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User`s Manual

1. Copyright 2000 2013 Portage Bay Solutions Inc Page 17 Attp www portagebay com Printed 05 30 13 Information amp Settings To the right of the website shortcut Go buttons the Student Information area Data may be edited here by authorized staff members as information needs updating From this section users view 1 Student demographic data address phone Active status disabling condition language ete SUNA oa vada acho O m nee 2 Student s Areas of Service this is a view of the services defined for the student 3 Quick keyword classifications this is done via various keyword checkboxes to the right of the Area of Services section For example Transport denotes whether a student requires transportation in order to receive services 4 Eval and dates Any updates made to these Ex Ea fields after the forms batches have already been penons priode added to student may updated by using the oe o Refresh button on the Batch listings Depending on your district s policies services are entered via varying processes Please check with your Special Ed secretary for further instructions Use of these checkboxes varies by district so check with your Special Ed secretary for further instructions Note Some districts import data nightly from the school s Student In
2. FATTE ied B aw n md Berces a ETT D Bar Ai 0 LE EET jou can access the admin manual the user manual and the ier most uto date reste nates from inside by going up i the F Eu Help menu on the FileMaker menu bar Keyboard Sors You may also create a support ticket directly from E Com using the kemampo Crente Support Ticket option For non administrative users an email Reese Nets with a blank address will come they should enter the email address of their local E Com administrator along with additional details of the problem If necessary the admin user may then forward the issue to the E Com support email Create Support Tet Resource Center and Update Register Now Copyright 2000 2013 Portage Bay Solutions Inc Page 8 Attp www portagebay com Printed 05 30 13 Chapter 2 E Com User Log in Procedures E Com Log in Procedure Com Loginfmp12 Find the E Com login icon on your hard drive it will generally be on your desktop and will be named something similar to the one shown Once found double click on it EE qp oem sae CCS ee The E Com Login screen will appear Enter the user name and password assigned to you by the system administrator and click OK IMPORTANT Do not click the Change Password button if you want to chan
3. To insert EALRs Essential Academie Learning Requirements or GLEs Grade Level Expectations into your form click the EALR GLE button Copyright 2000 2013 Portage Bay Solutions Inc tp sww portagebay com Page 37 Printed 05 30 13 ee EE Turm ERE The screen shown will be displayed 1 Select Subject Area from the drop down list 2 Select Grade The EALRs Components and GLEs will change depending on the two criteria selected Click on the text you wish to insert in any of the three arcas RASS Sessa Bl HA Copy EALR copies just the EALR selected Copy Component copies just the Component selected C Copy GLE copies just the E GLE selected D Copy AH GLEs copies al GLE selections Copy EALR Comp amp GLE copies selections in all three Once you copy you will go back Jury to the originating form where you can paste the selected text where appropriate Copyright 2000 2013 Portage Bay Solutions Ine Page 38 http lhvww portagebay com Printed 05 30 13 Guidance for IEP The Guidance for IEP feature allows the person completing the Individual Evaluation form 28 to create notes that will not print and are only visible to the users completing an IEP Measurable Annual Goal 12 4 form Individual Eval Form The right hand side of this form is where the text box fo
4. Make sure the cursor is in the field where you want the text inserted and choose Paste from the edit menu or use the keyboard shortcut Ctrl V Your selected text will be pasted into the field Copyright 2000 2013 Portage Bay Solutions Inc Page 36 Attp www portagebay com Printed 05 30 13 Features for Special Forms Users can take advantage of customized actions on certain forms This section reviews some commonly used specialized form features Individual Report Form 28 The special features added to this form are Staff Label for Title insert EALRIGLE Guidance for IEP and Insert Test Staff Label for Title More than one staff member will likely complete an Individual Evaluation report for any given student Users can set this label to easily identify ich type of staff member has completed the given form Selecting a label changes the descriptor field on the Forms Listing view in addition to modifying the title within the form to the selected staff ttle Individual Report SLP EALR GLE button This field does not print but allows the user to select the title for the form In this case SLP was chosen Other options include OT PT Nurse ete E Com stores EALR GLE s as one type of specialized Text Library This feature is also available for the Evaluation Report 4 5 and the IEP Cover 11 2 forms Inala Repart
