Home

hosted version - E-Com

Contents

1. address phone Active status disabling condition language etc 2 Student s Areas of Service this is a view of the services defined for the student 3 Quick keyword classifications this is done via various keyword checkboxes to the right of the Area of Services section For example Transport denotes whether a student requires transportation in order to receive services 4 Eval and IEP dates Any updates made to these fields after the forms batches have already been added to a student may be updated by using the Refresh button on the Batch listings Note Many changes made manually on the Student screen will be overwritten by the data imported from SIS if your district uses this functionality Schools This section contains the schools associated with a student including Home Serving and other Non District schools Staff Case managers teachers psychologists speech language pathologists and physical and occupational therapists can be set here Selecting the triangle next to any of the staff assignments will take you to the Staff Screen for that individual Staff members listed here may also be emailed by selecting the envelope icon if your district uses that function Notes As on the Staff screen this field can be used for notes Alerts amp Warnings A checked Compliance Alert box means the student is active and e the next evaluation date has passed or e his her condition is d
2. Adding Required Fields or Default Text to Fields Admins can set fields in Master forms to be required the check will be done at the time that the form is marked as complete or done as well as adding default text to fields in forms Note If a field has default text while it can be marked as required if users do not touch the text that appears the Required warning will not be triggered E Com administrators should use care when entering default text that they want users to change To set default text or a required field go to the Forms list by clicking on the Forms button Find the form you want to set up and click on the blue link Once on the form put your cursor in the field that you want to make required or where you want default text to appear Then go up to Form Options and select Set Field Default Req You will get a dialog box like the one below Leave the field name as is E Com fills this in Set Default Field Information automatically In the Field Title area enter Field Name Text100 Field Ti 7 SSR information that will make it clear which field this enn Da EEE is The title will appear on the form detail screen A sole net ean oaas acd ely aer 2909 22222 E determining which field on the form is being Message referred to If you want default text entered in the field place that text in the Default Text field Make sure that the default Copyright 2000 2013 Portage Bay
3. E Com Administrator s El Manual v 6 7 Hosted Washington State s Special Education Forms Manager and Electronic Compliance System Website http ecomforspecialed com Portage Bay 2000 2013 Portage Bay Solutions Inc 2000 2013 Portage Bay Solutions Inc TABLE OF CONTENTS Chapter 1 Overview of System and ESM Duti s ooncooncoccnccncoconocononnconoconanonnnonnnonnnonanonarenarenanenarnnnnes 4 Overview Whati ECON ern Micne shew daeaaues vec Sead ies 4 ROW TOS SE TNS Mana o aia 4 Duties of theE Comt System Manage vars cnn ios 4 Chapter 2 Staff and Password MaintenancCe cocccoccoccccncoccccnconconnconnconcnnnonnrnnnnnncnancnnrnnrnnnrnnnrnnrnanenannnns 5 How to Adda New Staff Member servia dle ld eine 5 Edit User ID and Password IMiOrMmatlOnis225 sec ia 5 Moddiy Stam Dalarnas a ooo 7 HOWto Replace Staf Members tds T Individual Staff Service Roster ROO ocio 9 List an Individual Staff Member s Student cccccccceeccsscccececeeceneeceeeceueceaeesaceceueeeaeesaeessuesseesaeessueesaeeseeessaeeges 9 Chapter 3 Student Screen Features id 10 SO Cen OV CL VIO W A o a N 10 Notmaton Seting Sen a ici 10 SChnOok Stall and Notes Sets a A A E las 11 student Access Dil e aa 11 Placement TaD orines dicos 12 Special Taba ic 14 Sa AP O eee eee eee 15 ASSESS MEN MA Det vrai dde OL e dt td ab re ree 15 Merge Duplicate Student RECOLAS asirar das veers wlv tA A aaa 15 DEIC I oe ann ae a A ae 16 Chapter
4. User or End User A special education teacher psychologist assistant or special education administrator who has or should have access into the E Com system Please note that not everyone listed in the Staff table 1s a User WAC The Washington Administrative Code the code of state regulations that governs Washington State WSIPC Data Data on special education participants compiled by the Washington School Information Processing Co operative WSIPC Updates to WSIPC data are imported into the E Com system by the ESM Copyright 2000 2013 Portage Bay Solutions Page 37 www portagebay com Printed 11 07 13
5. checkbox may be marked as done or not it makes no difference to the lock If users experience difficulty in entering data into a form please check to see if it is locked Locked forms may be unlocked by level 2 users by opening the form and unchecking the Locked checkbox in the yellow navigation area to the right of the form near the bottom Another item to note on this tab is the Address to Print drop down located in the Parent Info section The address selected here is considered to be the preferred student address and as such will be the one used on forms envelopes and in other locations If the address that appears on a form is incorrect please check the address selected here and correct the selection as necessary Notes Tab E E wp Created By alanna Assigned To 23 Alanna 5 3 2013 11 25 18 AM Batch Batch Name OTHER FORMS 6 20 12 FBA BIP Manifestation 5 13 13 Assistive Technology 3 8 13 Child Outcome Summary 2 4 13 IEP 1 23 13 IEP Goals Only 11 11 12 E e H sq por X Form Descriptor Batch Date init 4 5 Eval Report 67 6 14 13 rs mig A 20 Spec Ed Ref Notif 9 22 13 SAU 5 E 20 Spec Ed Ref Notif 3 8 13 SAU uu E 13 3 Progress Report 9 5 12 rs mb 1 FBA 6 4 13 TS 5 AT Parent Notification 3 8 13 SAU m 1 Date Details Address to P Both Street Addr Salutation Mrs and Mr Beach More detailed information about the Notes tab can be found in the Us
6. 4 Forms Si id 17 Accessing the Forms Database nisione hl ode bia a od eta eel adatom 17 Form Detall Sree I ict acest iii iento iio leads 17 A oe E feemias 17 REQUIFEd OF DElault TEX ASAS daa 17 PreVIEWING and Ponting Blank FOMM Sastre dsc 18 Chapter Sor Admi OC rasta boi 19 Chapter 6 System Malena is 21 Set and Change System Preferences accnt a a ea a a aa a a a aa Eaa da a EE a aa S 21 ACTOS Ong 21 TOXt EGHiAG ia A A AR 22 Ba Edd a ici 23 Form Data Undeleting Fama a ds 25 SCHOOLS ana eo Ae Pe OEE ne eee ee ere ee oe eT er 26 alo APP o deca a lec Beet ag ier teak a A A assets bain epic a ease eso neu ee aes aS 27 DISMCEUPRI OI eaa A gw a A ee 28 Adding Required Fields or Default Text to FieldS ooccooccccocococncocnoconoconononnonanonannnnnnonanocannnnnnonanonannonaninanes 29 Copyright O 2000 2013 Portage Bay Solutions Page 2 www portagebay com Printed 11 07 13 FORM RISES EQIIAd it ias 30 Chapter 6 Tips Help System Troubleshooting coccocncoccccccoccccnconcccncnanonnnnncnnnnnnnnnncnnrnnncnarnnnnnnnnns 32 OUE A man ine are ree te a De OA ne e en Ren eee ee meee ener eNom 32 SUPPOa ae 32 Trouble Mle oui 91s SYSE eee eC ee ene te en een oe ee ee en ee letrero a 32 TFOUBDIESMOOUNG FONS is O oia 33 Areas Ol SOIVICO ita A Re Sd eee 33 Stan Unable to TYPE In FONS ic Tan 33 Unable tovActivate a FOME eee 33 DUPplicalli n Dialog SUS o tia 34 summary Ol Services Malta goed T eyeing ei Gislor eo as
7. EA EF OT i Eo E AI A AE A a a a E Duplicate form batches lt lt lt lt lt lt lt lt Insert text on forms Edit student records a he Add edit programs for student Add Areas of Service to student Lock or unlock forms and batches re ee eee ee ee Add delete staff and schools a eee ee ee Import export data A Y Copyright O 2000 2013 Portage Bay Solutions Page 6 www portagebay com Printed 11 07 13 4 lt lt Y Y Y Y Y Y Y AAA AAA Y Y Y Y Y Y lt lt O O SS TE A oe A O O A O A O A MA FIONA ee IN A A O A A E E FS E A A A A A Modify Staff Data Sometimes you will need to make modifications to a staff member s information Follow the procedures below to find the staff member and make the changes Procedures for Finding a Staff Member Go to the Staff Entry screen by clicking any Staff button Find Click on the Find button e Enter all or part of the name or other identifying information in the appropriate fields e Click the Continue button in the Status Area see Glossary or hit the Enter key on your keyboard e Once the staff record has been found click or Tab into the field s to be changed Type the correction over the selection You can also cut and paste to make corrections How to Replace Staff Members There are two steps to follow in order to replace a staff member Please note if your student import includes
8. If you have set any default text or required fields on the form you may edit those here by clicking on the Default Required Fields tab Once there you will find a list of all the set fields in the form Click on the red X to delete a field you no longer want set You may also edit the default text or the error message here Copyright O 2000 2013 Portage Bay Solutions Page 17 www portagebay com Printed 11 07 13 Text 184 instruction il il DCi Please enter Transition Services Instruction M A 7 AR EZ Please enteran an 7S iii AAA x a e EE x Previewing and Printing Blank Forms To preview a form click on the blue form name 5 f nm i i J 01 ES O Consent for Mutual Exchange of Information To print an individual blank form click on the Printer icon next to the desired form To print a blank copy of all the forms in the current form listing the current found set click the Blank Forms button To print a list of the forms click the Print List button Copyright O 2000 2013 Portage Bay Solutions Page 18 www portagebay com Printed 11 07 13 Chapter 5 Admin Screen Admin users have access to a great deal of information that users with lower level access do not have Most of the is available through the Admin screen Procedures for the Admin Screen Go to the Admin screen by clicking on any Admin button From this screen you can create new staff or student records or run searches for st
