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Working with forms 

3.1 Creating history pages

Many forms can be stored electronically for future reference. They include:

• Prior Written Notice / Notice of District's Proposed Action or Denial
• Notice of Educational Evaluation/Reevaluation Plan
• Notice of a Team Meeting
• Agreement Regarding IEP Team Member Attendance
• All pages of the Evaluation Report
• All pages of the Individualized Education Program (IEP)
• Progress Report (IEP)
• All pages of the Individualized Family Service Plan (IFSP)
• All pages of the Individual Interagency Intervention Plan (IIIP)
• Periodic Review (IIIP)

1. From the "Forms Menu", navigate to one of the pages listed above.
2. Make sure all information has been "Saved" on the pages that are going to be finalized.
3. At the top of each of these pages you will notice a "Finalize" button.

NOTE: If you are creating a history from one of the service plans (IEP, IFSP or IIIP), you must first "Validate" the form. When you click the "Validate" button, your form pages will be checked for required fields and/or inconsistencies. If an issue is found through the validation process, you will be given the opportunity to change those fields before you follow through with "Finalization". Make any changes as needed to satisfy the validation process.

4. Click on the "Finalize" button.

NOTE: Once the "Finalize" button is clicked, a copy is made of that form and can be viewed by clicking the "History" tab on the forms menu (see section 2.3.5 for more information about viewing or deleting a student's history). The current information or "working copy" of the original form is not changed.

3.2 Working with goal pages

The IEP, IFSP, and IIIP all have goal and objective pages. You can fill these goals out with your own goals or SpEd Forms has a bank of goals and objectives that can be used to help complete these pages. All of the goal pages work in a similar manner so this example can be used to fill out any of the goal and objective pages.

This example uses page two of the Expanded IEP. To get to this page:

1. Navigate to the "Main Menu".
2. Click on the "Work with Students" button.
3. Click on "Work on This Record" for the relevant student.
4. Click on "IEP" (Service Plan) from the "Forms Menu".
5. Click on page 4. Student Performance (goals).

You are now at the goal page for goal #1, as indicated by the heading on the top left of the form ("Goal/Outcome [1 ] of 3").

NOTE: As the number of goal pages increases, this heading will change to reflect the total number of Goal Pages. The number of goal pages is also indicated at the top right of the page. The number of pages in the "Go to Goal" box will increase as your goal pages increase.

Clicking on the goal page number will take you to that particular goal.

You can renumber the goal pages by simply going to that goal page, clicking in the goal number box, changing the number, and clicking "Save".

1. Follow the steps from section 3.2 (above) to get to the goal pages.
2. Select a Category from the "Select Category" drop down box
3. Enter the "Present Level(s) of Academic and Functional Performance" as needed.

NOTE: This area will appear on every goal page you print. If you do not want it to show on a page, do not enter any information in the present levels area.

4. Enter the goal information under "Measurable Annual Goal".
5. Click the "New Objective" button to enter your objectives. You may add as many objectives as you like for each goal.

NOTE: You can reorder your objectives by changing the number in the box to the right of the "Objective/Indicator" heading and clicking the "Save" button.

6. Enter "How will progress toward meeting this annual goal be measured?" as needed.

NOTE: Always remember to click the "Save" button or the text of your goals and objectives will be lost.

1. Follow the instructions in section 3.2 to access the goal pages for a student IEP, IFSP or IIIP.
2. Click on the "Choose Goal" button at the top of the page.
3. In the goal bank search box select a category, then a subcategory and choose the goal bank you want to access from the drop down menus.

NOTE: If you choose "My Goal Bank", you will get a listing of the goals you have entered into your custom goal bank. From this screen you can also manage your custom goal bank by using the button in the navigation bar (also see section 1.4).

4. Click "Search".
5. Click on the "Choose Objectives" button under the relevant goal.
6. Then put a check in the box next to the objectives you want to include with this goal.
7. Click "Add to goal page".

NOTE: The student's name will be incorporated into the goal and into each objective wherever CHLD is used. You will be able to edit any part of the goal once it has been selected and inserted into the goal page.

While working on the goal pages, the progress of each objective can be followed in detail through preset measures. You can keep track of the student's progress by recording the results of each encounter.

1. Follow the instructions in section 3.2 to access the goal pages for a student IEP, IFSP or IIIP.
2. Click on the "Measure Objective" link next to the objective you want to measure the progress of.
3. On the "Measure" page select a measure from the drop down box, enter a score and the date the objective is expected to be achieved.

NOTE: If "No measures are entered" you can enter them in the "Measures Bank" of "Your Setup" (see section 1.5).

4. Come back to this page as necessary and add results by entering the date, time and score for each achievement and then click the "Add" button.
5. Click the "Save" button to save your changes.

When a number of "Results" have been entered for the measure (section 3.2.3) a graph can be created to get a detailed visual representation of the student's progress through that objective.

1. Follow the instructions in section 3.2 to access the goal pages for a student IEP, IFSP, or IIIP.
2. Click on the "Measure Objective" link next to the objective you want to measure the progress of.
3. On the "Measure" page click on the "Chart progress" link.

NOTE: In order to "Print" the chart or graph you must click on the graph to activate it. Then use the "PRINT" button at the top right of the chart.

3.3 Services and modifications page

Information about the services provided to students can be collected by the school or district administrator. For this information to be accurate, the services and modifications pages need to be filled out in a certain way.

