Special Services Meeting

1. Special Services Meeting September 2018

2. Agenda Progress Reports Progress Report Update ODE Progress Report Workaround using Old forms Sps Preview of new form Transition Report Combo Report EMIS Update Districts using Extract/Import EMIS Process Current Error ReleaseSchedule Defects Enhancement Requests Trainings In the Know Report Suggestions Next Meeting Questions & Answers Welcome • NEOnet Sps Statistic • NEOnet D2D Contacts • Case Management Classes • End User Requirements Compliance Clarification • AIEP • Electronic Signature Optional Forms: • Medicaid Form • Alternate Assessment Form Form Changes • Create New Task • IEP Cover Page • IEP 12 Testing Form – Elementary OT • IEP 12 Testing Form – HS EOC • IEP 13 Exemption Form • Verify EMIS • ETR Cover Page • ETR 3 Specific Learning Disabilities

3. NEOnet Sps Statistics Districts, Community Schools, and ESCs using Special Services 2018-2019 Barberton City SchoolsBuckeye Local SchoolsBrunswick City SchoolsCloverleaf Local SchoolsCopley-Fairlawn City SchoolsCoventry Local SchoolsCuyahoga Falls City SchoolsCuyahoga Heights Local Schools EEG Community Schools (3)Edge Academy & Akros MSGreen Local Schools Global VillageInvictus HSKent City SchoolsKids First/TOPsManchester Local SchoolsMaplewood Career Center Maple Heights City Schools Mogadore Local Schools Nordonia Hills City School Norton City SchoolsOakmont Community Schools (17)Orange City SchoolsPortage Lakes Career CenterRevere Local SchoolsRichmond Heights Local SchoolsRiver Gate HSSchnee Learning CenterSpringfield Local SchoolsStow-Monroe Falls City SchoolsSummit Academy Community Schools (25)Summit County PreschoolSUPER Learning CenterTallmadge City SchoolsTwinsburg City Schools Wadsworth City School*Woodridge Local Schools *indicates new districts ** indicate new schools

4. D2D Contacts • We are updating the District to District Contacts (D2D) for NEOnet. • Once the information is correct we will email it. • As soon as a State D2D list is updated, we will send it out.

5. Case Management • Creating a case management course section in DASL for staff allows them to not only see the student assigned to their case management in gradebook and special services but also allows access to the students’ roadmap. Staff will then have direct access to all testing and intervention data. • Central Location for Course Information – Completes ProgressBook Suite • Students can be added to Case Management courses prior to GradeBook Integration • GradeBook and Special Services will represent the same look • DataMap gives complete Testing and Intervention data • The special staff (Admins, Psych, OT, PT and SLP) will not need to have a class roster. These staff with Guidance roles in GradeBook/SPS and correct access in SIS/DASL/DataMap will be able to access all students. • Prior to the working training you will need DASL access and bring Case Manager Staff and Student Rosters.

6. End User Requirements 18.0

8. AIEP AIEP Form ODE Manual 7-6-2018 Amended IEP The meeting date when an existing IEP was amended that resulted in changes to data that must be reported to EMIS. From page 1, PR07-Individualized Education 2.13 Student Special Education (GE) Record Revised: July 6, 2018 ODE EMIS Manual, Version 6.2 Page 8 of 18 Program meeting date. No Non-compliance ID is required. The “begin date” re-ported must be on or after the date of the amendment; the end date must be the same as or earlier than the most recent previous IEP.

9. Electronic Signature • We were informed per the legal department at the ODE that Electronic Signatures are valid.

11. Medicaid Form • Under Admin>System Configuration the Address and Phone# can be added. • Optional Form – This form can be added to any ETR or IEP.

12. Alternate Assessment Form • There is a link to this form on the Testing Page • Now it can be added in under Optional Forms. • This is required when looking at students who you are considering for Alternate Assessments.

13. Create New Tasks • Create New Task (+) • Please choose the following: • Keep Current School Year • Keep Current Grade Level *The School Year and Grade Level is what shows on Completed Tasks All Old forms have been removed with the last release

14. IEP Cover Page • If “Yes” is checked for preschool, Section 11 will change to preschool.

15. IEP 12 - Testing Form – Elementary OST – Ohio State Test • A Testing Area MUST be checked. • Assessment Titles MUST be chosen from the drop down boxes. • Now Allows for Two Testing Years • Details of Accommodations must be entered.

16. IEP 12 -Testing Form – High School EOC – End of Course • A Testing Area MUST be checked. • Assessment Titles MUST be chosen from the drop down boxes. • Details of Accommodations must be entered.

17. IEP 13 - Exemption Form“Y” Yes the Student is exempt • Under Graduation Tests – Applicable must be checked. • The statement “Is the child excused from the consequences of not passing the required graduation tests” MUST be checked “Yes” if the student is to be Exempted. • Category Must be selected - Maximum of 7 End of Course Exams • Course Title must be entered • Justification must be entered.