9. Q 123122 Woody Bobby 13y4m Jill Jackson 000 Alder Elementary 4 4 09 1 2 08 10420 This will bring you to the Student List screen displaying the two students you wish to merge Note You may only merge two records at a time If you have more than two records for the same student you will need to perform the merge more than once Please check the records over carefully to make sure they are in fact duplicate records and not that a staff member has accidentally overwritten the student name on one record Once you are sure they are duplicate records mark the one you wish to keep as Active and deactivate the one you wish to delete We recommend you keep the one with the most data notes etc Sa ass Admin Tools Help From the Admin menu select Merge Students igs Please note If you have more than two records that need rar 5 gt zl tf to be merged you will need to perform the merge more than once You may only merge two records at a time A E This Merge Students message will appear Click Yes to 66 The merge process will delete the Inactive student while tranferring proceed or Cancel if you wish to abort the merge Notes all of his her forms and other data to the Active student Please that are connected to the deleted account will need to be note however that the areas of service and other docs will not be i meraed Proceed transferred to the active student s record before t
10. Solutions Page 29 www portagebay com Printed 11 07 13 text makes sense in the context of the field in case it remains as is on the form Default text is useful in an instance where you want particular phrasing on a form for most students Staff can still change it for individual students if need be but for most students the text can remain unchanged If you want to make sure the field has an entry specific to the individual student you should use the Required checkbox instead of default text Checking the Required checkbox means that if staff leave that particular field empty a warning message will appear when the form is marked as complete or done The text of this warning message is what you enter in the Error field If it is a long form it is good policy to supply a page number for the required field so staff don t have to hunt through the form to find the field in question Forms cannot be marked as complete until all required fields have been filled If you choose to make any fields on any forms required we suggest that you instruct your staff to use the Completed checkbox If they turn in IEP or Evaluation documents with the checkbox unchecked you have no assurance that all required fields have been populated Note Default text will not appear on any form that was added to a student record prior to the default text being added to the form detail It will not appear on the form in the form list it will only
11. an already selected choice the easiest way to do so is to go back into that field and hit either your Backspace or Delete key The field should blank Troubleshooting Student Records Special Tab LRE Code Calculation If your district uses form 14 1 for the summary of services matrix form the LRE code fields on the Special tab will calculate the LRE code as of the current date using the LRE setting and the percentage of time in the General Education classroom based on the most recent summary matrix form in the student s record The IEP date on the student record and the IEP date on the most recent summary matrix form must match This calculation may be overwritten by the LRE Exception Code field There may be a number of reasons that the LRE code on the Special tab does not calculate correctly 1 Check the LRE setting at the bottom of page 2 on the most recent 14 1 form in the student record Be sure it is correct and that the total minutes are calculated correctly 2 Check the IEP date on the student record against the IEP date on the most recent form a If the IEP listed on the student record is a past due date and the IEP date on the 14 1 form is the new one the IEP dates don t match and so even if the matrix is completed that form will not be used for the calculation If the most recent 14 1 form is one with the old due date and the IEP date on the student record is past due the end of services date on the form will
12. at the end of Notes each entry This will allow you to export the data in a number of different formats we recommend csv or tab as these formats are easy for Excel to open The values in the drop down lists can be edited in the Admin gt Pref area under the Lists 3 tab Preferences Y District Info Headers Assessment Domains Assessment Instruments Assessment Metrics Reading Dibble w Merge Students The Merge Students feature is used to combine the forms of two students and place them on one record while deleting the other from the system This is useful in the case when there are duplicate students and you would like to merge the forms into a single student record Copyright 2000 2013 Portage Bay Solutions Page 15 www portagebay com Printed 11 07 13 Please note that only forms and batches are transferred If there are notes or assessment data connected to the inactive student you may wish to transfer these to the active account before the merge Procedure to Merge Students Go to the Student Entry screen by clicking any Student button Click the Find button and enter the criteria to find the student records either by name or by student number Student List Vienna 2 of 2 found Total 16 Go Case Disabling Serving Next IEP Next Eval To Active Student Student Name Age Manager Condition Grade School Date Date ID Omit p 099903 Woods Bobby 13y4m Jill Jackson 0006 Alder Elementary 4 4 09 4 2108 10420 gt
13. case manager names you can simply change the case manager name in Skyward and wait until the import changes these This will work for case managers but not for teachers or most other staff 1 Transfer the students in the staff member s caseload to one or more other staff members Because the Staff Entry screen for the staff member contains a list of his or her students 1t is easier to transfer the students to another staff member before you remove the original staff member from the E Com system See Step 1 below 2 If the staff member is leaving the district you may remove the staff member s account from the Staff table by deactivating their record See Step 2 below Step 1 Re Assign Students to a Different Staff Member E Com allows you to change all of the students in a staff member s caseload to any other active staff member If your district uses SIS imports and imports the case managers names you may simply change the names in Skyward 1f the staff IDs for the new staff assigned match their staff IDs in E Com the names of the case managers will update automatically for active students The Skyward import will not update names for OT PT Teacher SLP or Psychologist Those must be updated as shown below Please Note The Replace Field Contents functionality described in this section has the potential to change data in every record in your system If you are unsure about these instructions ask a Portage Bay support person
14. detailed activity records with the most recent activity at the bottom of the page Find Log Entries Find Click the green Find button on the upper Status toolbar Activity Log Action Basic Activity Info Form Activity Data Batch Activity Data Login Activity Data Type Date Time Staff ID Form Form Link Student Batch Platform Operating System View Email Created Duplicated Deleted Form Deleted Batch Deleted Student Undeleted Form Undeleted Batch When the find screen appears you should be able to select a number of different criteria You can select a Type from the drop down list enter a date a staff name a form name a student name or any combination of these Once you have entered your criteria you can either hit the Enter key on your keyboard or click the Find button again Purge Log First find the records you want to purge Purges cannot be undone so be careful Purge Log Once you have found the set of records you wish to purge click the Purge Log button The purge log dialog box will appear asking you to confirm that you want to purge the records Copyright 2000 2013 Portage Bay Solutions Page 21 www portagebay com Printed 11 07 13 Message The default button in the delete dialog box is the Cancel button You must re you sure you want to purge the log Make sure that you have manually select the OR button found only the items you wish to purge Click OK to continue
15. right corner until you find the record you were looking for or until you have corrected all the found entries We recommend that you run a search before adding a new test to 1 verify that the test does not already exist in your copy of E Com and 2 to get an idea of the names that similar tests may be named If two tests are available in E Com with the exact same name the test that will be added to the form when that name is selected is the test that appears first in E Com and that may not be the test you want used Be sure that the name you use for any new tests does not already occur in this area Once you have verified that the test you want to add is not already in E Com click the New Text button Select Test and enter the test area from the drop down list and the unique test name into that field Then you may copy and paste the text from a Word document Tables will not maintain their formatting but if you have lined up text in Word using tabs that formatting will be retained You cannot copy and paste from Copyright 2000 2013 Portage Bay Solutions Page 22 www portagebay com Printed 11 07 13 Excel documents You may also type the text in if you prefer You may format the text using the ruler and the text formatting menu If those are not visible you may make them appear via the View menu along the top of the E Com screen The items in the drop down Category lists viewable when you choose Other as
16. that choice from the drop down but if you decide to clear the field of an already selected choice the easiest way to do so is to go back into that field and hit either your Backspace or Delete key The field should blank Saved User Names We do not recommend that individuals save their user names or passwords as this makes E Com Passwords less secure If they save their credentials the dialog box for login may not appear which also makes it more difficult for others in log in under their own credentials on that computer In order to make it appear the user should hold down the Option Mac or Shift Windows key while opening the file There are more tips online at http www ecomforspecialed com index php page tips 2 be sure to check out our video help as well Support Support is available in a number of ways You can check the user manual and the administrator manual which are available at http www ecomforspecialed com index php page support 2 in PDF or in a searchable online format You can click the onscreen Help button within E Com this will show question marks that you can hit to access additional information on that topic or filmstrips that you can view that show you how to handle the item in question In addition we have a troubleshooting guide with the most frequently asked questions from all districts using E Com Checking here to see if others have had the same question may solve the problem immediately If it is
