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1. 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 System 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 1s organized and the way your data is organized when printed See Mode
2. E Com Administrator s El Manual v 6 7 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 Duties eenn eee 5 OVERVIEW Wa IS ER CONRAD foie detre dahon gaa rt tait aed ones 5 HOW TOU SE TAS Mania TE 5 Duties of the E Com System Manag CM vcs cnn Nil detente denim denr es clone ce 5 Chapter 2 Staff and Password NMaintenanGge ccs sss sss scs ss esse e eee eee eee 6 How to Add a New Staff Member esperant en eee 6 EdItUseriD and Password IMoOMalON 288 ti T Wele TU Stam ST T 8 HOW ca Remove otal Members ni 8 How to Access Individual Staff Service Roster Reports 10 An Easy Way to List an Individual Staff Member s Students 10 Chapter 3 Student Screen Features ind 11 Cl CCM OVEN VIG Wi pais 11 Notmaton SO THINGS SR UE dt nine edi 11 SCHOOL Stall and Notes SEWNGS aore pd 12 student Access R SE AU e O neat 12 asy RET D ll ios 13 Notes Ta RP O ie ol ee e 13 FE TETE RATER VAR ER a ER iaa 14 Sn A A RS ET EE RE SR A 15 e eee er ee 16 ASSESSMENT ET s eno nea RTE Oe em Ne nen cea let os Cte o det anne ee ee eae 16 WT Ke LR Be TTT 16 Delete SUAE Si A ala 17 Chapter 4 Forms LAS TT 18 Accessing the Forms Database ir ef Lea AE e emo n eee O td 18 Fom De tall Screen Rd d
3. Go to Form Data and do a find for the student record in Form Data Vote Be sure you have done a Find for a single student in Form Data otherwise you may get a mishmash of forms Click the Create Batch from Other Forms Batch button A dialog box will come up asking for a date range Enter the dates that you want with the formula of mm dd yy mm dd yy and click OK You will get a list of the forms found Check this list carefully and omit any you don t want before you create the batch Once you have the list of forms that you want click OK You will be taken to a batch chooser screen where you can select the batch type Once you have selected the batch and clicked OK you will get a message letting you know that the batch has been created 10 You should be able to go to the student record and see the new batch Schools Procedures for Adding a New School Go to the Admin gt Pref screen S Click on the Schools button in the list to the left This will Access Log take you to the School Data Entry screen Text Editing Batch Editing Form Data Calendar Copyright O 2000 2013 Portage Bay Solutions Page 33 www portagebay com Printed 11 07 13 School Data Entry e School ID Code CE Name Cedar Elementary Address 3456 Feldspar Ave csz Yakima WA 98902 Print Phone 509 345 9876 Fax 505 345 3645 Principal Roz Anderson Proj Placemt E Mail Students Home School Students Serving
4. 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 Description 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 ETE 1of2 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 a type for the batch The choices are IEP Eval and Other In addition be sure to select a program even if your district only uses E Com for Special Education be sure the Special Education box is checked Staff will not be able to add the batch until you have made it active by clicking the Active checkbox Batch Data Entry Actions Name S Create one for Sort Order each area Copyright 2000 2013 Portage Bay Solutions Page 30 www portageb
5. Set Goal functionality for goal forms useful if you have implemented the Strict Goal Text setting in the Forms Preferences Staff Tab The staff tab allows you to see the list of all staff both active and inactive and their titles Active staff members will have a check in the box in front of their names Here you may restrict access to student records if you select the Restrict Students box for a staff person they will only see the records of those students assigned to them in their role as Case Manager Teacher or Other They will also see students where they have an active To Do item They will not be able to use the Find function to find students if they are not the Case Manager Teacher or Other for the student s in question You may also keep staff from duplicating forms and batches by checking the No Form Duplication checkbox Preferences District Info Headers Lists Lists 2 Lists 3 Stafi Active Staff Name Title Restrict Students No Form Duplication O Annie Adel Special Ed Teacher X Anna Appleton Speech Language Pathologist O Heather Bailey Psychologist Control Panel Tools Starting in v6 5 an easy way to access the Control Panels has been added to eee TT the Admin screen Simply place your cursor in the drop down box under CEDARS Access Log Admin Tools and select the item you wish to access from the list that Eeport Baith Eding appears You may also follow the directions below BH Cale
6. 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 that 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 sequence of one or more written commands that automate E Com system actions or tasks Scripts direct the actions that result from clic
7. Por Xx R 2 Om Por X Batch Date init 67 6 14 13 rs m A 20 Spec Ed Ref Notif 7 322 13 SAU ME appear on the second student record 20 Spec Ed Ref Notif 3 8 13 SAU 54 LA You can tell if a form 1s locked in the Form view area 13 3 Progress Report 9 5 12 rs mb below the batch view a locked form will have red AFBA 7 6 4 13 TB me AT Parent Notification highlighting around the Done checkbox The 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 B E wp Created By alanna Assigned To 23 Alanna C 5 3 2013 11 25 18 AM Date Details 3 8 13 SAU gt Y More detailed information about the Notes tab can be found in the User manual The Notes
8. Program s Forms needed to complete the initial 504 process 504 a Special Education Form 10 Form Name Sort Order ar acing 81 8 504 Notice of Action Consent 0 O x qa 1 Consent for Mutual Exchange of 1 O x 81 3 Team Evalution Summary 2 O x 81 8 504 Notice of Action Consent 3 O x 81 41 Intervention and Accommodation Plan v 2 4 O x 81 5 Invervention and Accomm Addendum 5 O x 81 8 504 Notice of Action Consent 6 O x When that has been done 504 staff will be able to assign the batch to their students Students The 504 fields that are currently imported from WSIPC include the 504 case manager name the IAP start date and the next IAP date We do not currently receive a field from Skyward that would allow us to reliably toggle students into active 504 status in E Com so that must be done manually on the part of the 504 administrator even if you use SIS Imports to update your student records To activate a student in the 504 program you must add 504 as a program under the Placement tab with a date generally the IAP date in the Start Date field This will activate the 504 checkbox under the Active Programs list as well as the Active checkbox at the top of the student screen if the student is not already active If you do not have the IAP date at your fingertips it may already be in your E Com Once Portage Bay has activated the 504 program for your district you should be able to see a new tab under the Areas of Service on the S
9. RS ES ES TP ES Tide Lock batches KI KIK Unlock forms batches yy Addidlee safandsehools FO RS A ES ES Import export data E AA A EE O AE oers O A EE AS AE ET PS AS Moyie A A A ES AE Cesme RE A EE Y SS OA Delete merge student records Modify Staff Data Hartt 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 e 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 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 Remove Staff Members There are two steps to follow in order to remove a staff member from E Com 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 Remove the staff member s record from the Staff table by deactivating their record See St
10. Test Name Text 1 Auto complete using value list Text 1 Rpt Text 10 Repetitions E Create label Copyright O 2000 2013 Portage Bay Solutions www portagebay com District forms only Go to Layout mode Control L or select Layout from the menu at the bottom left hand corner of the screen Double click on the field you wish to assign the list to Page 43 Printed 11 07 13 Control Style Display as Drop down List Display values from List 1 F indude arrow to s List 1 Indude Edit ite List 3 A drop down list displays List 4 List 5 field Users choose a val List 6 into the field 1001 9482 E Layout Lit 7 apt eencaduras contain Browse Find Leb Layout Preview _ Be sure to select the appropriate List Number from the Display values from drop down menu You can change the type of list here as well Determine whether you want a drop down list radio buttons a checkbox set etc in the Display As field Click OK Return to Browse mode Control B or select Browse from the bottom left hand corner of the screen and save changes when prompted Copyright O 2000 2013 Portage Bay Solutions Page 44 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 automati
11. 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 Tests Users can access the library and copy entries out of 1t by clicking on the Insert Text button on any form Admin may edit the text library insert new entries and delete old entries Procedure for Text Editing Go to the Admin Control Panel screen by clicking the Admin button Access System Preferences from the Admin screen by clicking on the Pref button Text Editing The Text Editing screen allows you to manage commonly used text that has been created by users most frequently this 1s used for tests that may be added to various forms e gt ea Master Text Entry Screen Actions New Text Type Text Creator Text ID 1025 Test OGoal Other 0001 Designer Category 1 Category 2 Category 3 ELP EP F1 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 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 right corner until you find the record you were looking for or until you have corrected all the found entries We recommen
12. district subscribes Current programs that may be subscribed to include Special Education and 504 Forms Preference Options Forms Preferences Allow Form Deletion When Yes all users except Level 6 will be Allow Form Deletion Yes ONo able to delete forms When No only users at Level 3 and above will Allow Form Duplication O Yes ONO be able to delete forms Check for User Initials Yes O No Limit Goals to Eval Yes ON Allow Form Duplication When Yes all users except Level 6 may Strict Goal Text WM Yes ON duplicate forms When No no one may duplicate forms except Allow Forms to inactive Students Yes No Admins Check for User Initials When Yes and a user accesses a form they did not create a warning will pop up When No the warning will not appear Copyright O 2000 2013 Portage Bay Solutions Page 23 www portagebay com Printed 11 07 13 Limit Goals to Eval When Yes and the Areas of Service are not aligned with the current goals and objectives warning text will appear on the student screen the compliance warning box will be checked and Compliance Alert pop ups will appear when assigning goals from the Goals and Objectives forms When No none of the warnings will appear but a reminder will pop up when assigning an area from the Goals and Objectives form Strict Goal Text If this option is set to Yes the goal forms will require staff to use the Set Goal funct