18. IEP 13 - Exemption Form • These Assessment Areas additional options for Math, Reading, Science, Social Studies and Writing used for OGTs • There are students who can still take the OGT for various reasons. For example, a student who began 9th grade prior to fiscal year 2014 could still need to have an exemption reported for OGT assessment areas. • These assessments were just updated by the ODE 9-2018.

19. Exemption Form - ODE • Here was we were given by Anne Skaggs at ODE concerning exemptions: • Every time a student is exempt on an IEP, the next IEP must review these exemptions • Exemptions must be reported for every EMIS reporting period, regardless of when the IEP is written. • Charlene at Software Answers reached out to ODE to confirm their expectations on form usage.  • Their answer is yes, ‘stacking’ the test exemptions on an RIEP is “what is expected at this time until there is a change in the recording process” (direct quote)

20. Verify EMIS - DCF • Only Exemptions display • The Data Collection Form no longer displays Test Name, Grade Level, Date of Test and Accommodations. 

21. ETR Cover Page The Planning Form changes based on the IEP Cover Page selection. • ETR School Age

22. ETR • ETR 3 Specific Learning Disability Form is no longer a required Form. • It is now an Optional Form. • Please note that this form cannot be removed from any existing tasks.

24. Progress & Transition ReportsUpdate • Please know that, getting the Goals-6A Progress Report done and delivered to us is the software developers team top priority and expect it to be released within the next couple of weeks. • The software developers have had confirmation from ODE that users are not required to use the exact new form in order to be in compliance. They may use any formatted form to report goal and objective progress as long as all of the information they are requesting on the newly revised form is documented.

25. ODE – Progress ReportNew required form Progress Reports – • Data Resource refers to the method being used toward the goal. Refer to the Method Boxes A-K on the Goals Page • Data Points refers to the number of times and the percentages of accuracy the child is presently performing toward mastering their annual goal. The progress reports currently have one (1) Reporting Period. The software developers are working on the ability to add reporting periods for each goal/objective.

26. Progress Report Using old forms as a Workaround • Should you find yourself needing to create Progress Reports sooner the workaround is to use the existing Progress Reports installed at the district. • Under Student Progress record whether Goal was Met or On Track. • In Comments enter the Data Source and Data Points. • I will send this out via email as well.

27. Progress ReportPreview Sps • Preview of the New Progress Report will have the ability to add multiple reporting periods. • Staff will need to create the Progress Report task first. • Staff will use Copy Info to get the data moved over from the Goals Page for each Goal. • CFE (Create from Existing or Prior Task) will come in later release.

28. Transition Report • Required for any student over the age of 14 yrs. +. • Must be used for every reporting period

29. Combo Report • There will also be the ability create a combination of both Progress Reports and Transition reports in developments as well.

30. Questions & Answers

31. NEOnet Districts using Extract/Import Barberton City SchoolsBuckeye Local SchoolsCloverleaf Local SchoolsCoventry Local SchoolsCuyahoga Falls City SchoolsEdge Academy & Akros MSGreen Local Schools Global VillageKent City SchoolsMogadore Local Schools Norton City Schools Oakmont Community Schools (17)Orange City SchoolsRevere Local SchoolsSpringfield Local SchoolsStow-Munroe Falls City SchoolsSummit Academy Community Schools (25)Tallmadge City SchoolsWadsworth City SchoolWoodridge Local Schools

32. EMIS Process • EMIS Reporting deadline for the Federal Child Count is Oct 31st for all districts. • Timeline: • Extract/Import or Manually enter regularly • Run Verify EMIS in DASL • EMIS Coordinator submit data • Correct errors • EMIS Coordinator submits again with corrections

33. Extract/Import Error • Blank error on the export • Contact NEOnet if you see this or other errors • Verify Special Education • S Collection

35. Release Schedule • 18.0 June • 18.0.2 July • 18.1 August • 18.1.1 August • 18.2 Late August • 18.3 Mid September • 18.4 Early October • 18.5 Late October

36. Enhancement Requests

37. Defects

38. Questions & Answers

39. Trainings We have both been actively training at many of your districts We want to know if you have any additional training requests such as: • Special Services Review -User • Banks Training - User • Banks Workshop - District • Special Services Export/DASL Import • Any additional User Training ?

40. In the Know • Medicare Form • Parent Invite • Contacts/Properties • Task Navigation • Banks • Paper clip to add docs • Electronic Signature • Two tests on same testing page • Alternate Assessment Form • Progress Reports • Data Collection Form • Testing and Exemptions Forms • View IEP Summary • Selecting the correct template • Post Secondary Transition • Weekly “In The Know” • Beginning 10/8/18 (Mondays) • Emailed to Admins and to be forwarded to users • Additional ideas always welcome

41. Report Suggestions from Users • More field names on Participants page • Tool Tips to be turned off by user • Add Psychologist to drop down of participants • Add more forms to the Other Task • Add Testing Accommodation dropdown boxes on the Testing Form Reports: • SPS Roster (start/end/enrollment status/custody alert) • Open Task • District of residence • Testing Accommodations • Service report • +14 student for that current school year

42. Sps Meetings • What date will work best for the next Special Services Meeting: Friday, December 14, 2018 or Friday, January 25, 2019