17. to assist you the first time you perform this operation Procedures for Re Assigning Students Go to the Staff screen by clicking any Staff button Click the Find button Copyright O 2000 2013 Portage Bay Solutions Page 7 www portagebay com Printed 11 07 13 Enter the name of the staff member whose students are being re assigned When the entry OAll O Case Mgr O Case Mgr 504 O Active Oniy Tor that staff member comes up select one of Active Name Last Eval Next Eval LastlEP Next IEP Case Manager the role buttons 1 Beach Sandy 8 31 12 2 21 13 9 17 12 9 16 13 Rin Scherrer P a 2 O Coggins Theresa 20 42 2 8 15 6 29 12 6 22 13 Test Staff2 P Note If you have staff members who serve in different roles as case manager and as SLP for example you will have to do separate operations to reassign students assigned to the staff s different roles Determine if you want to reassign only the active students currently assigned to this staff member If so leave the Active Only checkbox checked If you want to reassign all active and inactive students uncheck the Active Only box Click the My Students button at the bottom of the staff screen You will then be able to view the records of those students assigned to the staff role you searched in List view Omi pare ae If the students in the staff member s case load are to be divided among several D s34105 Staf 5 Sample staff members decide which student
18. with Status defined on this tab 12345 Last Updated Eval and IEP date fields e Current and Next IEP Eval and IEP meeting date fields These fields are also displayed on the Student Information section on the Student Screen Revisions made to dates on either screen will update dates on the other e Conforming to state and federal standards the Next IEP TEP Meeting and Next Eval fields default to 1 or 3 years minus a day respectively from the current date set e Exception Date fields To create a default Exception Date for the next Eval or next IEP or IEP Meeting enter the desired date in one of these fields Adding an Exception Date will also modify its respective Next Due field entry e Due Date field The date that an IEP is due may be entered here e Other information such as referral date parent consent date and the like may also be added below the Eval IEP date fields reated B Rin Creation Date 6 20 2012 Modification Date 5 2 2013 Medicaid Eligibility The student s Medicaid status may be entered here If the student is marked as eligible here there will be a red header on the student screen If an expiration date is entered here it will appear in that header Template For field Use of this field ties the student being viewed to the listed staff member s My Template button Copyright 2000 2013 Portage Bay Solutions Page 14 www portagebay com Printed 11 07 13 Staff Tab The names in the first
19. 4 www portagebay com Printed 11 07 13 Chapter 2 Staff and Password Maintenance How to Add a New Staff Member A new staff record must be added to the Staff table before a User ID password or any students are assigned to that staff member in E Com stat Go to the Staff Entry screen by clicking any Staff button Add a new Staff member by clicking the Create New Staff button under Actions on the Staff left hand side of the screen Student List Include Staff in Pop Up Lists Dg Unchecking this will disable login ability for this staff member that information to appear properly Enter the staff person s name in the first and last name fields You may wish to add an email address for each staff member Phone numbers if entered in the Phone field may populate to certain forms so please use work numbers only in the Phone field Phone 2 does not currently populate to forms and may be used for home numbers Select a Default Screen from the Default Screen drop down list item 1 right This will be either the Student tab the To Do tab the Admin Screen for level 2 users only or the Student List screen showing all students assigned to the staff member E Com automatically assigns the Staff ID number item 2 right If you use E Com s student import function and you want case manager information to be imported from the Skyward system the staff ID in E Com must match the staff LD in Skyward in orde
20. Not Transition Vocational Written Expression Pre academic Skills Adaptive Self Help Skills Leisure Recreation Gross and Fine Motor Community Access Skills SLP Writing Copyright 2000 2013 Portage Bay Solutions Page 28 www portagebay com Printed 11 07 13 Lists 2 Tab The lists on the Lists 2 tab can be edited in the same way as the lists on the Lists tab Programs Zip Codes Assessment Domains Assessment Instruments Assessment Metrics REG SDI RESOURCE PS Related Service Only PT Related sc is SC MR SC PRE SC KDG SC BEH SC AUT SC LIFE SKILL SC SEV PROF EXIT SPED AAA AA Referral R nica eaten Text Categories SLP Eval ESL Auditory Language Secondary Primary CLC Transportation Intro 1 Programs contains the list of programs that will appear on the Projected Placement area of the Student screen under the Placement tab 2 Zip Codes entered in this location will appear as a drop down list in the student demographic area of the Student data entry screen as well as on the Parent data entry screen 3 Referral Reasons will appear as a drop down list on the Special tab of the Student screen 4 Text Categories allows you to set the items in the drop down lists under Text Categories in the Text Editing area 5 Assessment Domains Assessment Instruments amp Assessment Metrics allow you to modify the entries in the drop down lists on the Student screen Assessment tab
21. aff or students You also have access to a number of other administrative functions OOR GEG CED 0 Sao E Com Administration Actions Find List Reports Exports Admin Tools Find Stal Evai Past Due _ _Next Eval Dus a IEP Past Due _ Next IEP Due Export Find Student Generic Case Disabling Serving Next IEP Next Eval Actve Student Student Name Age Manager Condition Grace School Date Date ID Omit J 67567 Miller Aaron 11 y 10 m Test Staft5 HLTH 1 224 5 16 13 10 31 13 7921 ii BA MANANA NMersirac Nicolo udm Hi TH 11 Silver Fir Hinh Gehan AMRA AMANS arar a Due amp Compliance Alert Items Click on the buttons near the top of the screen to easily view the students E a with past evaluation dates past IEP dates compliance alerts etc val Past Due 1 E The number of students in each area will display when you hover the cursor over the top of each button If you click a button and hear a tone that means that there are no records matching that search A student will be marked with a Compliance Warning if they are active and their areas of service are not aligned only 1f the preference of limit goals to eval 1s set to yes in your district A student is marked with a Compliance Alert if they are active and at least one of the following criteria are met e The next IEP date has passed e The next Evaluation date has passed e The student s disabling condition is developmentally delayed and s he is
22. appear when the form is assigned to a student Form Lists Editing The pop up and checkbox lists on most forms can be edited as follows Verify that the form is active as noted by a check in the Active box on the Forms list Go to your Staff screen and click on the My Template button Add the form to your template student Tools Open the form Export Form Choose Edit Lists from the Form Options menu in the top menu bar E 4 Go to Forms j WU PA E COM Special Education Forms Value Lists Form ID Form Name 04 5 Evaluation Report List List Name List Descriptor gt 1 List 1 Sig Titles_ Text 100 109 x 2 List 2 Math x 3 List 3 Other Consid x gt 4 List 4 Info Needed for IEP x gt 5 List 5 Areas x This will take you to the Forms Value list screen From here you can view or edit existing lists by clicking on the black arrow to the left of the list You can add a description of the location in the List Descriptor field to indicate where the list will be found on the form if that is not already available Copyright 2000 2013 Portage Bay Solutions Page 30 www portagebay com Printed 11 07 13 E COM Special Education Foreign Language Lists Go To Form ID Form Name List List Name 06 2 Prior Written Notice 1 List 1 23 List Descriptor Purpose Checkbox Set English Values Spanish Values Sort Order referral derivaci n 1 XxX initial evaluation evaluaci n inicial 2 X eligibility category c
23. ategor a de elegibilidad 3 X IEP IEP educaci n personalizada 4 X Other specify Otro especificar 5 X educational placement ubicaci n educativa 6 X racualuatinn enrarda amis T w After clicking the black arrow in front of one of the value lists you will be brought to a screen displaying all the values for that particular value list The values can be added edited or deleted here If the form is in both English and Spanish there will be two columns for the values one for English and one for Spanish You must enter the Spanish values E Com does not have a translation function Note Do not use carriage returns within line items After making changes to the list click Go to Form Check to make sure the list you edited appears correctly If not go back using the Edit Lists option again and correct it Changes made in value lists in this manner will appear on all copies of the form no matter where they are Copyright 2000 2013 Portage Bay Solutions Page 31 www portagebay com Printed 11 07 13 Chapter 7 Tips Help System amp Troubleshooting Quick Tips Delete Dialog Boxes Please read the delete dialog buttons carefully The default button is Cancel so if you automatically hit Enter it won t delete the record just cancel the request Deselecting Drop On drop down lists you can choose one option from among a number of different options If you Down List Choices decide to make another choice you can select
24. e Bay Solutions Page 23 www portagebay com Printed 11 07 13 Replacing Deactivated Forms with New Forms e To find batches where you need to replace deactivated forms first make note of the old form number say form 7 and the new replacement form number 7 1 for instance e Go to Batch Editing e Once there open any batch e Click the Find button and enter the deactivated form number into the form ID field Hit Find or the Enter key on your keyboard e When the search is complete check the number of batches found in the top right corner You can move through the batches found using the back and forward arrows here e Remove the deactivated form from the list inside the batch using the red X and add the new version of the form Adding a New Batch From the Batch List screen click New Batch This will bring up the Batch Data Entry screen Here you may enter detailed information about the new batch by selecting the type and typing a batch name Be sure to select which program s the batch should belong to as well Batch Data Entry Actions Name aoe Create one for each area Add Form Click on the Add Form button to select the forms you would like to include in the new batch Copyright 2000 2013 Portage Bay Solutions Page 24 www portagebay com Printed 11 07 13 Create one Form ID_Form Name Sort Order_for each ares A pop up list of all available forms will appear 2 Note Only forms