13. 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 4dd Batch button The batches are maintained and grouped by the ESM You may edit existing create new and delete old batches District admin users are in charge of activating or deactivating forms as well as creating and updating batches Remember 1f you activate new forms or deactivate old ones you must update the batches individually Viewing Batches Admin Go to the Admin Control Panel screen by clicking the Admin button Access System Preferences from the Admin screen by clicking on the Pref button Click on the Batch Editing button Batch List OSI From the list click on a black triangle to View Active Batch Name Type Description view details of an existing batch NOTE Batches will not be available to gt U State Forms Replaced gt EJ FBABIP Manifestation Other staff members unless the Active checkbox K E E Com New forms Other f is checked K amp New State Forms Other K IEP Revision Other POR IEP wiTransition IEP High School gt amp JEP IEF Elem Middle Copyright 2000 2013 Portage Bay Solutions Page 29
14. 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 www portagebay com Page 15 Printed 11 07 13 Staff Tab Forms Notes Placement Special statt Assessment Other Docs The names in the first 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 field will be filled 1f you get student updates from WesPAC Case Mgr Teacher Psychologist SLP PT OT In the second section you can specify other E Com staff members Click in the yellow popup box and click on the Other Staff Manually Entered by choosing staff member from yellow box desired staff member Title and email address if any will nto patito be added automatically O To remove a staff member from this area of the Student s AA ln record delete the staff number and the rest of the fields will automatically blank out AA AO gt RS la Adding staff members to the student on this portion of the screen will cause the student to appear on that staff member s screen under the Other tab O Ja Other Staff Manually Entered Additional Staff 1 ll JE M
15. 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 1s 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 Copyright O 2000 2013 Portage Bay Solutions www portagebay com Page 34 Printed 11 07 13 e Students Projected School A list of all students whose Projected School has been assigned as the currently viewed school This 1s assigned via the Placement tab of the Student Screen Sometimes you will 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 From the School screen in Admin gt Pref gt Schools 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 i
16. matrix e The LRE Code is calculated by E Com based on the of time in special education and the LRE setting e The Exception LRE Code field may 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 Code field unless an Exception LRE Code has been entered Exception LRE Codes overwrite the calculated LR code e The LRE setting should be defined on the Summary of Services matrix but can also be defined on this tab 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 LEP IEP Meeting and Next Eval fields default to 1 or 3 years minus a day respectively from the current date set s 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 Medicaid Eligibility The student s Medicaid status may be entered
17. 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 It 1s 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 1s 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
18. right of the website shortcut Go To buttons you will find the Student Information area Copyright O 2000 2013 Portage Bay Solutions Page 11 www portagebay com Printed 11 07 13 HET TME ETC From this section users can view 12345 Local 1 Student demographic data address phone Active status Sandy Beach disabling condition language etc B Beach Road Ephrata WA 98101 If your district uses SIS imports to update your student records Lean Grade Proj Grad administrative users may refresh student info by removing and fsandy da beach com a retyping the last digit of either the student number or the SSID 9 29 2000 12 i a1 De m jo depending on which you use to match Skyward records to E Com z APTO m records Hearing I Transport O me l Valen 3 pra ol 2 Student s Areas of Service this is a view of the services defined Re 7 for the student k o o a 3 Quick keyword classifications For example Transport denotes whether a student requires transportation in order to receive DD sw Services oe E gt 4 Eval and IEP dates Any updates made to these fields after the TTS pana pizi2 forms batches have already been added to a student may be updated ea Next Mig Date Endl Date by using the Refresh button on the Batch listings Note Some districts import data nightly from the school s Student Information System SIS If your school uses imports many changes mad
19. 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 10 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 serving 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 min Y pd Student Information Active S 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 a Ephrata WA por 0 ch la on 6 20 12
20. rs D amp mw Por X PS F BO0 LUV SAND Grade Proj Grad 68 Assistive Technology 3 8 13 SAU O a At Mi Por X Notes Add Email fsandy da beach com 67 Child Outcome Summary 211 13 SAU O qe BB su por X Placement Birthdate 9 29 2000 Ageff2 YR m Gender E 66 IEP 12343 SAU OS Bmx gra Condition 01 Developmentally Delayed 200 IEP Goals Only 11142 DES 0 E 54 Por X Other Docs Areas of Service GE OT NSi S PTO ESYO 73 Initial Evaluation 8 31 12 rs OR Os Por Xx E Tabs _Envelope_Jf f Gross and Fine Motor ls Hearing Transport O Cover Vision O Miga D ore fom ia sida rint 12 5 IEP Goals Adaptive self help 200 4 2 13 rs MM Shortcuts LE i O 4 5Eval Report 200 3 11 13 SAU ME O 1 2 Mutual Exch 200 383 rs ME EN O 20 Spec Ed Ref Notif 200 3 8 13 SAU 5 LA recall O 2 2Assessment Plan 200 3 8 13 SAU 54 a O 124 IEP Goals 200 3273 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 Case Mgr 13037 Rin Scherrer 54 Form Rad Teacher b 12982 Heather Heck sa The areas of service defined for this student are not aligned with the panitia Kast aa Test Staff 54 current IEP s goals and objectives SLP p gt 622 Test Staff 54 Date Details Eval Mgr O Psych O SLP PT KL Anne Able Kr A Student Compliance peran Alet S Delete D Compliance Warning amp Copyig 186 2013 Prag Bay Sons ne 100 Browse Information amp Settings To the
21. screen for each staff member Please note If you enter a phone number into the Phone field 1t may be copied automatically to some forms Do not use the first Phone field for home phone numbers If you want to list home phones use the Phone 2 field that doesn t populate in any forms 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 Note 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 29 must match the staff ID in Skyward in order for that information to appear properly Also 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 Note New staff members default to having the Include Staff in Pop Up Lists checkbox checked You would uncheck this for a staff member who is no longer with the district and or if you no longer want them to appear as active staff If the checkbox 1s unchecked the staff member will NOT be able to log into E Com Case Mgr Teacher Other To Do Schools Programs Active Form
22. 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 O 2000 2013 Portage Bay Solutions www portagebay com Page 13 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 a user 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 This selection does not archive the Area of Service e Goal forms with different Areas of Service than those defined by the evaluation
23. the form This is off by default Copyright 2000 2013 Portage Bay Solutions Page 18 www portagebay com Printed 11 07 13 E COM Form Detail Active Form Form 1D 062 Form Owner 70 6 IEP Date Warning O Current G amp O Form O Form Name Prior Written Notice Indiv Eval C Number of Goals Short Form Name Prior Written Notice Progress Report O Has Objectives O Form Number pe State Model Form Print Records being O Current Summary Browsed Matrix Form O Date Added Auto Insert Adverse O Leave unlocked when Notes Edu Impact batch is locked O Team Eval with O Team Eval with O Adverse Edu Impact Areas of Service Avallable Languages Spanish Prepopulate Matrix D Details Default Required Fields 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 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 If your district subscribes to programs other than Special Education you can also set forms to be used in one two or more of these programs by checking the boxes in the Available Program section You must select a program before
24. the form can be activated Duplicate Value Lists If you are working on a district form and want 1t to have the same value lists as another form you already have in E Com you can duplicate those value lists To do this first make sure that there are no value lists already in the form to which you plan to copy 1f there are they will be combined rather than overwritten Y ou can do this from the forms detail screen lists will be noted in the Form Value Lists section at the far right middle row While you are doing this note the form ID as it appears in gray directly under the Actions item near the top of the detail screen It will be a number followed by either an M ora D Once you have verified that there are no lists already existing go back to the Forms list and click on the black triangle in front of the form with the lists that you want to duplicate Once in that detail screen you can click on the blue Dup VL button at the upper right Duplicate Value Lists In the dialog box that appears type the form ID owner of the Please enter the Form ID_Owner for which you wish to form to which e want the value lists duplicated EAE S E M LES The lists will be duplicated You can verify this by going to the form itself or by going to the Form Detail screen for the form Form ID_Owner ex 34M the lists were duplicated to the list information should now appear on the detail screen Cancel OK Copyright
25. 2000 2013 Portage Bay Solutions Page 19 www portagebay com Printed 11 07 13 Required or Default Text Fields If you have set any default text or required fields on the form you may also 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 Details Default Required Fields Field Name Field Descriptor Default Text Error Message dd HBiudent s Needs _ _ nenene E 4 Bicase enter the Students Needs o x B a lt ARS EP EE TEER s a Pisase enter Transition Services instruction x toto HiomelGomm Sirengihs nl SP s na Se ee pida a N ER nna RAT Enter Apiitudes SR EEE x Giher Siengths ME RAN EE a Picase enter Other Sirengihs RER NES x Form ID VActive Form Name 01 LA O Consent for Mutual Exchange of Information Copyright O 2000 2013 Portage Bay Solutions www portagebay com To preview a form click on the blue form name To see the district version select the one where the Owner is listed as District In addition Master forms are highlighted in green while District forms have a white background in the Forms List 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 t
26. Goal Form Prog Form Current IEP Date Goal Text Batchlink a Batch Sort Order eCurrentProgress_Form Q Summary of Services Matrix Related Service Initiation Date End Date Current_Summ_Sve 1Q Amended G amp O Form Goals Goal Form Prog Form Current IEP Date Goal Text eCurentGO_Form 4 Page 31 Printed 11 07 13 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 e The records that come up should be either all if 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
