 90-days.
5.
Click ‘Next’ and this will bring you to a list of all students on your caseload. To view the
services for that date range, click on the student’s name. This will pull up a list of all services
you provided to that student during that date range.
6.
To see the details of a specific service, click on the ‘View’ link to the right of the service.
7.
To view the services of a different student on your caseload, click on the ‘Back’ link on
EasyTRAC™.
8.
To print the services, go back to the Reports tab and select the Printable Service Report .
9.
You can enter any date range on this page. To view the services for a specific student, enter the
Student ID in the text box, or you can leave it blank and the report will run for all of the students
on your caseload. Check the box to place a page break between students if you are running this
report for all students.
10.
You will be e-mailed when the reports has been generated. Go to the ‘Report Inbox’ tab to
retrieve your report.
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How to Delete a Documented Service
PCG can only delete incorrect services; to ensure the integrity of your service documentation
we cannot make any changes to your log. If a service was incorrectly logged in EasyTRAC™,
follow the steps listed below to request the removal of a service and then re-enter the service.
1. Follow steps 1 thru 6 from above (How to View Services Section) to locate the
incorrect service(s).
2. After the service has been located, click on the box next to the service titled ‘Request
Removal.’ PCG will receive notification of the deletion request and will delete the service
from the system.
3. Complete the wizard questions. A confirmation email will be sent when the record is deleted.
4. Go to the ‘Wizards’ tab to re-enter the service correctly.
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