25. e ee 34 EGIL Vat GS LISTS sc ses cascade an E a a O 34 NEDO SS SA SS AE AA 34 FORMS Frnt Blancas oi aca 35 Deselecting Drop Down List CHOICES sa ae 35 Trotbleshoot g SIUGSATIROCONG Sia c 35 Special Tab LRE Code Calcula 35 Chapter GS Saa a a 36 Copyright 2000 2013 Portage Bay Solutions Page 3 www portagebay com Printed 11 07 13 Chapter 1 Overview of System and ESM Duties Overview What is E Com E Com is a multi user relational database Multi user means that staff across a network can gather all of a student s forms in one location for easier review and auditing of student history Though E Com does not eliminate the requirement of printed forms stored in permanent student records it does greatly simplify the process of creating and managing the forms E Com helps special education staff quickly create store and print special education forms thereby helping to eliminate inconsistencies and promoting compliance The purpose of the E Com system is to allow special education teachers psychologists and other professionals to Better collaborate in a team environment and provide improved student support Create store and print special education forms required by the State of Washington for Special Education students Organize and store student parent school and staff information related to students Promote compliance with state and federal requirements This manual will provide the E Com System Manager ESM wit
26. em Manager ESM The system operator for the E Com system Also called you in this manual ESM See E Com System Manager above Field A field is a component of a record Each field stores one piece of data Fields can store text numbers dates times or calculation results Fields can take the form of a text box a list box a check box or a radio button Find Mode A User mode designed to help you locate one or more records in a particular table Clicking a Find button takes you into find mode See Mode in this glossary to find out how to change modes Layout Mode A user mode designed to help you change the way the screen appears or is organized and the way your data is organized when printed See Mode in this glossary to find out how to change modes Users can not access the layout mode See Error Reference source not found for directions on making simple changes to the layout screens Layout The arrangement of data fields buttons graphics and other elements of a screen or printed document Each table can have different layouts for different functions A layout has one or more parts such as a header footer and body Link An arbitrary number usually invisible to users that links one table in the E Com system database to another List Box A field which contains a list box of data entry choices from which to choose E Com system list boxes have a text box above the list If the entry you need is not
27. er manual The Notes tab is a convenient place to keep track of things that need to be done for a particular student Notes may be assigned to any active staff member If the note is marked as a To Do item the To Do tab of the staff member assigned will be the top tab shown each time they log into E Com until the item is marked as done In addition the student name on every staff screen that student is assigned to will appear highlighted in red until the To Do item is marked as done Copyright 2000 2013 Portage Bay Solutions www portagebay com Page 12 Printed 11 07 13 Placement Tab The placement screen 1s divided into four areas 1 The Areas of Service section e Any area of service displayed here will also be listed on the Student Information section of the Student Screen e Clicking the Add Area button la allows a user to manually add a new Area of Service Areas of service added here will display an error warning that doing so may cause discrepancies between the areas identified during the evaluation process and the IEP Only users with level 2 or level 3 access may edit areas of service from this tab e Clicking the green Delete amp Archive circle 1b allows user to delete and archive the area to the History section e Clicking the red X 1c allows the user to delete areas Using this selection does not archive the area e Goal forms with different Areas of Service than those defined by the e
28. evelopmentally delayed and s he is older than 9 years old or e the student is within 120 days of his her third birthday and the next evaluation date is outside that timeframe A checked Compliance Warning box means the student is active and the areas of service are not aligned with the current IEP Student Access Data Aet O student record was created or the last time it was Compliance Estena This section allows users to confirm when a Delete Compliance Warning O Created by Kate Wheeler on 7 30 2009 at 5 36 52 PM hodified by kathy on 8 26 2009 st 12 48 52 AM 100 adad Browse y modified The same information can also be viewed from the Special tab Copyright 2000 2013 Portage Bay Solutions Page 11 www portagebay com Printed 11 07 13 Forms Tab More detailed information about the Forms tab can be found in the User manual Common questions for administrators here have to do with locked forms or batches and address selection for forms and envelopes You can tell if a batch is locked by the checked Locked checkbox in the Batch view area At this time it may only be locked or unlocked by level 2 users Note Locked batches may be duplicated to other students they should automatically unlock when they appear on the second student record You can tell if a form is locked in the Form view area below the batch view a locked form will have red highlighting around the Done checkbox The
29. h system information and instructions for tasks involved in maintaining the E Com system How to Use This Manual Use the Table of Contents to find a topic quickly The Glossary section at the back of this manual explains terms associated with the E Com system and referred to in this manual A list of do s and don ts called Tips from the Trenches appears in Chapter 6 along with troubleshooting tips Most of the specific task instructions are listed in tables with pictures of buttons and other screen elements you need to work with along Be sure to do each step in the order shown Duties of the E Com System Manager The E Com System Manager ESM has the following duties In cooperation with Portage Bay Solutions to add new forms and to change or delete existing forms to conform to new state requirements or district standards The ESM also maintains the E Com system s list of active forms To add new staff members to the staff table and to add or change staff member data To add new schools to the school table and to add or change school data To assign and change user IDs passwords and access levels To insure that E Com data is appropriately backed up and to test restores of backups To help users search for and correct data entry problems such as incomplete records To install the E Com system for new users as needed in cooperation with district technical staff Copyright O 2000 2013 Portage Bay Solutions Page
30. hat data from other tables If the data in the original table changes all other appearances of that data will change Record All the information about one subject in the E Com database For example the information on a particular student that appears on the Student Data Entry screen is that student s record Screen An area in which users can view search for or change data pertaining to a particular topic students or schools for example The interface mask acts as a guide for working with data Please note that the data shown on a particular screen may not all be stored in the same table see Portals Script A sequence of one or more written commands that automate E Com system actions or tasks Scripts direct the actions that result from clicking buttons in the E Com system Additional scripts can be accessed by clicking on the Script menu Status Area The gray area to the left of each screen that shows the number of records and whether the records are sorted or unsorted The flip cards at the top of the status area allow you to move back and forth from one record to another Table A subset of the data in the E Com database The tables contained in the E Com database are discussed in E Com system Components Another name for a table is file Text Box A field that appears as an empty box on the screen into which information can be typed Some text boxes are equipped with list boxes from which you can select the correct entry
31. have passed and the LRE code on the Special tab will be 1 automatically no matter what the 14 1 form shows The 14 1 form calculates minutes as of a day that you may set while the LRE Code field on the Special tab calculates as of the current date If the IEP date field on the most recent summary matrix form is blank any minutes listed will not be found If the IEP date on the student record is a future one the services listed on the new summary matrix will not have started yet and the LRE code on the Special tab will be 1 automatically Copyright O 2000 2013 Portage Bay Solutions Page 35 www portagebay com Printed 11 07 13 Chapter 8 Glossary Browse Mode Browse mode lets you enter data and look at records Browse mode is the default mode of the E Com system See Mode in this glossary to find out how to change modes Button A button is a picture of a button on a screen that when clicked will perform an automated function Three types of buttons are used in the E Com system e Navigation button You bring up E Com s screens by clicking the appropriate button Navigation buttons include goto buttons and buttons that bring you to a new blank screen such as the New Student button on the Student Data Entry screen e Task button Some common E Com tasks such as printing have been assigned buttons e Radio button A button that looks like a two dimensional circle instead of a three dimensional button I
32. he _ Cancel Yes merge Once the merge 1s completed placement areas should be verified and updated as needed Delete Students You should not have to delete students very often but if it becomes necessary it is easily done A level 2 user may delete them by going to the student record in question Once there pull down the drop down list under Records on the main menu and select Delete Record Note This should only be used for students added to E Com in error there should be no batches or other items in the record If there are think carefully before deleting the student record you are deleting history you may need The student record will be deleted and an entry to that effect will be recorded in the Access Log The student record will disappear from all staff and student lists but E Com keeps a hidden record with all pertinent information and history If you need to re enter this student into E Com please contact Portage Bay Solutions Copyright 2000 2013 Portage Bay Solutions Page 16 www portagebay com Printed 11 07 13 Chapter 4 Forms List Accessing the Forms Database Go to the Forms Database by clicking the Forms button Special Ed Forms Database Prnt Action Form 1D Active Form Name Short Name Form Purpose Notes Owner b 01 amp 4 O Consent for Mutual Exchange of Information Mutual Exch old form 90 days from Master b 01 1 3 O Consent for Mutual Exchange of Information Mutual Exch 60 days from consen