27. In the third section you can add information about other itional Sta hh Additional Stat 22 staff persons who may not be in E Com for one reason or another but who are involved with the student in question Assessment Tab Forms Notes T Placement Special Staff Assessment Other Docs 7 An assessment tab has been added to the student screen to allow administrators to track assessment information Assessment Data Domain Instrument Date School Yr Score Metric for a particular student x Notes Entries may be deleted using the red X at the end of each entry Data from this area may be exported using the Export Data button near the bottom of the tab 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 T District Info Headers Assessment Domains Assessment Instruments Assessment Metrics Reading Dibble Merge Students The Merge Students feature 1s used to combine the forms of two students and place them on one record while deleting the other from the system This 1s useful in the case when there are duplicate students and you would like to merge the forms into a single student record Copyright O 2000 2013 Portage Bay Solutions Page 16 www portagebay com Printed 11 07 13 Please note tha
28. M La OUEN TTT 40 Adding Required Fields or Default Text to Fields 41 FOr GES EIA os 42 Chapter 7 Tips Help System Troubleshooting ss 45 SO 45 SU 610 TTT 45 SUA C lA A 45 FOUTS SOOM Gir OFM A PP A aie gh aap eta iret nee ae eared eee eee 46 Arcas olSEN a eat nae enn er rene ete re oor ee Sern an td 46 Staf Unable to TYPE IM Te ONIN TTT 47 Unable to eD el a o 47 H plicalom ME AGS Steel telde 47 Summa rot SErViICSS Mal oaiae ten tocrninesocced tes hi esate ds 47 Edit Valle HT 47 POS OA 48 EOS PHAINdBIANKR sn dant nn nel Donation en Deals eee ee 48 Deselecting Drop Down Br 0 6 iee nn A ane eee ee oes 48 Troupleshooung Student ca eels SSL a Secs aie es ene eee eee 48 special Tap LRE Code CaAlCURNIONE Es RU Ni ai 48 Program PISO EMmOr Message is A ie ondes 48 Append 904 sla Lel is a paseo es ceca cdl nn RSS 50 stal TTT 50 OMS and Balones a ies Ae ee eae 50 hela 51 REDONS nosei E ce oc Aa delle on nitrate Uni ee 52 Copyright 2000 2013 Portage Bay Solutions Page 3 www portagebay com Printed 11 07 13 Appendix Glossary Copyright 2000 2013 Portage Bay Solutions Page 4 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 require
29. PAC tab or 2 the IEP and the Evaluation case manager names from Skyward 1f you have gt WesPAC Tab Import Preferences District Prets wespac On the WesPAC tab you have the options to import 504 Import parameter for WesPAC import case managers 1f your district uses E Com to track your 504 students You may also choose to import the current IEP and Evaluation dates from Skyward they will not be imported if you are exporting data to Skyward import 504 Case Manager BY ON import Current IEP and Eval Dates RY ON Eva IEP dates are not imported if SIS Exports are enabled There are two additional options here as well The first 19 an option to implement E Com 6 7 Imports If you select implement E Com 6 7 Imports BY ON this ere B 1 You will get both the IEP and the Evaluation case bolor turning either of the above two importe on manager from Skyward We have added a new field on ii dd the Student screen to allow the evaluation case manager data in E Com from skyward as desscribed in in E Com to be designated as either the school detail in the E Com 6 7 release notes psychologist or the SLP If neither is selected the evaluation case manager name will be imported into the Psychologist field The IEP case manager value from Skyward will be imported into the Case Manager field in E Com 2 The Current Evaluation Parent Consent date on the Special tab student screen in E Com will be populated from current evaluat
30. School Email Student Name Age Student Name Age Alot Lance Bonner Debra 18 y Proj Placemt reeman Jack Krs hriver Sandra Orta Kelly ones Jimmy Copyright 1996 2011 Portage Bay Solutions Inc School ID Code CE Name conde D a aaee aa aeaee csz Yakima WA 98902 Phone 509 315 9875 S Fax SOS 345 3685 SSS Principal Roz Anderson o E Mail RE lot Lance Gowers Cindy Bonner Debra reeman Jack hriver Sandra Orta Kelly Quigley Maria Newcomb Bertha liott Richard ones Jimmy 18 y School District 6 Valley School District Instructional Minutes per week excluding lunch time 1800 Spanish School Name Cedar Elementarado Students Projected School Student Name Program Internal School ID CE Click the Create New button Schoo District Instructional Minutes per week excluding lunch time fi 800 Spanish School Name dar Elementarado appear correctly on student records in E Com The Name School ID and District highlighted in yellow here are the only required fields All others are optional Note If your district uses the SIS import the School ID listed here must match the School ID in Skyward in order for the school to We do recommend filling in the Instructional Minutes per week and the Spanish school name if the school has one A few other fields to note Instructional Minutes per week The value placed
31. Students eae E Merge Students az Doo MM This Merge Students message will appear Click Yes to 66 19 2 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 S gt meraed Proceed transferred to the active student s record before the 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 c
32. TION District Number County Code District Short Name 1 22 24 Valley Email Format Internet Domain First Initial Last Name testingemail com Copyright 1996 2010 Portage Bay Solutions Inc 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 Copyright O 2000 2013 Portage Bay Solutions Page 24 www portagebay com Printed 11 07 13 in the box Be sure there is a carriage return between each line items not separated by a return will appear on one line in the drop down list Preferences E Com Lists Languages Acholi Afrikaans Aguacateco Akan Albanian American Sign Language Amharic Arabic Armenian Athabascan Aymara Ayula Bambara Azerbaijani Balinese Bamana Bambara Bangala Bantu Bashkir Bassa Bemba Bengali Berber La Hrem District Info Headers State Codes Ethnicities Caucasian Amencan Indian or Alaska Native Asian Black or African American Hispanic or Latino Caucasian or White Native Hawaiian or Other Pacific Islander Of more than one race or Multiracial Not Provided GG E e a L h A Copyright 1996 2010 Portage Bay Solutions Inc Lists 2 Tab City Names Ephrata Gran
33. Undelete Form one A A ou See 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 ID Student Master D fetivel to the student name Note This will not take you to student First Last Sample Wheeler records that have been deleted You will get an error message in Address os that circumstance Form Data Editing Create Batch Buttons Districts who have switched from Form view to Batch view on the Student screen may have some difficulty in batching older forms In order to help with this there are two buttons on the Form Data screen that can assist in creating batches Please do not use these buttons unless you have checked with Portage Bay Solutions first When you go to Admin gt Pref gt Form Data you should see the following menu bar Layout Data Entry Main v View As Ea _ Preview e gt ARA Form Data Screen Actions Found Set Other Forms Batch Devinfo Form Specific Information Progress Form Goals I Student Information on form Goal Form Prog Form Current IEP Date Goal Text a in Fava Shidant Goats Mactar M rtua AT Form ID 6 2 Active The two buttons that will aid in batching are the right most two in the Actions row Create Batch from Found Set and Create Batch from Other Forms Batch Create Batch from Found Set To use this button you must first perform a search for all the for
34. 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 7 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 8 Changes made in value lists in this manner will appear on all copies of the form no matter where they are If you are adding a new list to a district form continue on to the next step th onc A T Taz CONTATE Field Control Setup gt ET Choose a control style and associated options for the selected field or field control or change the field that is tt of the data Some control styles and options are not available for some field types This window will pop up Control Style Display data from Display as Drop down List Form Data Display values from y Student Zip Indude arrow to show and hide list Student s Doctor RATS nn to Moine ket Surrogate Needed gz A ES SurrogateName A drop down list displays values in a menu that drops from the u Teacher Name field Users choose a value from the menu or type values directly into the field Test Area
35. anges Changes made to the layout screen are NOT automatically saved If you wish to save them you can select Save Layout from the Layout Menu or Control S If you do not wish to save the changes you can exit out of the screen you are working on A dialog box will pop up Manager Name Grade EGral ace Cage Ji LST Le Jl Vupnieste jus L nenes z Print t l Condition AA FileMaker Pro Save changes to this layout Save layout changes automatically do not ask Hit Don t Save and your changes will be ignored You can then return to the layout 1f you will to start over Previewing changes If you have made changes to text and object placement on the layout and you wish to preview the form you can view it in Preview Mode Control U or select Preview from the menu at the bottom of the screen You will have to save the changes in order to view in Preview mode Here you can flip though the pages by clicking on the pages on the panel on the left side of the screen and scroll to view how the form will look when printed If objects are not appearing correctly you can switch back to Layout mode make further changes and preview again 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 def
36. 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 Pref 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 note that the search may turn up deleted 4 5 forms as well Copyright 2000 2013 Portage Bay Solutions Page 46 www portagebay com Printed 11 07 13 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 1f 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 either the Special Education program or the 504 program or in rare instances both Click the black triangle in front of the form number The Available Programs are mid screen above the large text box for Form Help Simply check the appropriate checkbox es and you should now be able to activate the form add it to batches and use it in E Com Duplication Issues If the student name is
37. as case manager and as SLP for 2 D Coggins Theresa 27 12 2615 6 23 12 6 22 13 Test Staff2 P 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 If the students in the staff member s case load are to be divided among several staff members decide which students you will reassign first In list view you may use the blue circle to the left of the student name to omit students who will be reassigned in a later operation You will reuse the My Students button to reassign these omitted students later Student Z Student Name s34105 Staff5 Sample Patterson Jason Turpin Margaret Newcomb Bertha BR S Y 655 O 90000653 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 i Reassign this record to the new staff member by clicking in the yellow box next to 7013 na Appleton wo the staff role A list of staff members will appear Select t
