SSEM User Meeting

1
SSEM User Meeting

• May 1, 2009

2
Agenda

• Welcome
• SSEM Statistics
• End User Requirements
• ODE Clarifications
• Task Module 6.0 Update
• Special Ed Forms
• IEP Forms
• IEP Optional Forms
• Progress Reports
• ETR Forms
• ETR Optional Forms
• SP Service Plan Forms
• WEP Gifted Forms
• Additional Forms

• Implementing New Forms
• Form Concerns Questions Answered
• District Cleanup
• Un-finalized Form Report
• Admin Training
• District Training
• SSEM User Committee Meeting
• Questions Answers

3
SSEM Statistics

• 2008 2009 School Year
• 15 districts are LIVE on SSEM at NEOnet
• BU, CL, CV, CF, CFDA, CH, GR, KE, MO, ND, PL, RE,
  TA, TW, WO
• Nordonia Hills September 2008
• Coventry Local Schools - January 2009
• Green Local Schools Buckeye Local Schools
  Beginning the implementation of the SSEM-DASL
  Import/Export Data February / March 2009
• Statewide
• In the past 2 yrs SSEM has grown 37 in Ohio

4
End User Requirements

• The End User Requirements will remain the same
  for the new software update.

5
Optional End User Requirements

• Internet Explorer 8 compatible with summer
  release This has not been installed or tested
  here at NEOnet!
• Optional
• Adobe Professional 9.0 For Uploading additional
  docs
• Scan to Email
• Free PDF software is available for download at
  http//www.primopdf.com/
• For PCs only.
• Installs as a PDF printer.
• Select File/Print to create a PDF.
• Do Not Set as your Default Viewer, you still need
  Acrobat Reader to write IEPs.
• Ask your Tech Director about installing this
  product.

6
Adobe Preferences
To correct Page Display Select
Edit/Preferences/ Page Display Default Zoom
Automatic
7
ODE Clarifications

• RIEP Event IEEX Outcome ID
• Option will NOT be added to drop down list.
• Valid option for EMIS not appropriate for
  special education.
• Student only exit special education through an
  ETR, not IEP.
• Note ODE knows based on graduation date that
  the student is exiting High School.
• There is a change request to the ODE to add an
  event outcome for the RIEP stating that this is
  the final IEP meeting prior to graduation and no
  new IEP will be needed.

8
Ode Clarifications

• TIEP Event Event End Date
• Best Practice use the IEP meeting date from
  sending school district.

9
Ode Clarifications

• Secondary Planning Transition Programs
• Student age 14 or 15, has a transition statement
  in place, but not a formal transition plan
• Secondary Planning code is
• Transition Program code is not checked
• The student is age 14 or 15, and has neither a
  transition statement nor a formal transition
  plan
• Secondary Planning code is
• Transition Program code is not checked

10
ODE Clarifications

• Secondary Planning Transition Programs (contd)
• Student is 16 (or will have his sixteenth
  birthday during the effective date of the most
  recent IEP), but no formal plan containing
  post-secondary goals has been created
• Secondary Planning code is TPNP
• Transition Program code is 211105
• Student is age 14 or above, and a formal plan has
  been created
• Secondary Planning code is TFYG, TMYG, or
  TPCE as appropriate.
• Transition Program code is 211100

11
ODE Clarifications

• Transitional Services
• Transitional Service (215025) for person
  providing direct service to the student, with
  start/end dates and frequency (Goal Page,
  Service option)
• Transition Program Codes (211100/211105) for
  indicating plan in place/not in place
  (Transition Page, Checkboxes)
• Secondary Planning (TPNP, TFYG, TMYG,
  TPCE) for indicating which plan in place/not in
  place (Date Code, drop down list)
• Note EMIS FY10 eliminates 215025, 211100,
  211105

12
Ode Clarifications

• Speech Disability Speech Services
• Students with a speech disability (EMIS code
  05) CAN receive Speech services (EMIS code
  215013).
• BOTH can be reported for the student in EMIS.
• Note this is different than was previously
  communicated

13
Task Model 6.0 Update

• Phase I SpS 6.0 Release End of July
• All New Special Education Forms
• Current / New Teacher Screens (Classic and Task
  View)
• Current Admin Screens
• Phase II Final EMIS Changes July /August
• EMIS FY10 Changes ( Tentative changes have
  already been released and are under review)
• Phase III Sps 6.1 Release During school year
• Customization of Current Admin Screen
• Additional Admin Screens
• This schedule is subject to change

14
Task Manager
Streamline Printing
of Forms Completed in Students Progress
Upload Additional Forms Anytime
15
Task Manager

• Replaces Homepage
• Groups forms into tasks
• Simplifies form creation
• Streamlines printing
• Streamlines finalization
• Builds edits into the finalization process (This
  can ensure that all elements required for EMIS
  have been entered)