33. he WesPAC student update LRE Codes and Percentages are calculated based on all services the student is receiving as of the current day s date as shown on the student s most recent 14 1 summary of services matrix form e The of Time in GE is a calculated value See O Da 3 students on val 8 31 12 ji 0 8 12 10 8 12 IEP 9 17 12 9 16 13 IEP Meeting 9 1 12 8 31 13 Current Evaluation Parent Consent 012 ys ae for the time in the general education setting acted TEA te reas based on data entered on the current IEP s Completion Extension O Yes O No Extension Reason summary of il matrix Date Addendum to Staff e The LRE Code is calculated by E Com Addendum Completed r based on the of time in special education and the LRE setting af sie Sy an ae saisi ___ e The Exception LRE Code field may sdicaid Notes contain a manually entered LRE code or the code as imported from the district s student information system WesPAC for example e The Final LRE Code reflects the LRE a Code field unless an Exception LRE Code has been entered Exception LRE Codes Resident District Valley School District Serving District Valley School District overwrite the calculated LR code Se A Currently Enoled O The LRE setting should be defined on the Adult Student O Surrogate needed O Translation Req Summary of Services matrix but can also be anaes rete Lives
34. heck out the situation We are greatly helped in this endeavor by any information you can give us A sentence along the lines of My forms are not working does not give us enough information Which forms On what student What exactly is happening Areas of service not Copyright 2000 2013 Portage Bay Solutions Page 32 www portagebay com Printed 11 07 13 carrying over to the student screen from a 4 5 form Demographic data not appearing correctly when a form is duplicated to another student Again what form which students If the report came from a staff member did you try it yourself What happened for you Any of this information will speed up the answer please help us help you Any information you give us up front will be one less thing we won t have to come back and ask you for For security purposes we suggest referencing students by student number rather than by name in support requests Sample ticket When we print some of the forms come out blank It is very inconsistent We do not know which ones they will be What we needed to know What forms by number did this happen with Was it all forms of that particular number or was it just with certain students If certain students which students Was it all forms with that student Was it all forms that a particular staff member printed Some forms that a particular staff member printed At any point along the line was there an error message If so what did the error me
35. hool to appear correctly on student records in E Com We recommend filling in the Instructional Minutes per week and the Spanish school name if the school has one A few fields to note e Instructional Minutes per week The value placed here is used as one of the factors needed to calculate LRE codes That calculation is performed on the Summary of Services Matrix form 14 1 and is then displayed on the Special tab for a given student e Spanish School Name If this field is filled in the Spanish version of the school name will appear on Spanish language forms e Students Home School The students listed here are all the students whose Home School is assigned as the currently viewed school For any given student this is assigned via the School Staff and Notes Settings section of the Student Screen e Students Serving School Similar to the Students Home School table students listed here are all the students whose Serving School is assigned as the currently viewed school e Students Projected School A list of all students whose Projected School has been assigned as the currently viewed school This is assigned via the Placement tab of the Student Screen Sometimes you need to make modifications to a school s information Follow the procedures below to find the correct school and make the changes Procedures for Finding a School e Click on the Admin Button at the top of your E Com screen e Onthe Admin screen f
36. ind the Admin Tools field e Select Schools from the drop down list available there e You will be taken to the School data entry screen e Once on the School data entry screen click the green Find button e Enter all or part of the school name or other identifying information in the appropriate fields e Click the Continue button in the Status Area see Glossary or hit the Enter key on your keyboard e Click or Tab into the field s to be changed Type the correction over the selection You can also cut and paste to make corrections Calendar January S MT WT F S 2 3 4 5 Administrative users now have access to a calendar that allows for the setting of holiday non work days This aids in the auto calculation of evaluation due dates When a Parent Consent date is entered on the student Special tab the due date is calculated using this calendar It may be reached at Admin gt Pref gt Calendar 13 14 15 16 17 18 19 last item under the Edit list at the left 20 21 22 23 24 25 The calendar comes pre loaded with standard no school dates but will need to 78 29 30 31 be modified for your specific district Yellow highlighted dates on the calendar are non school dates clicking on a date will turn it into a non school day if it is not already and vice versa Peach colored dates are weekends 6 7 8 9 10 11 12 Copyright 2000 2013 Portage Bay Solutions Page 27 www portagebay com Printed 11 07 13 Dis
37. lecting the Admin Screen as Your Default Screen Go to your Staff Entry screen by clicking the Staff button on any screen From the drop down list Default Screen select Admin Next time you log into E Com this will be the screen that you land on Default Form i Students To Do D Student List op Up Lists RN Include Staff in P Copyright 2000 2013 Portage Bay Solutions Page 20 www portagebay com Printed 11 07 13 Chapter 6 System Maintenance The ESM can perform system maintenance from the Administrative Control Panel screen available through the Admin Tools drop down list Set and Change System Preferences Go to the Admin Control Panel screen by clicking the Admin button An easy way to access the Control Panels has been added to the Admin PSST EEN screen Simply place your cursor in the drop down box under Admin CEDARS Access Log Tools and select the item you wish to access from the list that appears You Sport Baich Edie Generic g may also follow the directions below Export Emili Next IEP N Calendar Date _Distict Prefs Access Log O E The Access Log maintains a records of many actions performed in E Com including user logins work with forms and batches and the deletion of student records View the Access Log Go to the Admin Control Panel screen by clicking the Admin button Select Access Log from the Admin Tools drop down list The access log shows a screen with a list of
38. marked Active will display in this list If your desired form does not appear return to Form Editing and mark that form as A cave A A Note Sometimes forms may appear in the batch A ANNE 2 Eval Plan 3 Team Eval Short 4 Team Eval Long 5 Mtg Invite lo 6 Notice Actio 7 Consnt Initial 8 Consnt Reeval 9 Due Process 11 IEP Cover without a title These are forms that were active when they were added to a batch but are no longer active Deactivated forms are not automatically removed from or replaced in a batch you must do that manually Y ou may select whichever active form you want to add Once added you have the ability to determine the sort order delete the specific form from the batch using the or add more forms by repeating the Add Form step Check Create one for each area 1f you would like a form to be created for each area of service that has been previously defined This is generally only used for Goal forms and Progress Reports You edit batches in much the same way Select the triangle in front of a batch you want to edit to open it use the Add Form button to add needed forms and the red X to delete forms that are no longer to be used in this batch Form Data Editing Undelete The Form Data area should be accessed with caution as it allows the administrator to edit form data directly without accessing the actual form that the data was entered on One of the more common reasons to access F
39. may turn up deleted 4 5 forms as well Staff Unable to Type in Forms If staff members level 5 are unable to type in forms but admin level users can check to see if the forms are locked for some reason Locked forms will appear in the batch list with a red highlight around the Done box in the batch view on the Student Screen Unable to Activate a Form Check to make sure that the form has been assigned to the Special Education program Click the black triangle in front of the form number The Available Programs checkbox is mid screen above the large Copyright 2000 2013 Portage Bay Solutions Page 33 www portagebay com Printed 11 07 13 text box for Form Help Simply check the appropriate checkbox and you should now be able to activate the form add it to batches and use it in E Com Duplication Dialog issues If the student name is not in pop up list or you get an Invalid Information message when typing the student name in the duplication dialog box make sure the student record has a student number Depending on the version of E Com you are using the student may also need to be active in order to duplicate forms or batches to him or her Summary of Services Matrix If a student doesn t appear on a service roster when he or she should you should check the student s summary of services matrix form 14 1 carefully In order for the minutes to appear on the service roster e The student must be active e A