38. ault text while it can be marked as required 1f 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 1s E Com fills this in Set Default Field Information automatically In the Field Title area enter Field Name Text100 Field re information that will make it clear which field this AAA ETE is The title will appear on the form detail screen TEASE OM Ne RTE A oa AAA determining which field on the form is being sage referred to Copyright 2000 2013 Portage Bay Solutions Page 41 www portagebay com Printed 11 07 13 If you want default text entered in the field place that text in the Default Text field Make sure that the default 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 1f n
39. ay com Printed 11 07 13 Add Form new batch Create one Sort Order for each area Z 2 Form ID Form Name 2 Eval Plan 3 Team Eval Short 4 Team Eval Long 5 Mtg Invite x 6 Notice Actio 7 Consnt Initial 8 Consnt Reeval 9 Due Process 11 IEP Cover Click on the Add Form button to select the forms you would like to include in the A pop up list of all available forms will appear Note Only forms marked Active will display in this list If your desired form does not appear return to Form Editing and mark that form as Active Note Sometimes forms may appear in the batch 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 form you want to add Once added you have the ability to determine the sort order delete the specific form from the batch 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 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 acce
40. below L If the text continues off the printing area the dotted line on the left hand side you will need to reposition the text box to fit inside the printing area Select the text box and use the black box handles to resize the text box You may have to reposition other objects to have 1t fit aaas One copy o BETA Services o Copy Bar arda adbc sudar o Comuleine folder X a N Ei Department Name gt gt Form O5 Rev E DJ Page of J L a Lalla R Creating Fields fields are what users enter data into Look at the boxes labeled something like Text 131 in the image in 6 above You can select one of these or click on one and hold down the shift key while clicking on others to select multiple and duplicate 1t by clicking Control D or choosing Duplicate from the Edit menu Do not select fields with names rather than a number The field s will be duplicated It can be rearranged and resized to fit into the space s at the new location s Note Each field number must be unique To ensure this double click on each field that has been duplicated and select a number that is not already in use on the form in question You can check this after you save the form and are back in Browse mode by typing something into each box one at a time If what you type appears in another box elsewhere on the form that box shares the same number as the one you typed into and one of them must be changed Saving Ch
41. cally hit Enter 1t won t delete the record just cancel the request Finds If you start a Find operation but then change your mind don t click the Quit button Instead click the small Find button at the bottom of the window You will get a list box of modes Highlight Browse to return to Browse Mode You can also navigate to another screen and back to clear Find Mode 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 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 administrato
42. ch staff members will be allowed access to the 504 forms and batches These staff members must be added to the 504 program This can be done by adding 504 to their programs on the Schools Programs tab on the Staff screen Simply select the 504 program from the pull down menu This staff member works with students This staff member works with students from the schools in the list below from the programs in the list below You may want to make sure that your own staff record is added to the 504 program depending on your district s settings you may not be able to add students to the 504 program or see 504 forms and batches unless you do so Staff may be SpEd only 504 only or both 504 and SpEd Staff members assigned to students as 504 case managers will have those students appear on their Case Manager tab on the Staff screen Please note that if the students have IEP or evaluation dates those dates are what will appear on this tab In order to see the IAP 504 program dates staff should click the My Students button at the bottom of their Case Manager tab This will take them to a student list that will show the 504 Next Plan date There is a blue 504 Print button that will format the page for easy printing Forms and Batches 504 specific forms are in the 81 xx range Please look through the forms and decide which you want to use before activating them as there are some that vary only slightly In addition there are s
43. cular form only one version may be active 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 Most of the form functionality options do not need any input from district administrators However 1f you work with district forms at all you may want to check the following settings e JEP Date Warning Displays warning if the IEP date on the specific form doesn t match the student s current IEP date This is used on IEP cover forms 11 x e Indiv Eval Check this box if the district form is being used as an Individual evaluation form e Team Eval with Adverse Edu Impact and Team Eval with Areas of Service Check these boxes if the form 1s being used as a team evaluation form 4 5 and 4 51 for instance e Current G amp O Form Check this box for the Goals and Objectives form e Current Summary Matrix form Check this box if the form is being used as the current Summary of Services Matrix e Leave unlocked when batch is locked Check this box for forms such as progress reports that may still need to be edited after the batch is locked e Print LRE 14 1 Only If you check this checkbox the LRE data at the bottom of form 14 1 Summary of Services Matrix and 14 11 Multi year Summary of Services Matrix will print when you print
44. d 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 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 deactivation before deleting staff records How to Access 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 An Easy Way to 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
45. d Coulee Status Initial Eval Reevaluation Transfer IEP Yearly Review Counseling Related Service Graduated Transition Exit Referral Areas of Service Behavior Management Communication Daily Living Skills Fine Motor Functional Academics Gross Motor Math Organizational Skills Reading Social Skills Transition Vocational Written Expression Pre academic Skills Adaptive self helo Skills Leisure Recreation Gross and Fine Motor Community Access Skills SLP Writing There are six lists on the Lists 2 tab They can be edited in the same way as the lists on the Lists tab Lists 3 Preferences Service Locations Resource Room Special Ed Classroom Concurrent General Education Progress Key District Info Headers Programs REG SDI RESOURCE PS Related Service Only PT Related SC I1S SC MR SC PRE SC KDG SC BEH SC AUT SC LIFE SKILL SC SEV PROF Special Ed X 4 x x x x x LNP Little to mo Progress ES Emerging Skill SP Sufficient Progress M lilastered Zip Codes 98104 98102 98103 Lists 2 Referral Reasons Initial Initial Cds Only Transter Transter Incomplete Other Text Categories SLP Eval ESL AuditonvLanguage Secondary Primary CLC Transportation 1 Service Locations will appear as a drop down list on the Summary of Services Matrix form Check the Special Ed checkbox to ensure the minutes served at the specific loca
46. d that you run a search before adding a new test to 1 verify that the test does not already Copyright 2000 2013 Portage Bay Solutions Page 28 www portagebay com Printed 11 07 13 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 1s 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 1f you have lined up text in Word using tabs that formatting will be retained You cannot copy and paste from 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 the text option may be edited in the Text Categories section on the Lists 2 tab in Admin gt Pref To delete an entry
47. e Admin screen by clicking on the Pref button General Preference Options Enforcement Minimum Password Length IEP First Warning IEP Second Warning IEP Meeting First Warning IEP Meeting Second Warning 7 Eval First Warning 50 Second AT Tino SIS Export Enabled O Yes O No The E Com system can handle various student identification data systems such as the Washington School Information Processing Co operative WSIPC or PowerSchool These systems assign identification numbers to each student You can decide whether your system will use the WSIPC identification numbers or numbers from another system The preference you select here is the number that will appear on student forms in your district Complex Password Enforcement allows you to require users to use complex passwords that consist of a mix between letters numbers and characters Current Subscribed Special Education When using this option you may also set the required minimum password length Programs 504 3 You may select the number of days out from the next IEP IEP Meeting or Eval date that you would like to display a warning The first warnings will show the dates in green text and the second warnings will appear in red text 4 Allow SIS Export This is not yet fully implemented It will allow for the export of student information from E Com to WesPAC Skyward 5 Current Subscribed Programs lists the programs in E Com to which your school
48. e as of 9 4 2012 nT State Count Class Age as of 11 1 2012 12 Federal Count Projected Graduation 04 L val 8 31 12 10 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 Eligibility Type and Determination T DEA Completion Extension O Yes O No Extension Reason Date Addendum to Staff f A NN Addendum Completed ad Eligibility OY ON Med Elig Verif Date ad Consent OY ON Consent Expires ledicaid Notes AOT SGT Votes Transportation Notes Resident District Valley School District Serving District Valley School District Resident Dist xyz Serving Dist xyz Currently Enrolled O Adult Student H Surrogate needed O Translation Reg G EDE Interpreter needed O Lives with Status 12345 Aodified E Alanna Last Updated Created 6 Rin Modification Date 5 2 2013 Creation Date 6 20 2012 Data required for state and federal compliance may be found on this screen The Projected Graduation date may be changed here Note This is updated by the 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 for the time in the general education setting based on data entered on the current IEP s summary of services