16
Add Additional Forms
Add Vision Page or more goals pages
17
Upload Additional Forms
Upload any supporting documentation before
finalization Cannot exceed 5MB
18
Task Model Plan
Available tasks display based on students
progress
19
Suggested Task Types

• CNST Consent
• IETR Initial Evaluation Team Report
• IIEP does not require IETR task to be completed.
• RIEP task Periodic review of the IEP
• RETR Re-Evaluation Team Report (Referred to as
  MFE)
• EXIT IEP RIEP where child is exiting special
  education
• Revision to IEP

20
Page View
If System times out before saving , the user has
3 attempts to login and retrieve the document.
Save Close Button
21
Closed Tasks
Closed Task Replaces View Arrow expands to show
all forms in a task
Status on tasks in progress for student
22
Closed Tasks

• Enhanced version of the View Forms Page
• Information is narrowed down by time frame rather
  than by form type
• A task can be expanded to show all forms
• Special Education teachers will also be alerted
  to tasks in progress and upcoming tasks

23
User Task Queue
Displays Progress of any tasks for a student
24
User Task Queue

• New feature to help teachers manage their work
• The queue will show tasks that are priority, in
  progress, and upcoming
• All tasks will show the date due and complete
• Teachers can mark tasks as priority to make
  them display at the top of their queue

25
Reports
26
EMIS Tools
27
Future EnhancementsSSEM Administrative Setup

• The future enhancements for the Administrative
  Setup will be implemented into SSEM as several
  small releases and will include
• Setting Security Roles
• Assigning Security Roles
• Task Setup

28
Setting Security Roles
29
Assigning Security Roles
30
Task Setup
31
Task Setup
32
Implementing New Forms

• Per the posting on ODEs edresourcesohio.org
  website, The new revised IEP form may be used
  when writing IEPs in spring 2009, but it is
  required to be used for IEPs written beginning in
  the fall 2009 for the 2009-2010 year.
• IEPs written on the current forms in spring 2009
  for the 2009-2010 school year do not have to be
  revised (on the new forms) in September 2009.
• The new forms are posted but please note that the
  parts of the annotations are still being revised.

33
Special Ed Forms

• Reference our current forms as old and
  2009 2010 forms as new forms.
• New forms will be in place at the start of the
  09-10 school year.
• New forms are reorganization of information, some
  new sections, removal of old sections.
• Conversion to new forms require the old forms
  be finalized, except current Progress Reports.
• Old Progress Reports must also be finalized
• Any old unfinalized progress reports will be
  rolled into ONE Open Progress Report Task.

34
Special Ed Forms Questions

• Will the new forms be automated Portrait or
  Landscape?
• Portrait, as they were released by the ODE
• How will expanding fields be addressed in the
  Task Module?
• There will be a character limit. ( There is also
  a character limit on the ODE ones as well)
• Trying to keep each form to a page wherever
  possible
• Making the fields as large as possible to avoid
  attachment pages.
• Will Create from Existing work on the new forms?
• Create from Existing will only work on new form
  to new form.

35
Special Ed Forms Questions

• How will the task Model incorporate the task
  status checkboxes and the Yes/No questions. If
  Yes more questions area?
• Software developers are still researching what
  can be done to integrate these functionalities
  with the Task Module. At the very least, all the
  questions will be on the form with a clear
  indication on whether questions should be omitted
  based on previous responses.
• If the IEP is done in the Spring and an Addendum
  needs to be added in the Fall, does the entire
  IEP need to be re-written on the new forms?
• Beginning in the Fall of 2009 forward, new /
  revised IEPs are required to be written on the
  new forms.

36
Special Ed Forms Questions

• Will there be a Preschool ETR?
• The only difference between the preschool ETR and
  a school-age ETR is the Evaluation Planning Plan
  and not sure how this will be incorporated yet.
• How many contacts can be entered?
• The Cover Page will have a place for two
  contacts.
• The primary contact will automatically pull in
  from DASL.
• The second contact will be a manual entry.
• There is an enhancement request into DASL for a
  second contact record to pull over.

37
Special Ed Forms Questions

• Will the Goals Pages Auto number?
• The software developers are currently researching
  this issue. Currently the ODE Forms do not
  auto-number correctly.
• How will the user keep track of Amendments to the
  IEP on the Cover Page once it is finalized?
• The user will create a new task, copying the
  entire task from previous and then they can
  update the Amendments section along with the
  corresponding IEP sections.
• Because a user can Create from Existing, the
  entire task, it will limit the amount of work,
  plus using separate tasks, keep the archive
  history of the IEP clean and accurate.

38
Special Ed Forms Questions

• How will the user add the Visual Impairments Form
  to the IEP?
• The Visual Impairment Form will be able to upload
  into a task as necessary.
• Software Answers are also looking at specific
  tasks that will include a visual impairment form
  based on the disability of the student.