40. member s staff ID number by verifying that it references the correct field Permanently replace the contents of the field Staff ID Case Manager in the 12 records of the current Case Manager Teacher SLP etc Found set Replace with 7013 Click the Rep lace button C Replace with serial numbers Note The default button in the Replace Field Contents dialog box is Cancel Read the choices carefully before you click a button or hit the Enter key cr C Replace with calculated result Specify Repeat as needed until all students to be reassigned have been reassigned and no active students appear in any roles on the old staff member s screen You may leave inactive students assigned to the staff member for historical purposes if you prefer Step 2 Remove Staff Members from the Staff Table Procedures for Removing a Staff Member Staff Go to the Staff Entry screen by clicking any Staff button Click the Find button Enter all or part of the name or other identifying information in the appropriate fields Hit the Enter key Once the staff record is found uncheck the box next to Include Staff in Pop up Lists This will remove the staff name from any staff pop ups The staff member will also no longer be able to log in If you wish to clean up old staff records you may also delete inactive staff using the Delete button on the staff screen We recommend waiting for 2 3 years after deactiva
41. not covered in any of these locations you can access the trouble ticketing system Trouble Ticketing System The easiest way to do this when you re in E Com is to go up to the Help menu and select Create Support Ticket from the drop down list This will automatically create an email with some of the information that we need along with an area for you to write the specifics of the problem If you are an E Com administrator this email will be generated and sent to the support ticket system If a non administrative user creates a support ticket they will have to fill in the address of their local E Com administrator since administrators are the first line of support Another easy way especially you are not in E Com at the time is to send an email directly to support ecomforspecialed com This will create a new ticket in the ticketing system in the same way that selecting Create Support Ticket does inside E Com Once again non administrative users should first contact the local E Com administrator it may be resolved in house more quickly and easily Both these ways are preferable to sending an email directly to a Portage Bay Solutions staff person as the support tickets are available to all staff members and the ticketing system is always monitored by at least one staff person You may also call but the phone is not monitored in the same way that the email system 1s When we receive a ticket we generally want to immediately c
42. older than 9 years of age or e The student is within 120 days of his her third birthday and the next evaluation date is outside that timeframe Click the Print button to print the list you are currently viewing Copyright 2000 2013 Portage Bay Solutions Page 19 www portagebay com Printed 11 07 13 Reports Exports From the right hand section of the page you can go to the Reports page or select either a CEDARS or a generic export The Generic Export button will create an export file Export containing the fields listed below It will be up to district personnel to remove specific columns to create required or desired files e ID e building e current IEP date e name last first alpha e disability code e current assessment date e state count age e LRE e referral date e grade e current entry date e withdrawal date e reason withdrawn The button does not perform a find or a sort so those functions must be performed prior to clicking the button Admin Tools Admin Tools Admin Tools The Admin Tools drop down gives you quick and easy access IO Access Log Text Editing to the most frequently used Admin Control Panels Simply click an in this box and select from the options available to go Schools immediately to that panel For a more detailed description of N Sd esis each tool see Chapter 6 On the Staff Data Entry screen you may select the default screen Admin users may select Admin as their default screen Se
43. on the list E Com will usually allow you to type in an entry Copyright 2000 2013 Portage Bay Solutions Page 36 www portagebay com Printed 11 07 13 Mode The E Com database gives you four interfaces depending on access level in which to work with data They are browse mode find mode preview mode and layout mode Modes are shown in a pop up window at the bottom of the table window and in the mode menu at the top of the screen In both places the current mode is marked Simply click on one of the other modes to make a change Preview Mode A User mode that shows you what the page will look like when printed See Mode in this glossary to find out how to change modes Portal A list of data from the related table that appears in a record Examples are the list of forms that appears on the right side of the Student Data Entry screen or the list of students that appears on the right side of the Staff Data Entry screen Data shown in a portal comes from a different related table Radio Button See Button RCW The Revised Code of Washington the state statutes that govern Washington State You will find references to RCW chapters and sections in the WAC table Relational Database A database made up of more than one table that can be used together to provide information needed by users Although each piece of data is entered once and stored in one table in the database the construction of the database allows users to access t
44. ones Smith Manager privileges Cannot edit locked forms Complex password enforcement is On would be ajonessmith for instance A complex password is a combination of numbers letters Pr y alah ere pada sp hal tg aa a E an For new users it is good policy to assign a a generic password such as new1234 and select the checkbox next to User must change PW upon next login That way as soon as dai o o they log in the first time they will be asked to change the generic password to something li ds more complex and specific to themselves Complex passwords are required meaning that they must be at least 7 characters long and they must contain at least 1 letter 1 number and 1 special character amp Choose an access level for the new staff member See the list below or the one provided to the side of the login entry screen for more information on what the various access levels can and cannot do in E Com Click the Save button to save your changes and return to the Staff Screen There is a general description of each level in the password edit dialog box The table below shows a more complete list of capabilities Capabilities Access Level A a gt ramm Vwo SP YP y YY Find students Y Print email PDF forms amp batches a ee a ee a ee Run reports an lt lt lt f wat lt lt 4 Edit unlocked forms Mark forms as done Add Notes To Dos to student EA
45. orm Data 1s to retrieve an accidentally deleted form Find Go to Form Data by selecting 1t from the drop down list under Admin Tools Once there click on the Find button Deleted forms will have a 1 in the student ID field so use this to help narrow the found records e gt AA Form Data Screen Actions Undelete Form Undelete Batch Create Batch from Create Batch from 4 2 Found Set Other Forms Batch Form Specific Information Progress Form Goals Batch Information a pne H in Goal Text A f Master i fotive lD la 1 Active O a lied IEP Date ts e Handwritten O Completed iO Locked 0 Phone H 3 Birthdate i i 13 i fq po c Current Progress_Form 9 Summary of Services Matrix Auto Insert Present Levels ij for IEP Cover Page a Related Service Initiation Date End Date i Leave Unlocked iD First Last A Team Eval O ie OA 7 Indiy Eval mi a Use Last Eval Date iL bse pt H53 L IEP Date Waming C1 Phone H f Salutation 3 A eS Current_Summ_Sve Phone H iQ School and Staff Info Amended Other Student Information on form het abel AA Interpreter needed Ol Adult Student LI Surrogate Serving School Case tigr Teacher IStaff ID Current Global Data Staff Name gCurrent Form Functional Staff Phone gCurrent Student faim Staff Position 1 Ca gForm Link 12501 Staff Location 13 i cCumetGO_Fom A Interpreter for Parent Goal Form Prog Form Current IEP Date Goal Text In
46. r for Note Staff ID numbers should only be changed when entering a new staff member if you change the ID for already existing staff members you will break the connection between the staff and their currently assigned students New staff members default to having the Include Staff in Pop Up Lists checkbox checked If the checkbox is unchecked the staff member will NOT be able to log into E Com The next step is to assign the new staff member a user name and password Edit User ID and Password Information How to Assign or Edit E Com User IDs Passwords and Access Levels Be sure you are on the Staff screen for the individual whose user name and password you need to assign or change Edit Click on the Edit Login Password button to bring up the screen below Login Password Copyright 2000 2013 Portage Bay Solutions Page 5 www portagebay com Printed 11 07 13 E Com Login Entry For a new staff person to have access to E Com you must define a user ID and password for them on this screen For user name we usero giihi SMS pity etal nlomaton purgas recommend first initial last name but you may Password Oony Adon uscte caniock ones use whatever pattern you prefer please note 3 Samo privieges as Admin except for the however that there should be NO spaces Sees 93 04 BS OG ee a hyphens can be problematic as well and we FMP Account Yes i Can eat al data but has no Admin or gt suggest leaving them out so Ann J
47. s you will reassign first In list view you O E 49 Patterson Jason may use the blue circle to the left of the student name to omit students who will R 4 Turpin Margaret be reassigned in a later operation You will reuse the My Students button to O Y Newcomb Bertha reassign these omitted students later Once you have a list of the students who will be reassigned to the new staff member go to the first student record in the list by clicking on the blue name link 7013 na Appleton Reassign this record to the new staff member by clicking in the yellow box ki next to the staff role A list of staff members will appear Select the name of the new staff member for this student Case Mgr b Scripts Tools Window Help E New Record a Then you can make the same change to all of the other students as follows f Duplicate Record Ctrl D 18 Delete Record Ctrl E e Go back to the pop up list you just changed e Leaving the list box open with your cursor in it go up to the Records Delete All Records menu Go to Record e Select Replace Field Contents 4 Show Omitted Only Omit Record Ctrl T E omit Multiple Ctrl Shift T Modify Last Find Ctrl R jaiz Sort Records Ctrl S Replace Field Contents Ctri Copyright O 2000 2013 Portage Bay Solutions Page 8 www portagebay com Printed 11 07 13 Replace Field Contents In the dialog box confirm that the selected field should be changed to the new staff