49. e manually on the Student screen will be overwritten by the data imported from SIS Please see the appendix on Student Imports to find which data fields are imported School Staff and Notes Settings Under the Student Information area you will find the School Staff and Notes settings 1 Schools This section contains the schools associated with a student 12303 Teosa Stas including Home Serving and other Non District schools e706 D 2 Staff Case managers teachers psychologists speech language Eval Mgr O Psych O SLP pathologists and physical and occupational therapists can be set here pE Test Staff2 54 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 3 Notes Like the Staff screen this field can be used as a notepad for notes of any kind There is also a Notes tab for more specific notes on actions e Delete D Compliance Waming CI taken or that need to be taken 4 Alerts amp Warnings A checked Compliance Alert box means the student 1s active and e either the next IEP date has passed or e the next evaluation date has passed or e his her condition is developmentally 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 b
50. e 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 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 RER Copyright 2000 2013 Portage Bay Solutions Page 47 www portagebay com Printed 11 07 13 Typos If there are typos on District forms or in the value lists of any form you should be able to correct those yourself If there are typos on Master forms please submit a support ticket with the form number approximate location of the typo and what you believe the correct spelling or grammar to be Forms Printin
51. eed 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 1f 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 Empty required fields will be highlighted in pale yellow 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 appear when the form is assigned to a student Form Lists Editing The pop up lists on most forms both Master and District can be edited as follows The pop up and checkbox lists on most forms can be edited as follows Verify that
52. ep 2 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 change the names in Skyward if the staff IDs for the new staff assigned there match staff IDs in E Com the names of the case managers will update automatically for active students This will not update names for OT PT or Teacher under any circumstances If you have not implemented the E Com 6 7 Import it will also not update the evaluation case manager name SLP or Psychologist Copyright 2000 2013 Portage Bay Solutions Page 8 www portagebay com Printed 11 07 13 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 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 Enter the name of the staff member whose students are being re assigned When the entry for that staff Case Mgr ase Mgr 504 DS ds 5 x S member comes up select one of the role buttons PS Neme TTT Note If you have staff members who serve in 1 O Beach Sandy 8 31 12 22113 9 17 12 9 16 13 Rin Scherrer P a different roles
53. et this message We can either contact WSIPC to get the file if we do not have it or we can refresh the file on the server so that it is available to you Copyright 2000 2013 Portage Bay Solutions Page 36 www portagebay com Printed 11 07 13 District Preferences Tab The second tab in the Student Update area is for district preferences Here you can set the import user and decide 1f the Case Manager s from Skyward will be imported To set the Import User simply click in the Import User field shown below and enter the user name of a level 2 user The user name is the one they use to log into E Com and may be found on their staff screen next to the blue Edit Login Password button The user must be a level 2 user level 3 or higher cannot access the student import process Note Unless your district is a coop the Import Pref to the left of the import user name should be set to Auto Update If your district is a coop please contact Portage Bay Solutions before changing this setting Import Preferences District Prets WesPAC ExpotToWesPAC Zangie PowerSchool SchoolMaster Active District Name SIS Pret import_Pref import Fr import CM SIS 1D B Valley School District 23 WesPAC Auto Update E 04127 If you select the checkbox labeled Import CM next to the Import User field you will import either 1 the name entered in the IEP case manager field in Skyward 1f you have not selected the Implement E Com 6 7 Imports on the Wes
54. g 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 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 a
55. han 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 message 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
56. hat it means 1s that there 1s a student record that has an entry on the Placement tab in the Program section that does not list a program This happens more frequently in districts that use E Com for both 504 and Special Education students but it can occur in any district In order to fix 1t go to any student screen and click on the Find button Once the find screen appears select the Placement tab In the program section type an equal sign in the field directly under the word Program in black type Click Find again or hit your keyboard return key As a result you should get any student records that include a blank Program field You cannot enter a program into the field now so add a new entry being sure to select a program this time add any dates that might have been added to the original blank program entry and delete the entry with the empty program field using the red X to do so Be sure to copy over dates and other information to the new entry before deleting the old one Copyright O 2000 2013 Portage Bay Solutions Page 49 www portagebay com Printed 11 07 13 Appendix 504 Program When a district opts to use E Com to track their 504 program students there are a few decisions that must be made as well as some differences from the Special Education program that must be noted Staff Once Portage Bay has activated the 504 program for the district the first thing the E Com administrator must do is to determine whi
57. he Blank Forms button To print a list of the forms click the Print List button Page 20 Printed 11 07 13 Chapter 5 Admin Screen Procedures for the Admin Screen Admin _ Go to the Admin screen by clicking on any Admin button O66 Gea Les LT E Com Administration Actions Find n Exports Admin Tools Reports New Student Find Staf S LEE L CT New Siafi IEP Past Due _ Nex IEP Due _ _Comp Warming Export Find Student Generic NAC Print 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 Staffs HLTH 1 224 5 16 13 10 31 13 7921 15 R MANNEAN Morairse Nirale 48 uy Um Hi TH 41 Gilver Fir Hinh Grhnnl AJAI Amara 36721 Due amp Compliance Alert Items List Click on the buttons near the top of the screen to easily view the students Evel Past Due y with past evaluation dates past IEP dates compliance alerts etc IEP Past Due AS Eval Past Due 1 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 if the preference of limit goals to eval is set to yes in your district A student is marked with a Com
58. he name of the new staff member for this student Case Mgr gt Scripts Tools Window Help Then you can make the same change to all of the other students as follows New Record Ctri N Ef Duplicate Record Ctrl D sel an a Sns e Go back to the pop up list you just changed j LIEIECE Record r gt e Leaving the list box open with your cursor in it go up to the Records Delete All Records menu Go to Record gt e Select Replace Field Contents 2 Show Omitted Only Omit Record Ctrl T E Omit Multiple Ctrl Shift T Modify Last Find Ctri4 R jaiz Sort Records Ctrl S Replace Feld Contents Ctri Copyright 2000 2013 Portage Bay Solutions Page 9 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 member s staff ID number by verifying that it references the correct field Permanently replace the contents of the field IStaff 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 reassigne
59. her down on the Import Preferences tab you may also select the following import options e Import Home School e Import Serving School e Import Active imports the active or inactive status of students in Skyward e Import Disabling Condition Note The Import Case Manager s setting has moved to the District Prefs tab Also on the General Preferences tab the Student Update Activity Log displays the automated update progress and errors There are several different messages that may be displayed here Student Update Activity Log 9 9 2013 11 27 AM 04129 Import WesPAC successful 9 9 2013 11 22 09 AM Wespac update has already run successfully today Please try again tomorrow 9 9 2013 10 29 02 AM 04129 Import WesPAC failed The WesPAC records were not available in the SIS file PS DEN nnd ALL PPR PP LL 4 Import WesPAC successful the update ran successfully and completed at the time stated SIS update has already run successfully today Please try again tomorrow If you attempt to run a second import on a particular day by just clicking the Update Students button this is the error that will appear In order to circumvent this hold down the CTRL key while clicking the Update Students button Import WesPAC failed The WesPAC records were not available in the SIS file The files for export were not on the server at the time the import tried to run Please contact Portage Bay Solutions via the ticketing system if you g
60. ie nt dede lee rime nids nes Ci A due en Li as ce A sit 18 DUPBICATS Vales nn tit tb dead ce ce cd De abated tan le en 19 Required OF Default Text Fields En RE RS ie rune nanas air en eee ou 20 Pr evieWing and Printing Blank FOMM Susi ne An en a a a a A ini ose dent 20 Chapters Ae lT RO n odds 21 Due amp Compliance Alert ems eee eee e 21 REDON nr a a nn A de end eu Aura 21 Admin Tools Control Panel lems see eee eat nie ee 22 Selecting the Admin Screen as Your Default Screen 22 Chapter 6 System Maintenance ei en eus caserne tte ne een eee 23 Set and Change System Preference cccccecccsscceececeeecencceececaeeceuecseesaeessuecsueeseessuessueesaeessueesueesaeessaessaeeges 23 General Preference OU ONS aa 23 Forms Preterente ODIOS o 23 Copyright O 2000 2013 Portage Bay Solutions Page 2 www portagebay com Printed 11 07 13 Other into S a e Le 24 District IMMO S e a in iS 24 nle SR A ne ce ee nn die ane te ee a 24 SS ta id 25 RAM E A O A In O 26 HAN A en a 26 Control Panel tee SR ne ne ni cmt a sens in teint 26 POCO SS ee D e E 27 TEXTE GUNG loe 28 BASIC eT TTT 29 POM Data Ediung Sial TTT 31 Form Data Editing Create Batch Buttons 4 32 o A nc 33 A O ee eee EE 35 NCrEMEACGAdO Sinn ide iba li E inc 35 Sle ASS WORE REDOM ute E ico 35 Ee EL Eeee rat TTT 35 MpOrt Preterences FADELA a ii ie 36 Distictrreterences Tab ne ne tr er nd ti Non nn Jar es dun 37 NS PAS TOR dd ee eee eee Ae ere 37 Backup OG TTT 39 O
61. in this glossary to find out how to change modes Users can not access the layout mode See Form Layout Editing 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 on the list E Com will usually allow you to type in an entry Copyright O 2000 2013 Portage Bay Solutions Page 53 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
