Evaluators and Service Providers

Student Plans

CREATING DRAFT COMPONENTS

Evaluators and Service Providers are now able to create draft information to be included in the IEP/IIIP/IFSP documents. The Case Manager can merge this draft information into documents from all contributors, allowing them to work collaboratively. Initially, draft document components will be tied to a student rather than a particular IEP/IIIP/IFSP. When the draft component is appended to a particular document, then it will be tied to an IEP/IFSP but the draft could be appended to another document for the student. Likewise, there is the ability to copy items from previous Plans as a starting point for draft items which can then be edited if needed for new documents.

Draft Items

Certain draft items will be available to usersbased on the Role a particular useris assigned in the Student Plans system.

An Evaluator or Service Provider can make suggestions as to what services a student should be getting – these are now called “draft components.” One person can add to or edit a draft created by another person. The collaborator column will show all those that were involved with the draft component. The Case Manager can then review the list of suggested draft components and add the components they think are appropriate.

Working as a Service Provider, the first screen that displaysis My Services. Default view is the active services as of today's date.

Working as an Evaluator, the first screen that displays is My Evaluations. The default screen displays all evaluation reports not yet completed. Each column on this screen are sortable.

Links to these following sections:

Draft Services

Descriptions of Child

Draft Goals

Draft Adaptation Texts

Draft Adaptation Details

Draft IEP PLEP

Draft 504 Accommodations

DRAFT COMPONENTS

Draft Services

Note that the behavior for Service Providers and Evaluators is slightly different (as noted below) because Service Providers are most typically involved after a Plan has already been finalized.

Click Draft Components on menu bar. / The Document Collaborationpage is displayed with Services as default page
2. / Click the Create New Draft Item link. / The Draft Service Definition page is displayed.
3. / Click in the drop-down menus, checkboxes, and text boxes and fill in or change all of the required information.
When complete, change status box to Complete.
Extended Service description, Location area, Extended School Year are options preset in District Maintenance – if your district has these options set to N, these fields will not be displayed. / The items labeled with red text and an asterisk (*) are required information that must be filled in if they’re not already.
If all of the information is not available at this time, some items may be left blank.But, all required areas must be filled in before a Plan can be finalized.

The Service descriptions are linked to billing and service time reports.
Extended ServiceDescription can be used to further describe the service. This prints on the IEP. This box could be used if the Service is SLD and a further explanation is needed for parents to understand the service time is for reading.
Location Area - General Ed and Special Ed can still be selected if allowed by your district.

4. / Click the Submit button. / The Document Collaboration page is re-displayed with the service just created. The services tab is now showing New Services and on the case manager's My Cases screen there will be a New Drafts icon.
5. / Click the Edit link in the table for service items you wish to edit.
Ack/App/Lock columns will show whether a case manager has acknowledged, approved or locked the goal. / Note: That the collaborator name for that goal is displayed.
Also, the case manager will see additional columns. Prog in Stat column indicates that it is in progress. Comp in Stat column indicates the goal is complete.
6. / Click Print to display services

Choose Service from Existing Plan as Draft

1. / Select Choose Service from Existing Planas Draft link.
2. / Click ‘+’ to expand,‘-’ to contract Services. Select Services to copy to new draft. / All services provided for student on each plan will be displayed.
3. / Click Submit and new service page will be displayed with updated information.
4. / Click Print to print all services selected. / Note: The services that are copied into the Plan from another Plan will need to be edited so that the servicestart and stop times can be input.

OTHER DRAFT COMPONENTS

Description of Child(Used only with IIIP)

Click Draft Components on menu bar; select Descriptions of Child tab. / The Document Collaboration screen is displayed.
2. / Click link Create New Draft Item. / Draft Description of Child/Student Areas is displayed.
3. / Click the Edit/Newlink in the table for one of the Areas. / The Areas with an asterisk (*) in the Req column are required.
The Areas checked in the check marked column have already been completed.
The Area information page is displayed.
Click in the boxes and enter the required information for this Area.
Click the Submit button / The Description of Child/Student Areas page is displayed.
Repeat until all of the required areas have been completed.