48. section of this tab are assigned at the bottom of the Student data entry screen and can only be added and deleted there The General Education Teacher CaseNgr pone Appr AS field will be auto filled if you get student updates from Psychologist WesPAC SLP te 4 In the second section you can specify other E Com staff 504 Case Mgr gt members Click in the yellow popup box and click on the Gen Ed Teacher 2 desired staff member Title and email address if any will Other Staff Manually Entered by choosing staff member from yellow box be added automatically Optional Description Ho 3 y Ja To remove a staff member from this area of the Student s FS record delete the staff number and the rest of the fields will automatically blank out Adding staff members to the student on this portion of the es a screen will cause the student to appear on that staff mee E member s screen under the Other tab JJ In the third section you can add information about other Other Staff Manually Entered staff persons who may not be in E Com for one reason or Additonal sati LJ A another but who are involved with the student in question An assessment tab has been added to the student screen to allow administrators to track assessment ee a Dele SchosiYr Seora Marie information for a particular student Reading Dibble 6 2 2013 2012 13 57 20 XK Notes Needs help i izing pho o e e L aaan Entries may be deleted using the red X
49. sessment Plan 200 3 8 13 SAU m a O 124 IEP Goals 200 327 13 rs Mb Current IEP Mtg Date Start Date 8 31 12 BnM 9 17 12 Next Due Next Mtg Date End Date 2121 13 1 13 9 16 13 School Staff amp Notes Settings CaseMgr 13037 Rin Scherrer Form Add Teacher D 12302 Heather Heck a The areas of service defined for this student are not aligned with the arare bina Tests Test Staff 54 current IEP s goals and objectives SLP p E82 Test Staff MI Date Details Eval Mgr O Psych O SLP PT p lable Anne Able LL A Student Compliance poa Alert By Delete 1 Compliance Warning amp Cony 1996 2013 orga Bay Sons ne 100 El Browse Information amp Settings To the right of the website shortcut Go To buttons you will find the Student Information area Copyright O 2000 2013 Portage Bay Solutions Page 10 www portagebay com Printed 11 07 13 12345 Local Sandy Beach E B Beach Road Ephrata WA 98101 00 LUV SAND Grade 7 Proj Grad sandy da beach com 9 29 2000 Age t2 y 6 m Gender Fo Develop bas bs pan Hearing O Transport O Vision 3 Migrant O IEP Mtg Date Start Date 9 1 12 9 17 12 Next Mtg Date End Date 8 31 13 9 16 13 P i2983 Test2 Staffs 6706 gt 54 12567 Test Multi 54 Eval Mgr O Psych SLP pf Test Staff2 ompliance 4 Alert g Delete O Compliance Warning O e the next IEP date has passed or From this section users can view 1 Student demographic data
50. ssage say Additional useful knowledge Was it a particular printer What things did you try when you were troubleshooting this A screenshot of any error message is wonderful and hugely appreciated Sample ticket Staff member name can not log in He is getting a message that his login has been disabled I did a find so that I could his user ID and password and try logging in on a computer here in my office I get a screen with one question mark in each field for staff information This is great information There s a user name and error message text The admin tried it and got the same result with additional information about question marks in the fields It allowed us to know immediately that the staff file had somehow been corrupted and we were able to recover it and get all staff members logged in with a minimum of fuss Troubleshooting Forms Areas of Service If areas of service don t appear on the student record it may be because there is another form 4 5 in the student s forms perhaps in a different batch that is more recent that the one where the areas of service are being listed The areas of service from the most recently added 4 5 form are the ones that appear on the student record You can search in Form Data Admin gt Admin Tools gt Form Data for the student name and 4 5 as the form number this will tell you how many 4 5 forms this student has and which one is most recent please remember however that the search
51. staff member must be assigned to the service and e The summary form in question must be the most recent summary matrix form in the student s record e The as of date on the form must between the start and end dates of the services The services must start before and end after the as of date in order to calculate correctly on the matrix form If the above data is correct and the minutes still do not calculate correctly the next step is to check that the service location is listed as being a Special Education service location This is determined by a checkbox in the Service Location list on the Lists 2 tab in the system preferences Click on the Admin button on any screen then on the Pref button When the systems preferences screen appears click on the Lists 2 tab The first area in the upper left on this tab defines the service areas available on the summary matrix form and determines whether they are counted in the special education minutes Edit Value Lists The pop up and checkbox lists on most forms can be edited by the district as follows Make sure the form you wish to edit the lists on is marked as active in the Forms list Go to your Template Student and add the form to the Other Batch Open the form on your Template Student record Choose Edit Lists from the Form Options menu along the menu bar at the very top of the window You ll go to a list of the value lists available for that form Note You can add text in
52. t date Master b 012 J M Consent for Mutual Exchange of Information Mutual Exch no expiration date Master b 021 3 O Evaluation Team Plan Worksheet Eval Plan Master b 02 2 M Assessment Plan SMF Assessment Plan Master b nA A M Taam Fval Shar Taam Fval Short Master Active forms are indicated with an X in the Active check box These forms will show up in the Forms pop up menu on the Student Entry screen as well as being accessible for Batch Editing Form Detail Screen Click on the black triangle in front of any form to edit additional details about it including form help The form detail screen shown below also allows you to indicate the form options and modify default text or required fields for that form Any text entered into the Form Help field on the Details tab will be displayed when a user chooses E Com Form Help from the Help menu when they are working on this form for a particular student Details Default Required Fields Form Purpose Form Value Lists Purpose Checkbox Set Proposed or Refused Actions lt unused gt Other Options Considered Reason Proposing or Refusing Reason Other Options Rejected Description of Each Eval Any Other Relevant Factors Value Lists The Form Value Lists area shows which value lists the form contains They cannot be edited from here however You must go to the form itself to edit the lists Required or Default Text Fields
53. t is a toggle switch between two opposing conditions such as true and false or show and hide You toggle between the two conditions by clicking the button with the mouse When the button is in true or on position a black dot appears inside the circle When the button is in the false or off position the circle is empty Examples of radio buttons are the buttons that set preferences on the forms system preferences screen Only one choice is possible from a set of radio buttons Check Box A field that like a radio button acts as a toggle switch between two opposing conditions such as true and false When you click in an empty check box an X appears in it This is the true or yes position When you click in a check box showing the X the X disappears This is the false or no position More than one choice is possible from a set of check boxes Data Area The part of every E Com screen in which data is entered or viewed The data area of the screen is always visible Most of the work done in the E Com system is done in the data area Database The entire collection of information pertinent to the E Com system The information in the E Com database is organized into separate files called tables which are based on data type In addition the E Com system contains a separate table that functions as a template for each special education form E Com Syst
54. te This will not take you to student First Last Sample Wheeler records that have been deleted You will get an error message in Address that circumstance Student Information on form Schools To access the school data entry screen and either change an existing school record or create a new one by e Click on the Admin Button at the top of your E Com screen e On the Admin screen find the Admin Tools field pro ME e Select Schools from the drop down list available there Export _ e You will be taken to the School data entry screen Admin Tools Access Log Text Editing Batch Editing Form Data Schools Nextiee N Calendar Create a New School Record Date District Prefs adar Elementary akima WA 98902 509 345 9876 509 345 3645 Roz Anderson Alot Lance Alot Lance EA E Freeman Jack Bonner Debra 10 y Orta Kelly Shriver Sandra 14 y Quigley Maria 14 y Elliott Richard By4 PU AE AA 7 Click the Create New button Copyright O 2000 2013 Portage Bay Solutions Page 26 www portagebay com Printed 11 07 13 The Name School ID and District highlighted in yellow here are edar tiem af el 456 Feldspar Av akima WA 98902 ES required fields All others are wan tri ai optional Note If your district uses 509 345 3645 7 Roz Anderson ipar soo Nas y the SIS import the School ID listed here must match the School ID in Skyward in order for the sc
55. terpreter for Student Q x Tr 7 e Inthe Student Information area fill in the student name and enter 1 in the ID field 1 and 2 in the figure above e If just one form was deleted and you know the form number you can enter that in the Form Specific Information otherwise leave this blank e Run the find by either hitting your Enter key or by clicking the Find button again Copyright 2000 2013 Portage Bay Solutions Page 25 www portagebay com Printed 11 07 13 e The records that come up should be either all af you didn t fill in the form number or the specific if you did deleted forms for that student e If multiple records are found you can page through the form records using the tool next to the Quit button in the navigation bar until you find the one you want e Find the form you want to undelete check the batch info the IEP info the date whatever will tell you and while in that record hit the Undelete Form button at the top of the screen If an entire batch was deleted you do basically the same thing only filling in batch information third or fourth box over depending on your version of E Com rather than form specific information Use the Undelete Batch button instead of the Undelete Form one If you want to go to the related student record directly from the Form Data screen you can click on the blue link First Last next Student Master fetivel to the student name No