62. ion parent consent date in Skyward 3 When a student who has been receiving special education services is exited from special education in Skyward the End Date and Exit Code fields in E Com on the Student Placement tab Program section will be populated from the current IEP record in Skyward This will automatically remove the check from both the Active checkbox and the Special Education enrolled program checkboxes at the top of the student screen 4 The Initial Referral Date in E Com will be populated from the referral date in Skyward after the student has been activated in Skyward In the meantime you can keep a student active in E Com by manually selecting the Active checkbox at the top of the student screen and by manually entering a referral date in this field that will keep the student active for 60 days You may also select the Evaluation WIP option available on the WesPAC tab Please use care with this second Copyright O 2000 2013 Portage Bay Solutions Page 37 www portagebay com Printed 11 07 13 option It will not work properly if your district does not have a strict guideline for using these checkboxes in Skyward The option to import Evaluation Work In Progress from Skyward if checked here means that if a student has any evaluation record in Skyward flagged as Eval Work in Progress then the student in E Com will be flagged as Active so that the student will show on staff case listings The st
63. ionality described in the user manual under Features for Special Forms IEP Measurable Annual Goal Allow Forms to Inactive Students If this option 1s set to Yes users may add or duplicate forms or batches to inactive student records If set to No they may not Other Info Preferences Other Info School Year At the beginning of each school year enter the current m i el a vaa school year into the E Com system It must be in the format of Y Y Y Y For example 2010 11 YY 2013 14 for instance State Count Date 9 4 2012 Federal Count Date A202 State Count Date This is set by the state and changes yearly Federal Count Date This is set by the federal government and Current WAC Number 392 172A changes yearly Current WAC Number This 1s set by the state Change 1t only when the state mandates a change District Info Headers Tab On the District Info Headers tab you can change the information that appears on the form headers school district s name address phone and fax numbers Preferences District Info Headers District alley School District Phone 509 456 8596 Address 55 West Valley Rd Fax 509 658 9856 csz akima WA 98902 Dept Name alley School District Special Services Long Header Text Set Default Headers ALLEY ScHoo District SPECIAL EDUCATION West Valley Rd Yakima WA 98902 Phone 509 456 8596 Fax 509 658 9856 Short Header Text VALLEY School District SPECIAL EDUCA
64. king 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 1s 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 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 O 2000 2013 Portage Bay Solutions Page 54 www portagebay com Printed 11 07 13
65. ls The Admin Tools drop down gives you quick and easy access ES eha to the most frequently used Admin Control Panels Simply click aet ada in this box and select from the options available to go Schools immediately to that panel y Calendar Distict Prefs e More information may be found in Chapter 6 On the Staff Data Entry screen you may select the default screen Admin users may select Admin as their default screen Selecting 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 NS Next time you log into E Com this will be the screen that you land on C pe Student List Pop Up Lists py Include Staff in K Copyright 2000 2013 Portage Bay Solutions Page 22 www portagebay com Printed 11 07 13 Chapter 6 System Maintenance The ESM can perform system maintenance from the Administrative Control Panel screen The screen contains six tabs Preferences District Info Headers Notes Lists Lists 2 and Staff System Preferences Lists Lists 2 and Staff are discussed below The District Info Headers tab is used to edit the Headers and District information that will appear in the forms In the Notes tab you may create notes for needed changes in the system Set and Change System Preferences Go to the Admin Control Panel screen by clicking the Admin button Access System Preferences from th
66. ment 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 with 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 7 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 Sy
67. ms that you want in one batch for a particular student 1 Inthe Student screen determine which forms you want to batch by form number and date 2 Go to Form Data and set up a search for them using either the Add New Request method or the Extend Found Set method see Finding Records that Match Multiple Criteria in the E Com User Manual Chapter 6 3 Once you have found the set of forms you want to batch in Form Data click the Create Batch from Found Set button Please be sure that you have found all the forms and only the forms for that particular student The number of forms found will be visible to the right of the Quit button under the little navigation icons 4 Answer Yes to the search verification question Copyright 2000 2013 Portage Bay Solutions Page 32 www portagebay com Printed 11 07 13 7 You will be taken to a batch chooser screen where you can select the batch type Once you have selected the batch and clicked OK you will get a message letting you know that the batch has been created You should be able to go to the student record and see the new batch Create Batch from Other Forms Batch If all the forms you want to batch are in the Other Forms batch for a student you can use this button l Ze Determine which forms you want to select from the Other Forms batch for a particular student Check the dates of all those forms and determine the first and last date for the range
68. n 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 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 1s calculated using this calendar It may be reached at Admin gt Pref gt Calendar last item under the Edit list at the left January The calendar comes pre loaded with standard no school dates but will need to S MOT W T F S be modified for your specific district Yellow highlighted dates on the calendar ES 2 334 5 are non school dates clicking on a date will turn it into a non school day 1f it is 6 7 8 9 10 11 12 not already and vice versa Peach colored dates are weekends 13 14 15 16 17 18 19 If your district is a co op you may have a calendar for each school district 20 212 23 24 25 26 represented in E Com If so you will be able to move between district calendar 27 28 29 30 31 by selecting the blue text Click here to change district above the calendar When you do so you will get a pop up dialog box with all available calendars Simply choose the one you want to modify and hit the green Continue button This will take you to that district s cale
69. ndar Increment Grades nement Grades Message For districts that do not import student data from This will increment the grades For all students You can not halt or WesP AC PowerSchool Or the like you must undo this process Click OK to continue 2 E increase the grade level of the students in E Com o manually by clicking the Increment Grades button A dialog box will ask you to verify that you want to make this change Click the OK button to proceed or Cancel to leave the grades as they are Staff Password Report Click on this button to print a detailed list of all passwords and access levels for all users Student Update Some districts have arranged for the importation of student data done via the Update Student button It performs an import from the Student Information System that will update basic student demographic information for all active students The options below are if you use WesPAC to update your students E Com is set up to use PowerSchool and SchoolMaster as well although there are not as many options available for those methods Copyright O 2000 2013 Portage Bay Solutions Page 35 www portagebay com Printed 11 07 13 Procedure for Updating Students Go to the Admin Control Panel screen by clicking the Admin button Access System Preferences from the Admin screen by clicking on the Pref button Clicking on Goto Update brings up a screen displaying student records import preferences Im
70. ndar EE N Distict Prets Copyright 2000 2013 Portage Bay Solutions Page 26 www portagebay com Printed 11 07 13 Go to the Admin Control Panel screen by clicking the Admin button z i Access System Preferences from the Admin screen by clicking on the Pref button Edit The toolbar to the left of the Administrative Control Panel contains buttons for editing static and commonly used data information in E Com as well as buttons that allow the ESM to update and view login information update students from web based systems and increment grades Please note that most of these items have not been set up for printing If you want Calendar to print them you can change the page setup from portrait to landscape or change the scale to allow printing on one page by using the Page Setup option under the File menu on the topmost menu bar lincrement Grades Staff PW Report Goto Update 9 Do fe R 5 T in 0 A ng 2 G Access Log 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 Access System Preferences from the Admin screen by clicking on the Pref button Access Log The Access Log button shows a screen with a list of detailed activity records The most recent activity appea
71. ng Create Support Ticket does inside E Com Once again non administrative users should first contact the local E Com administrator 1t may be resolved in house more quickly and easily Copyright 2000 2013 Portage Bay Solutions Page 45 www portagebay com Printed 11 07 13 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 1s 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 is When we receive a ticket we generally want to immediately check 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 carrying over to the student screen from a 4 5 form Demographic data not appearing correctly when a form is duplicated to another student A gain what form which students If the report came from a staff member did you try 1t 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 t
72. ng Notice and Inv itation Tinya of this notice You are invited to participate in a team meeting to discuss your child S current educational program needs and progress This meeting is very important and is a great opportunity for you to make your concems and comments part of your child s educational process Iw elcome and encourage your involvement If you wish you may invite other individuals to PP on the team if they have special know ledge or expertise regarding your child pea AA aa AAA Changing Text If you would like to changes to standard text of a form for example the Purpose of this Notice in the form left you simply double click inside the box and you are then able to edit the text within that box welcome and encourage your involvement If you wish you may invite other individuals to iparticipate on the team if they have special knowledge or expertise regarding your child A HR AAA AAA AA AAA A AAA 1 The meeting is scheduled for Location Copyright O 2000 2013 Portage Bay Solutions Page 40 www portagebay com Printed 11 07 13 TASE 10 Wt RW H YUU WI UI WIH UL LE QUIT LY ALENG 11 YUU LAVE ay QUESLIULES UL CURAS L L z you need an interpreter or any other accommodati ns please call me as well You have previously J received a copy of the Notice of Procedural Safeguards booklet If you need another copy dr would 1 like help in understanding thecontent please contact me at the number
73. 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 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 1s listed as being a Special Education service location This 1s 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 availabl