1. While you are "Working with students", in the "Forms Menu", click on "IEP".
2. In the IEP menu click on "Services and Modifications".
3. Click the button labeled "Add Special Education Services".
4. A yellow box will appear for your service.

1. Select the service you are providing from the drop down box or in the box labeled "Other" (if available).

Important Note: Whenever possible, select the service from the list of services provided. If you type a service in the "Other" box, the information cannot be collected by your billing person for the purposes of tuition billing. If you need services added to the services menu, contact your SpEd Forms Administrator.

2. Indicate the setting in which the service will be provided by entering the "Location" in the general/special education field.
3. Enter the "Start Date" and "End Date".
4. Enter, in the "Frequency" field, the number of times the service is to be provided to the student for each period (usually "week"). For example if the student receives the service five times a week type "5" and select "week".
5. Enter the number of direct and indirect "Minutes Per Session".
6. Indicate the "Anticipated Duration" for which the student will receive the service.

You should indicate the person providing this service to this student. This information can be collected by the special education director and business manager to assist with teacher workload analysis and tuition billing.

To indicate the provider of the service, click on the "Provider" link. Then in the popup window, click "Select" next to the provider's name (names will appear in alphabetical order by last name).

SpEd Forms helps you calculate the number of service minutes for each service to be received by the student over the course of an IEP. Your school district may require you to enter the information needed to calculate service minutes.

1. Toward the bottom right of each service you will see boxes for the Multiplier & Total Minutes:

2. In the "Multiplier" box, enter the number of school weeks this IEP is in effect. This number will usually be 35, 36 or 37 depending on the length of your school year. If the IEP is for part of the school year enter the number of school weeks the IEP is in effect.
3. Click on the "Save" button.
4. The "Total Minutes" will then be calculated and displayed for the indirect and direct minutes of service provided over the course of this IEP.

Important Note: SpEd Forms calculates the total minutes by multiplying:
(frequency) x (minutes per session) x (multiplier)
If your frequency is not "weeks" you will need to adjust your multiplier accordingly.

Service #
This number determines the placement of the service on the printed services page. To re-order services, change the numbers in these boxes.

Active
Check this box for services you wish to print. Uncheck for services you wish to keep in SpEd Forms for the purposes of tuition billing but are no longer part of the current IEP.

Instruction or service provided
A menu appears here with the list of services provided by your district. Use this menu to select the service being provided to the student.

Provider
Select the name of the person providing the service from the provider menu. This information is used to analyze teacher workloads.

Location
Enter "X" in either the General Education or Special Education box to indicate where the service is being provided. You may also type the actual location of the service (eg: room number).

Start date
Enter the date on which this service commences.

End date
Enter the date on which this service ends. This data does not print but is collected on your school services report.

Frequency
Enter a number in the left field and select an option from the menu to the right. The anticipated frequency records the number of times the service will be provided per time period. In most cases the period will be "week".

Minutes per session
Enter the number of Indirect and Direct service minutes provided to this student.

Anticipated duration
Enter a number in the left field and select an option from the menu to the right.

Multiplier
This number is used to calculate the total number of minutes being provided to the student. This number is multiplied by the frequency and number of minutes to calculate totals.

 

The following examples assume you selected "X weeks" in the frequency box.

#1:  A service is provided for an entire school year (36 weeks). Put 36 in the "Multiplier" box.

#2:  This service is provided for only part of the school year. The number of weeks being provided is 12. Enter 12 in the "Multiplier" box.

3.4 The progress report

When you first open the IEP progress report, the "Goal" and "Comments" sections will be automatically populated with the student's current annual instructional goals and objectives.

1. Type in additional comments or make any changes as needed.
2. Click "Save" so that your changes are saved to the server.

NOTE: Saving changes to goals in the progress report will not effect goals on the student's goal page.

NOTE: This button only appears for the student's case manager or administrators.

If changes have been made on the student's goal page or goals have been cleared out in preparation for the coming semester and you would like those changes to appear in the progress report.

1. Click on the "Clear/Refresh Progress Report" button.
2. Click "Save" so that these changes are saved to the server.

CAUTION: Clicking on the "Clear/Refresh Progress Report" button will erase any additional comments or changes you have made to the progress report and will import the current goals and objectives that have been most recnetly saved on the student's goal page.

3.5 Reports

Teachers and administrators rely on reports to give them complete and reliable information. Without knowing how these reports work, it may be difficult to know what information is needed for these reports to work properly.

NOTE: An important thing to remember is that several of the reports for teachers and administrators alike use specific data from other SpEd Forms pages to determine what students show up on the report.

1. Navigate to the "Main Menu".
2. Click on the "Reports" button.
3. Click on the "Combined report".
4. Choose the IEP manager or service provider option and pick the "Order By" criteria (if necessary).

NOTE: If you choose "IEP Manager", all the students that you are IEP manager for will be shown on this report. If you are the service provider you may not have any students that are assigned to you but when you choose "Service Provider", the accompanying report will reveal any students where you are the provider for at least one service. The service provider's ID is indicated in the "Provider" field that is located on each service and available on any service page (see the explanation of "Indicate service provider" in section 3.3 for more information).

1. Navigate to the "Main Menu".
2. Click on the "Reports" button.
3. Click on the "Teacher workload analysis".
4. Fill in the number of evaluations and re-evaluations (if necessary) and click on the "Save" button

NOTE: The "Teacher workload analysis" report is directly related to the service provider's ID in the "Provider" field that is located on each service and available on any service page (see the explanation of "Indicate service provider" in section 3.3 for more information).