56. the List Descriptor field to indicate where the list will be found on the form if it s not already noted there 6 Click the black arrow in front of the list you wish to edit This will bring you to a screen displaying all the values for that particular value list Values can be added edited or deleted here 7 After making changes to the list s click the Go to Form button 8 Check here to make sure the changes appear as you wish A a Typos If there are typos in the value lists on forms you should be able to correct those yourself as shown above although you may also send us an email so that we can correct them in our master copy of E Com If there is a typo or inaccuracy on a form please submit a support ticket with the form number approximate location of the error and what you believe the correct spelling or grammar to be Copyright 2000 2013 Portage Bay Solutions Page 34 www portagebay com Printed 11 07 13 Forms Printing Blank When a form prints blank with no student data it may be that the option Print Blank Record has been selected in the print dialogue box To correct this change the selection to Print Current Record This will correct the problem Deselecting Drop Down List Choices On drop down lists you can choose one option from among a number of different options If you decide to make another choice you can select that choice from the drop down but if you decide to clear the field of
57. the text option may be edited in the Text Categories section on the Lists 2 tab in Admin gt Pref To delete an entry do a search for the entry you wish to delete Once you have verified that you have the correct entry use the Delete button to remove it from E Com It may not be recovered It will not be removed from any location where it may have been used in the past it simply will no longer be available in future Batch Editing Batches are sets of grouped forms that can be added to a student screen via the Add Batch button The batches are maintained and grouped by the ESM You may edit existing create new and delete old batches Plaese note if you deactivate a form and replace it with another this action does not change your batches You must go into your batches and edit them manually Viewing Batches Go to the Admin Control Panel screen by clicking the Admin button Select Batch Editing from the Admin Tools drop down Batch List ol Wind From the list click on a black triangle to view E View Active Batch Name e Description details of an existing batch NOTE Batches will not be available to staff gt O State Forms Replaced gt J FBABIP Manifestation Other members unless the Active checkbox is gt amp E Com New forms Other shecked gt amp New State Forms Other gt IEP Revision Other PAR IEP wiTransition IEP High School gt IEP IEP Elem Middle Copyright 2000 2013 Portag
58. tion before deleting staff records Individual Staff Service Roster Reports In addition to accessing the service roster report for the district you may also print email or export individual staff service rosters to an excel document Simply do a find for a staff member and on their staff page go up to the Reports item and select My Service Roster Note This only works if you use the 14 1 or 14 11 summary matrix form in your district List an Individual Staff Member s Students To easily find print or export a list of all students assigned to a particular staff member do a find for that staff member On their Staff screen select the tab for the role you are interested in case manager teacher other and click the My Students button From the list that appears select the Print button From here you can export the list as an Excel document email it as a PDF or print it Copyright 2000 2013 Portage Bay Solutions Page 9 www portagebay com Printed 11 07 13 Chapter 3 Student Screen Features Screen Overview The Student Entry screen is where all the information for a student is entered and stored From this screen users can access and or manage depending on their privileges and the setup at their district a variety of items related to a particular student including but not limited to e Student identifying information such as address age area of service needs etc e School information such as home ser
59. trict Prefs On the District Prefs screen you can change the information that appears on the form headers school district s name address phone and fax numbers Phone 509 968 3014 Fax 509 968 4730 Dept Name Kittitas School Districte Special Education a Set Default Headers Kittitas SchooL District SPECIAL EDUCATION PO Box 599 Kittitas WA 98934 Phone 509 968 3014 Fax 509 968 4730 Short Header Text Krrriras SCHOOL DISTRICT SPECIAL EDUCATION District Number County Code District Short Name 1403 19 Kittitas Email Format internet Domain First Initial Last Name ttestingemail com Lists Tab This tab contains lists that are used on the Student Data Entry screen as drop down lists You may also edit the areas of service that can be defined for a student on this screen To edit a list simply click inside the box of the desired list and scroll to the bottom Then type in the next value The list will automatically save what 1s entered in the box E Com Lists State Languages Codes Ethnicities Status Areas of Service Caucasian Eph Initial Eval Behavior Management American Indian or Alaska Native Reevaluation Communication Asian Kitti Transfer Black or African American IEP Yearly Review Albanian Hispanic or Latino Counseling Related Functional Academics American Sign Caucasian or White Service Gross Motor Langu Native Hawaiian or Other Pacific Islander Of more than one race or Multiracial
60. valuation will display the alert shown in red 1d 2 The History section e Shows prior qualifying areas and testing information if those have been archived 3 The Programs section e The student shown at right is actively enrolled as shown by the start date with no end date e Level 2 and level 3 users may add programs with the Add Prog button or delete them by clicking the red X e A start date with either no end date or an end date in the future 1s required for a checkmark to appear in the Special Education program box on the student screen e You will need to enter end dates when the student exits the program to uncheck the Special Education enrollment checkbox Future exit dates are allowed when the exit date has passed the program check box will uncheck 4 The Projected Placement section e Acts as a planning tool that allows users to track future placement and services for the student e When you add a school here the student will appear in the Projected School list on the School Data Entry Screen Copyright 2000 2013 Portage Bay Solutions Page 13 www portagebay com Printed 11 07 13 Special Tab Forms Notes Placement Special Staff Assessment Data required for state and federal compliance Age as of 9 4 2012 IT State Count Class may also be found on this screen ge an of 111201 a A en In addition the Projected Graduation date may i be changed here Note This is updated by t
61. ving and other non district schools e Teacher case manager and other staff assignments e Forms and batch management Creating accessing emailing and printing e Printing shortcuts for envelopes labels cover sheets and other reports e Parent information O E EE E Gees Gee Y pd Student Information Active RJ Student 8675309 ID 51 12 SSID 12345 Local Sandy Beach Enrolled Programs 504 M Special Education Navigation Bar Website shortcuts Date Add B Beach Road ae Ephrata WA por D Elie ta 6 20 12 rs OS amp mw ror X EES r 800 LUV SAND Grade _ Proj Grad 68 Assistive Technology 3 8 13 SAU O m At Mi POF X Notes Add Email jsandy da beach com 67 Child Outcome Summary 2 1 13 SAU O qe BB su por X Placement Birthdate 9 29 2000 Agef2 y6 m Gender F 66 IEP 12313 SAU 0O g Bmx eP Condition 01 Developmentally Delayed 200 IEP Goals Only 11 11 12 DES 0 E 54 Por XK Other Docs Areas of Service GE OT NSi YN PTO ESYO 73 Initial Evaluation 8 31 12 rs OR Os ror Xx E Tabs _Envelope_Jf f Gross and Fine Motor____ Hearing Transport O Cover Vision O Miga D ore fom ia os rint 12 5 IEP Goals Adaptive self help 200 4 2 13 rs MM Shortcuts LA l O 4 5Eval Report 200 3 11 13 SAU mM E O 1 2 Mutual Exch 200 383 rs ME ida O 20 Spec Ed Ref Notif 200 3 8 13 SAU 5 9 recall O 2 2As
62. with purge Remember that a records purge cannot be undone once it has been confirmed Be sure you want to purge the records before you do so Text Editing The Text Library consists of commonly used text entries including Goals and Tests Users can access the library and copy entries out of it by clicking on the Insert Text button on any form Admin may edit the text library insert new entries and delete old entries Go to the Admin Control Panel screen by clicking the Admin button Select Text Editing from the Admin Tools drop down list The Text Editing screen allows you to manage commonly used text that has been created by users Use the Find button to find previously entered text for editing or use the New Text or Delete buttons to the left to create new text entries or delete old ones QO Gin GD ED Cms E mappe Master Text Entry Screen Actions Type Text Creator Text ID 1028 OTest OGoal Other 0001 Designer Category 1 Category 2 Category 3 ELP EP P1 e meaning context and pictures to comprehend story If you need to modify an already existing entry you may use the Find button Once the search screen comes up we recommend entering as much text as possible in the large text field at the bottom to identify the entry you want If there is a typo enter the incorrectly spelled word If you have more than one record in the found set you can move through them using the small gray arrow set in the top

Download Pdf Manuals

Related Search

Related Contents

Bomba de Vacío Seca de Volutas IDP-3  Mortier colle amélioré destiné à la pose de carrelage en sol  The Eclipse Ego8 is not a toy.  Soundmaster TR150SW  DK-114N-1 - Luminus Devices  BARRIERE INFRAROUGE ANTI-VANDALE FOTK CODE : FOTIR30  NGS PowerPump 4400 Duo  smart changer azkoyen  HAAN HS-20R Use and Care Manual  COLORDash Par-Quad 18 User Manual, Rev. 1  

Copyright © All rights reserved.

• https://telegra.ph/Wire-Size-Calculator-From-Voltage-Drop-713dfc02-11-16
• https://telegra.ph/Square-Slab-Concrete-Volume-Calculator-a94b45b0-11-17
• https://telegra.ph/Square-Column-Concrete-Volume-Calculator-ffdaa047-11-13
• https://telegra.ph/1-1-2-Concrete-Mix-Calculator-e4a11cba-11-13
• https://telegra.ph/DC-Voltage-Drop-Calculator-de3ef272-11-17
• https://telegra.ph/AC-Three-phase-Voltage-Drop-Calculator-c979e9e9-11-18
• https://telegra.ph/Calculate-Length-from-Voltage-Drop-714e69b5-11-18
• https://telegra.ph/Calculate-Current-from-Voltage-Drop-95c706d2-11-18
• https://telegra.ph/AC-Single-phase-Voltage-Drop-Calculator-2a5e1a68-11-18
• https://telegra.ph/AC-Single-phase-Voltage-Drop-Calculator-2c9e4976-11-18