74. ome forms that may be useful in both the 504 and Special Education programs such as 75 5 Parent Consent to Email Communication or 19 1 Request for Medical Information for Evaluation although there is a 504 specific request for diagnosis form 81 9 some districts prefer to use the other The best way to activate the forms 1s to click on the black triangle in front of the form you wish to activate Once on the Form Detail screen check both the Active Form checkbox and the Available Program checkbox as shown below If you want the forms to be available for both Special Education and 504 please check both Available Program boxes Copyright O 2000 2013 Portage Bay Solutions Page 50 www portagebay com Printed 11 07 13 E COM Form Detail Actions Active Form S romo PTS romome Form Name 504 Notice of Action Short Form Name otice 0 jon Form Number BIBI Date Added Notes o Avallable Languages a Available Program 504 C Special Education Once you have activated the forms you can add them to a 504 batch Some districts have just one 504 batch others have a 504 Manifestation a 504 Annual Plan and a 504 Initial Evaluation batch Whatever you decide the batch or batches must be designated as 504 in order to be visible to 504 staff members This means you must be sure to select both the Active checkbox and the 504 checkbox under Programs as shown below Name Type Active Batch ID 504 Plan Eval Eval B 1019 Description
75. ontact Portage Bay Solutions Copyright O 2000 2013 Portage Bay Solutions Page 17 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 potions Form ID Actve Form Name Short Name Form Purpose Owner p 01 23 O Consent for Mutual Exchange of Information Mutual Exch Master K 01 t O Consent for Mutual Exchange of Information Mutual Exch District p 01 1 3 Consent for Mutual Exchange of Information Mutual Exch Master bp 02 O Evaluation Team Plan Worksheet Eval Plan District b 02 LA O Evaluation Team Plan Worksheet Eval Plan Master b 021 amp 4 amp Evaluation Team Plan Worksheet Eval Plan Master p 022 d R Assessment Plan SMF Assessment Plan Master b 03 23 O Team Eval Short Team Eval Short Master b 03 3 O Team Eval Short Team Eval Short District p 04 LA O Team Evaluation Summary Team Eval Master bp 04 LA O Team Evaluation Summary Team Eval District 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 Note the Owner option District forms may be customized by district Administrators while Master forms are the standard form versions of E Com See page 40 for more information on form customization If you have both Master and District copies of a parti
76. ot be able to see or add Special Education forms and batches Copyright O 2000 2013 Portage Bay Solutions Page 6 www portagebay com Printed 11 07 13 Edit User ID and Password Information How to Assign or Edit E Com User IDs Passwords and Access Levels Go to the Staff Entry screen by clicking any Sfaff button Click on the Edit Login Password button to bring up the screen below Login Password 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 We recommend first initial last name but Access Level Descri usero Sikip I aaa YOU May use whatever pattern you prefer please eree ETT F reh png gue er qomo i note however that there should be NO spaces paseora Sy Arn users can ook ome O E hyphens can be problematic as well and we suggest 3 Same privileges as Admin except for the S ee ee ability to import and export data and the leaving them out so Ann Jones Smith would be Access Level 02 O3 04 05 06 i ability to edit locked forms b f RE a ea Pamery wns pe ke Se aj onessmit Or instance FMP Account Yes Can edit all data but has no Admin or a forms Spes For new users it is good policy to assign a generic A complex password is a combination of numbers letters 5 Student data not editable except for Notes password such as new1234 and select the nd ial characte isting of at least 7 characters ee checkbox next to U
77. ox means the student is active and the areas of service are not aligned with the current IEP The Delete box may only be used by Admin level users Very few districts use this functionality as generally a student record should be kept even if the student becomes inactive Student Access Data Copyright 2000 2013 Portage Bay Solutions Page 12 www portagebay com Printed 11 07 13 x s parwi y D ere eee roe Sarnia L This section allows users to see when a student record Created by Kate Wheeler on 7 30 2009 st 5 36 52 PM Modified by kathy on 8 26 2009 at 12 48 52 Au PI 7 ninio s was created or the last time it was modified The same on information can also be viewed from the Special tab 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 1s locked by the checked Locked checkbox in the Batch view area At this time 1t may only be locked or unlocked by level 2 users Note Locked batches may be duplicated to other Done students they should automatically unlock when they OTHER FORMS FBA BIP Manifestation Assistive Technology Child Outcome Summary IEP IEP Goals Only Form 4 5 Eval Report 5 13 13 3 8 13 2 4 13 1 23 13 11 11 12 Descriptor D E por DU E Por Xx D E Por Xx O a Lh Por x DU amp
78. pliance 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 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 Reports S UE 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 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 Note A district using E Com for both 504 and SpEd programs should use caution with the report as a student enrolled in both programs would only show up in the export with start withdrawal dates from the most recently started program Copyright O 2000 2013 Portage Bay Solutions Page 21 www portagebay com Printed 11 07 13 Admin Tools Control Panel Items Admin Too
79. port Preferences Tab Import Preferences DistitPrets w If you use SIS Import to update student records in E Com the Student General Preferences Import Preferences screen allows you to select your preferences as to the data you import as well as whether the import should be run on upon login or at a scheduled time each morning Note If at a scheduled time the login user must be logged in at that time This means leaving a computer up and logged into E Com It is not advised unless the computer in question is in a secure location import Home Schoo BY ON dt EY ON For a scheduled update click the Schedule Import checkbox and Import Active AY ON enter a time in the Import Time field Files are not available on the server prior to 5 30 AM so the import time should not be set earlier import Disabling Condition EY ON than that Y ou will also need to enter the user name of a level 2 user in the Import User field on the District Prefs tab see next section for further details This 1s the account that must remain logged in for the import to run at the scheduled time If the user 1s not logged in at the scheduled time the import will run when the import user next logs in If you do not want to leave a computer up and an account logged in you may simply enter a level 2 user name in the Import User field on the District Prefs tab see below and leave the Scheduled Import data on the Import Preferences tab blank Furt
80. r 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 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 selecti
81. re calculated correctly 2 Check the IEP date on the student record against the IEP date on the most recent form d 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 19 past due the end of services date on the form will 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 Program History Error Message 3 5 2013 11 00 13 PM Error At least one program history record exists that is unrelated to a program Severity 2 Copyright 2000 2013 Portage Bay Solutions Page 48 www portagebay com Printed 11 07 13 If one morning when you log in you get an error message that says At least one program history record exists that 1s unrelated to a program see text above w
82. rive e Bad segment on hard Daily backups to external media drive tape external drive CD DVD e Severe power fluctuation etc Inoperable computer due to e Bad juju Copy of backup maintained off catastrophic event such as fire site flood or theft In this scenario all local tapes or disks would be destroyed as well as the computer E Com servers are configured to back up to multiple redundant backup sets on the E Com server computer District technology staff must integrate the backup of these files into the overall backup strategy for district servers so that the same level of redundancy and off site storage is maintained for E Com data as for other systems in use at the district If you are using E Com in its peer to peer sharing mode 5 or fewer users or in single user mode there is no automated backup In this case it is very important that you have a backup strategy in place and follow that Strategy Copyright 2000 2013 Portage Bay Solutions Page 39 www portagebay com Printed 11 07 13 Form Layout Editing The forms marked as District are fully customizable Master forms are the standard set of E Com you may only change value list items for Master forms You may change text and rearrange objects on your district s set of forms Note You are responsible for updating any of your District forms when the state makes substantive changes to those forms Procedure to Edit Forms orm From the Studen
83. rs 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 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 Copyright 2000 2013 Portage Bay Solutions Page 27 www portagebay com Printed 11 07 13 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 Message The default button in the delete dialog box is the Cancel button re you sure you want to purge the log Make sure that you have You must manually select the OR button found only the items you wish to purge Click OK to continue with purge Remember that a records purge cannot be undone once it has
84. s Then on the Schools Programs tab you can add the new staff member This staff member works with students This staff member works with students to the schools and programs he or she will be working with Clicking from the schools in the list below from the programs in the list below psa el on the large red X will remove the program or school from the staff 2 Special Education x record XK a X Schools Not all districts use this functionality If no schools are added the staff member will be able to see all students in all schools unless they are restricted to their assigned students on the Admin Pref Staff tab To add schools simply place your cursor in the first available line and select the school from the drop down list continue till all applicable schools have been added Programs Under the programs section a staff member can be defined as 504 only special education only or both Staff assigned to only one program will not be able to access documents for the other program In the image shown the staff member will be able to see both special education and 504 forms for all students If a program is removed then the staff member would no longer be able to see or access that program s forms or batches on any student Please note Your district may only use E Com for Special Education in which case only Special Education will be available here If you do not list Special Education under Programs staff members will n