39
Special Ed Forms

• IEP Forms PR07
• Cover Page, 15 Sections
• 1 Future Planning (PR07P1 Step 1)
• 2 Special Instructional Factors (PR07P3)
• 3 Childs Profile (PR07P1 Step 2)
• 4 Postsecondary Planning (PR07P5, Statement)
• 5 Postsecondary Transition Services (PR07P5
  Plan)
• 6 Measurable Annual Goals (PR07P2 Step4)
• 7 Specially Designed Services (PR07P2 Step5)

40
Special Ed Forms

• IEP Forms PR07 (contd)
• 8 Transportation as Related Services (new)
• 9 Nonacademic and Extracurricular Activities
  (new)
• 10 General Factors (new)
• 11 Least Restrictive Environment (PR07P2 step
  6)
• 12 Statewide and District-wide Testing (PR07P6)
• 13 Meeting Participants (PR07P7 Top)
• 14 Signatures PR07P7 Bottom)
• 15 Visual Impairments (PR07P4)

41
Special Ed Forms

• IEP Optional Forms
• Doc. Of Attempts to Obtain Parent Participation
• Written Agreement Attendance Not Required

42
Special Ed Forms

• Progress Reports
• Single Progress Report Option
• Any Unfinalized Progress Reports will be rolled
  into one report
• Remember to finalize any old Progress Reports
  from years past or they will be combined with the
  current ones.
• Still clarifying on whether to report progress on
  the annual goals, not the individual
  objectives/benchmarks.
• OEC advised they are reviewing this with the
  leadership team and will advise once they have
  made a decision.

43
Special Ed Forms

• ETR Forms PR06
• Cover Page 5 Sections, Planning
• 1 Individual Evaluators Assessment (PR06P1)
• 2 Team Summary (new)
• 3 Doc. for Determining the Existence of a
  Specific Learning Disability (PR06P3)
• 4 Eligibility (PR06P2 Top)
• 5 Signatures (PR06P2 Bottom)
• Evaluation Planning Form

44
Special Ed Forms

• ETR Option Forms
• Doc. Of Attempt to Obtain Parent Participation
• Evaluation Team Report
• Hearing Report

45
Special Ed Forms

• SP (Service Plan) Forms PR09For Students
  attending Private Schools Parentally Placed
  Students
• Cover Page 5 Sections
• 1 Measurable Annual Goals
• 2 Specially Designed Instruction
• 3 Statewide and District-wide Testing
• 4 Meeting Participates
• 5 - Signatures

46
Special Ed Forms

• WEP (Gifted) Forms have not been revised
• No date for implementation yet.
• Cover Page
• Goal Page
• Signature Page

47
Special Ed Forms

• Additional Forms Not Yet Revised
• PR01 Prior Written Notice
• PR02 Parent Invitation
• PR03 Manifest Determination
• PR04 Referral for Evaluation
• PR05 Parent Consent for Evaluation

48
District Cleanup

• Run the Unfinalized Cover Report by building for
  past years.
• Finalize the valid IEPs
• Delete random forms created in error or
  practice/training by using the report handed out.
• Mass Purge of Unfinalized Forms
• Software Answers will purge forms for a district
• Request purge with purge date and form creation
  date.
• Will purge through June 15, 2009

49
Un-finalized IEP Cover Report

• Run report by building
• Use the date 07/01/2005 for many districts to
  find older forms.

50
Un-finalized IEP Cover Report

• Sort by Form Date Created by clicking on the
  header.

51
Un-Finalized IEP Cover Page

• Find Student and determine if the IEP should be
  finalized or deleted.
• This was a practice student with only 3 pages, so
  these would be deleted.

52
Enhancements

• It was decided at the last state meeting to have
  the software developers add as an enhancemnet
  request the optional Watermark when printing
  proposed forms.
• We do not know when this will be implemented.

53
Admin Training

• Tentative Training Dates for Admins
• August 10 13
• (school starting dates begin 8/19 8/27)
• AM Session 830 1100
• PM Session 100 330

54
District Training

• All districts should have their individual
  trainings on how to write the IEP and ETR forms
• NEOnet will train on the software
• Training sites available
• NEOnet Lab seating for 12
• Buckeye Local Schools seating for 24
• At your district computer lab

55
SSEM User Meetings

• Meeting Dates
• Friday, September 18, 2009
• Friday, December 11. 2009
• Friday, February 19, 2010
• Friday, April 30, 2010
• All Meetings are held
• 830 1130
• Room 13
• Summit County ESC.

56
From the Software Developers

• Please be sure to understand that we WILL have
  all new Special Education forms and any FY10 EMIS
  Compliance Changes (that are announced at that
  time) available in Special Services application
  PRIOR to the start of the 2009-2010 school year.
  There is no course of action that will permit us
  to make the districts out of compliance with the
  ODE.
• Software Answers, Inc.

57
Questions Answers