Copy Descriptions of Child from Existing Plans

1. / Click Descriptions of Child from Existing Plans link. / The Copy Description of Child entries from Existing Plans as Drafts page is displayed.
2. / Click the checkboxes next to any draft items you would like to include in this plan. / Click ‘+’ to expand,‘-’ to contract Plans boxes.
3. / Click the Submit button. / The Description of Child/Student Areas page is displayed with the draft items added just as when a template is added as described above.
4. / Click the Edit link for a draft item you added. / The IIIP Description of Child/Student Definition page is displayed.
Modify the information as necessary. / This works exactly the same as Create New Descriptions as described above.
Click the Submit button. / The Description of Child/Student Areas page is displayed.
Repeat for all of the draft items you added.

Print Draft Descriptions of Child

1. / Click Print link on Descriptions of Child tab.

Draft Goals

There are a number of ways to put goals and objectives together:

The Goal Librarycan be used to choose both the goal and objectives. The library may be turned off in your district so this option would not be available.
Goals can be written and the library can be searched for just for an objective.
A goal from the library can be selected and objectives can be written.
The following procedure walks through all of the elements, but they can be combined in different ways.

1. / Click Draft Components on menu bar. / The Document Collaborationpage is displayed. Please note that evaluators and service providers only see check marks as indicated by actions of the case manager.
Click the Goals tab.

Create New Draft Item

Click on Create New Draft Item link / Draft Goal Definition page is displayed
Click on the Goal Area drop-down menu and select the desired Goal Area.
Click in the search patterns boxes and add additional search criteria as you wish. / These are optional and can be used to narrow your search. Enter one key word in each box.
Click the Submit button. / The Goal Library Search Results page is displayed.
Note that only a portion of the Goal text is included in the table.
Click the link more for one of the Goals. / The full text will be displayed in an Instructional Goal Display pop-up window.
Click the Close button. / The pop-up window closes.
Click in a radio button to select the Goal needed in this plan.
Click the Submit button. / The Goal Library Objective Search Results page is displayed.
Note that only a portion of the Goal Objective text is included in the table.
Click the link more for one of the Goal Objectives. / The full text will be displayed in an Instructional Goal Objective Display pop-up window.
Click the Close button. / The pop-up window closes.
Click in the checkboxes to select the Goal Objectives you wish to include in this plan. / As many as needed may be selected.
Click the Submit button. / The Draft Goals page is displayed with the Goal you just added in the table.
Repeat the process to add additional goals as necessary.

Copy Goals from Existing Plans as Draft

1. / Select Copy Goals from Existing Plans link. / All available goals from previous plans will display. Click on ‘+’ to expand and ‘-’ to compress.
2. / Select goals to copy into new draft
3. / Any goals copied in will need to have new objectives created. Click Edit next to goal to add objectives.
Ack/App/Lock columns will show whether a Case Manager has acknowledged, approved or locked the goal. / Note: The collaborator name for that goal is displayed. Also, the Case Manager will see additional columns. Prog in Stat column indicates that it is in progress. Comp in Stat column indicates the goal is complete.

Print Draft Goals

1. /
2. / Click Print to display current goals and objectives

Adaptations – Using Text boxes

Click Draft Components on menu bar, select Adaptation Texts tab. / The Document Collaboration screen is displayed.
2. / Click Create New Draft Item. / Draft Adaptation screen is displayed.
3. / Click the radio button for the type of adaptation that needs to be input. Only one radio button can be selected. Click Submit. / Note: Input each adaptation type one at a time, clicking Submit when done. Create a new draft item for each adaptation type. In this example there is only one type of adaptation text
4. / Select: Copy Adaptation Text from Existing Plans as drafts. / Click on ‘+’ to expand and ‘-’ to compress.
5. / Select Adaptations to copy. Click Submit. / Draft Collaborations screen will now display the following adaptations
6. / Click Edit to modify adaptation text content
Ack/App/Lock columns will show whether a case manager has acknowledged, approved or locked the goal. / Note: The collaborator name for that goal is displayed. Also, the Case Manager will see additional columns. Prog in Stat column indicates that it is in progress. Comp in Stat column indicates the goal is complete.

Print Adaptations Text

1. / Click Print link on Adaptations text tab.