85. ser must change PW upon next E login That way as soon as they log in the first time they will be asked to change the generic password to something more complex and specific EJ User must change PW upon next login to themselves Note You may set the status of Complex o cts a beastie Password Enforcement from the System Preferences If this option is on the password is required to contain a minimum number of characters and combine letters as well as numbers 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 any 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 Ce J s 4 3 ramm Seso PS TY YT dT Find students Y Print email PDF forms amp batches A A ee E un Hi tt lt a lt lt Run reports 4 4 Edit unlocked forms lt lt Mark forms as done Faroes boose PE YY mia ae PE YY seneo A ES ET D YY lt lt lt lt lt lt lt lt lt lall lal l l lt lt lt lt lt lt Copyright 2000 2013 Portage Bay Solutions Page 7 www portagebay com Printed 11 07 13 lt IT A O A ES ES PE E E A
86. ss Form Data is to retrieve an accidentally deleted form Form Data Editing undeleting a form Find Click on the Find button Deleted forms will have a 1 in the student ID field Go to the Admin Control Panel screen by clicking the Admin button Access System Preferences from the Admin screen by clicking on the Pref button Click on the Form Data button so use this to help narrow the found records Q O GD ELIO Form Data Screen 2 Form Specific Information Fetive iO Handwritten T Completed D Locked D Phone H 3 Birthdate iG Condition G Auto Insert Present Levels CJ for IEP Cover Page G Leave Unlocked Team Eval D Indiv Eval iO Use Last Eval Date O IEP Date Waming L School and Staff Info Home School tS Serving School Case Mar Teacher IStaff ID Staff Name Staff Phone Staff Position Staff Location 5 ke E L BI A Fesvfiast A TAT IT a Address csz a Phone H T Phone H fo Other Student Information on form Interpreter needed O Adult Student iO Surrogate P o T L EEE de o D Interpreter for Parent tQ TT T Interpreter for Student Q Current Global Data gCurrent Form Functional gCurrent Student fm gForm Link 12501 Copyright O 2000 2013 Portage Bay Solutions www portagebay com Actions Undelete Form Undelete Batch Create Batch from Create Batch from Found Set Other Forms Batch Progress Form Goals Batch Information
87. stem 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 2000 2013 Portage Bay Solutions Page 5 www portagebay com Printed 11 07 13 Chapter 2 Staff and Password Maintenance How to Add a New Staff Member A new staff record should be added to the Staff table before a User ID password or any students are assigned to that staff member Procedures for Adding a Staff Member staff 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 left hand Staff side of the screen Staff Information The only fields required to have data entered are the staff first and last name fields However it is good policy to add an email address and a default
88. t only forms and batches are transferred If there are notes or assessment data connected to the inactive student record 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 students either by name or by student number Student List Vienna 2 of 2 found Total 18 Go Case Disabling Serving Next IEP Next Eval To Active Student Student Name Age Manager Condition Grade School Date Date ID Omit K E 099902 Woods Bobby 13y4m Jill Jackson 0006 Alder Elementary 4 4 09 4 2108 10420 Y gt 717129123 Woody Bobby 13y4m Jill Jackson 0008 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 Format Records Admin Tools Help From the Admin menu select Merge
89. t screen click on the Forms button Special Ed Forms Database Ge To Print io Form Indiv IEP Date Leave D Active Form Nsme Short Name Eval Warning Unlocked Form P Owner K 01 amp 4 O Consent for Mutual Exchange of Information Mutual Exch O O O Master K 01 A O Consent for Mutual Exchange of Information Mutual Exch O O O District K 01 1 E M Consent for Mutual Exchange of Information Mutual Exch O O O FS Master K 02 B O Evaluation Team Plan Worksheet Eval Plan O O O District Only forms marked District may be edited To make changes to a form make sure you are using the District copy ive Form Name Click on the blue underlined form name to go to the form you wish to edit Consent for Mutual Exchange of Information O Special Education records After going to the form you must be in layout mode Control O 1 L or select Layout from the menu at the bottom left hand The reaso Prowse rece corner of the screen to make changes 5 I Find The inform Preview treate 1 00 al sd E Browse wl Displays the File in Layout mode Header LongText nn es AE AE pu M oving Objects From here you may select text boxes fields or any object on the screen by clicking on the box and dragging it into the position where you would like it Four black boxes will appear around the object when it is selected as seen left where the text box containing Purpose of this notice is selected Meeti
90. the form is active as noted by a check in the Active box on the Forms list 2 Goto your Staff screen and click on the My Template button Add the form to your template student 3 Open the form Tools Export Form E L t Go to Forms PA A X A 4 Choose Edit Lists from the Form Options menu in the top menu bar E COM Special Education Forms Value Lists Form D Form Name 04 5 Evaluation Report List List Name List Descriptor E 1 List 1 Sig Titles_ Text 100 109 x 2 List 2 Math x E 3 List 3 Other Consid x 4 List 4 Info Needed for IEP x E 5 List 5 Areas x 5 From the Forms List you can view or edit existing lists by clicking on the black arrow to the left of the list You can add or modify a description in the List Descriptor field to indicate where the list is used on the form Copyright 2000 2013 Portage Bay Solutions Page 42 www portagebay com Printed 11 07 13 E COM Special Education Foreign Language Lists 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 referral derivaci n initial evaluation evaluaci n inicial eligibility category categor a de elegibilidad IEP IEP educaci n personalizada Other specify Otro especificar educational placement ubicaci n educativa raavehiatinn een us ana ini an Go To Sort Order CK KK XX 6 After clicking the black arrow you will be brought to
91. tion will calculate as Special Education minutes 2 Programs contains the list of programs that will appear on the Projected Placement area of the Student screen under the Placement tab 3 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 4 Referral Reasons will appear as a drop down list on the Special tab of the Student screen 5 Progress Key sets the key for forms 13 1 13 2 and 13 3 The key appears below the goal area and above the progress notes If you change the key here you should change the drop down list shown under the Copyright 2000 2013 Portage Bay Solutions www portagebay com Page 25 Printed 11 07 13 Progress label to match To change the drop down list you can use the File Options gt Edit List functionality from the form itself 6 Text Categories allows you to set the items in the drop down lists under Text Categories in the Text Editing area Lists 3 Tab Preferences Lists 3 Assessment Domains Assessment Instruments Assessment Metrics Set Goal Will Set Goal Consistency Set Goal Measured By increase Teacher Assessments decrease Daily Behavior data Standardized assessment Teacher Created Scales The Lists 3 tab allows you to modify the entries in the drop down lists on the Student screen Assessment tab and as well as some entries in the
92. tudent screen In addition to the SpEd tab there will now be a 504 tab This is where the 504 case manager the IAP date and the next IAP due date will appear if you use the SIS import to update your E Com To see the data click on the 504 tab You can copy the IAP date that appears here over to the start date field in the Program section of the Placement tab Copyright 2000 2013 Portage Bay Solutions Page 51 www portagebay com Printed 11 07 13 SpEd N Active Programs Current Nexi Due Bg 504 Plan ASA 11 18 12 L Spesial ieai Case Mgr 2120 Programs Reterral Parent E Fi Jackson Program o o Date Consent Date Start Date End Date Exit Code School Staff and Notes 504 see eeneeeeeeeeeeereseceereseesesseessssses S sm A A x d Notes ed Home School VM Nine Maple Middle School Vina Mania Middla Schonl PT Servinn Srhanl M This should toggle the 504 program checkbox as well as the Active checkbox Reports There is currently one report for the 504 students the 504 Roster Among other information this report lists the IAP date the next due LAD date and the 504 case manager as well as any other staff members who may be assigned to the student You must do a find for the desired students before running this report Copyright O 2000 2013 Portage Bay Solutions www portagebay com Page 52 Printed 11 07 13 Appendix Glossary Browse Mode Browse mode lets you enter data and look at records Browse
93. udent will not be flagged as receiving special education services in E Com unless the student is also active in special education in Skyward It is very important to note that the WIP preference will not be useful to all districts It should only be used if your Skyward process is to manually check the Eval WIP box in Skyward for active evaluations and to manually uncheck it when the evaluation is complete Update Students Clicking on Update Students will perform an on demand update from the preset Information System If an update has already run you can run a second one by holding down the Ctrl key while clicking on the Update Students button Copyright 2000 2013 Portage Bay Solutions Page 38 www portagebay com Printed 11 07 13 Backup Procedures The backup procedure is designed to minimize the risk of data loss while keeping costs down and user disruption to a minimum Listed below are events that result in data loss their causes and how to protect the E Com system against data loss from these events The events appear in order from the most to the least likely Power failure at the server Corruption of data in one data file Bad spot on hard drive Regular backups on local hard drive The speed of the backup 19 System crash more important the location of Application error backup data Minor power fluctuation Accidental deletion of records by e User error Regular backups on local hard user drive Crashed hard d
94. will display the alert shown in red 1d if this option is set in your district 2 The History section e Shows prior qualifying areas and testing information if those have been archived 3 The Programs section e E Com can handle both Special Education and 504 students The student shown at right is in both programs as shown by the start date for both 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 either the Special Education or the 504 program box on the student screen When an exit date has past the program check box will uncheck If you have implemented the E Com 6 7 Import the Special Education start and end dates will auto populate from Skyward If you have not implemented the 6 7 Import you will need to add end dates manually If you do not students who are no longer active may still activate each day 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 O 2000 2013 Portage Bay Solutions Page 14 www portagebay com Printed 11 07 13 Special Tab Forms Notes Placement Special Staff Assessment Ag

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