Adaptations – Using detail options

Use of Detail Adaptations is decided by the school district. Using the type options shown in the drop down boxes will tie them to the reports and will allow input of detailed information about the adaptation. The information found in the drop-down box is controlled by the Adaptations table found in District/System template maintenance.

1.

/ Click Draft Components on menu bar, select Adaptation Details tab / The Document Collaboration screen is displayed.

2. Select: Create New Draft Item.

One of the 3 detail pages will be displayed depending on what adaptation type is selected.

3.

Fill in the information accordingly. Ensure that everything in red has been addressed.

Use drop down boxes when available.

Print Adaptations Detail

1. / Click Print link on Adaptations Details tab.

IEP Level of Performance (PLAFP)

Click Draft Components on menu bar, select IEP PLAFPs tab.
2. / Select:Create New Draft Item. / The Program (PLAFP) page is displayed.
3. / Click on the Template to Append drop-down menu and select a template to use. / This is optional and may be done at any point in the process. Somedistricts have templates set up.
4. / Click the Append Template button. / The page is redisplayed with the template information added below whatever other information exists in the text box.
Depending on how the templates are set up, the user may wish to append several templates back-to-back.
5. / Click in the text box and edit the information as necessary. / See the part of this manual on using the “Text Editor” for more information.
6. / Click the Submit button. / The page is redisplayed with a success message.
7. / Click Copy IEP PLEP from Existing Plans as Drafts link if desired. / The Copy Draft PLAFP page is displayed.
8. / Click on ‘+’ to expand and ‘-’ to compress. / This screen will display all prior IEP plans that PLEPs can be copied from
9. / Click the checkboxes next to any draft items you’d like to include in this plan.
10. / Click the Submit button. / The Program (PLAFP) page is displayed with the draft items added just as when a template is added as described above.
11. / Modify the information as necessary by clicking edit.
12. / Click the Submit button / The page is redisplayed with a success message.

Print Draft PLAFP

Draft items can either be printed individually by clicking the print link on the tab or all draft items as a group.

1. / Click Printbutton on Draft PLAFP.
2. / PLAFP information is displayed

Draft S504 Accommodations

Select: Draft Components on menu bar. Select: S504 Accommodations. / The Document Collaboration page is displayed.
Click Create New Draft Item link. / The Draft Section 504 Accommodation Definitionpage is displayed.
Click on an item in the Area box to select it. / The list in the Accommodation box is updated with the relevant items for the Area selected.
Click on an item in the Accommodation box to select it. / (Ctrl+click) to select multiple Accommodations.
Click to select a name in the Person Responsible box. / Select the person who will be responsible for the Accommodations(s) currently selected.
Alternatively, multiple Persons Responsible (Ctrl+click) may be selected, and then select a single Accommodation for all of them.
Click to select an item in the Condition box. / Select the Condition for implementation of the Accommodation selected box.
Click in the Date and Comment boxes and enter the appropriate information.
Click the Submit button / The page is redisplayed with a message that the data was successfully added.
Repeat to include additional Accommodations as necessary.

Choose S504 Accommodation from Existing Plan as Draft

1. / Select: Choose S504 Accommodationfrom Existing Plan as Draft link. / This option can be selected here or on the main Collaborations S504 Accommodations tab
2. / Click on ‘+’ to expand and ‘-’ to compress screens. Select Accommodations to copy to new draft S504. Click Submit. / This screen will display all prior S504 plans that accommodations can be copied from
3. / Click Edit to input dates for Accommodations and any other information needed. / Newly copied accommodation will be displayed on the Document Collaboration screen.

Select Copy S504 Accommodation from Existing Plan as Drafts

1. / Select Choose S504 Accommodation from Existing Plan as Draft link. / This option can be selected here or within the Accommodations screen.
2. / Click on ‘+’ to expand and ‘-’ to compress screens. Select accommodations to copy to new draft S504. Click Submit. / This screen will display all prior S504 plans that accommodations can be copied from
3. / Click Edit to input dates for Accommodations and any other information needed / Newly copied accommodation will be displayed on the Document Collaboration screen.

Print Draft S504

Draft items can either be printed individually by clicking the print link on the tab or all draft items as a group.

1. / Select: Print button on Draft S504.

cmERDC (Central Minnesota Educational Research and Development Council

Creating_Draftcomp-_2016.doc)