5. cay ToL YES Tora TO To bangs Sale GLE regener ose pr neste en ROV te Se Wa Vekoday Satins lagu cec swt 1 The pre formatted text block will be inserted into the form The text can be edited as desired including changing font sizes or other styling See Formatting Text on Forms for more information To line up the columns of numbers the best option is to use tabs Clicking the tab key in E Com takes you from field to field on the forms get Tab character type Control Tab Option Fab a Macintosh See Using the Text Ruler to further fine tune tab alignment Evaluation Report Form 4 5 Insert Individual Summaries The Individual Summaries allows users to insert all individual summaries into the Team Summary form of Evaluation Reais E Campa Lavals germane Sa From the Evaluation Report form click on the Insert Individual Summaries button This will paste all Individual Summa top ies with the title of the person who created them at the Copyright 2000 2013 Portage Bay Solutions Inc Page 40 http www portagebay com Printed 05 30 13 Insert Adverse Impacts from Individual Evaluations This button allows users to insert all adverse impact summaries into the Team Summary form Eligibility Determination aetna i eal fo pn re From the Evaluation Report form click on the Insert Adv Impacts f
6. When a find does not produce results users are given an option to Modify Find or Cancel Copyright 2000 2013 Portage Bay Solutions Inc Page 59 iip www portagebay com Printed 05 30 13 Finding Text Dates and Numbers To Find Type this in the field Examples Words that start with Roman characters The characters Chris Smith finds Chris Smith Smith Chri Smithson and Smith Christenson Words with one or more unknown or variable characters One wildcard character for each unknown character Gr y finds Gray and Grey on finds Don and Ron but not Bron Invalid characters in a textfield Invalid characters display as blank characters Note To find the character search for Digits in a text field A character for each digit finds 3 but not 30 finds 30 but not 3 or 300 3 finds 53 and 43 but not 3 Words with zero or more for all unknown characters unknown or variable text characters in a row Jo n finds Jon and John J r finds Jr and Junior phan finds Stephanie ephan Exact matches of the text you specify ovo equal signs John finds John but not Johnny A date in a date field or in a calculation field that produces date result The date as digits separated bya valid date separator character such as a slash or hyphen 3 3 2003 finds 3 3 2003 March 3 2003 and 3 3 2003 Today s date ina
7. Printing a Specific Blank Form 12 E 8 Measurable Annual Goals and Objectives Benchmarks d tens blank orm click on the Printer next to the desired form Copyright 2000 2013 Portage Bay Solutions Inc Page 65 tp sww portagebay com Printed 05 30 13 Printing a Set of Blank Forms To print a blank copy of all SUR Edt Won Tart Fon fate Pie forms in the current found casa sa set click the Blank Forms Special Ed Forms Database Tation MA IELTS CE Printing a List of the Forms Database print list of the forms LEE ee at tb click the List button OO Gan Sa CT IC EERE CED Sample List report is shown special Forms Database home iam lO X anc m 0 E COM Special Education Forms List TEn solve for Wane Shot ame cr Pasion Rapat ZE pe Pogan Aare Gaia aod ObjdvatBonctmate prim Gm Paynter sidant Poses EP stent Progra E La e iEn ence atic CoB Adenium Avene avari IEP Agentur vetoon AN ot esos PEL miata is Atara Masing init raer cont Part corent ienei Fite ie tic 14 BE Media repo roms Ser ag Metina Repot Pnn Taten oles fo
8. Notes Tab AT Copyright 2000 2013 Portage Bay Solutions Inc Page 3 http www portagebay com Printed 05 30 13 Notes Details Screen aT Finding Notes for a Particular Student 48 Printing Individual Student Notes 48 Placement Tab 49 Special Tab 50 Staff Tab 51 Additional Features Available the Student Screen 52 Website Shortcuts 52 Button WAC Website 52 Map Button Google Map of Student Address s Tech Button Tech Module Website E Adding New Students 54 Manually Adding Students 54 Auto Populated Data via Imports 54 Print Shortcuts 54 Finding a Student 55 Chapter 5 Parent Data Entry Screen Parent Data Entry Screen Chapter 6 Performing Finds Entering and Exiting Find Mode 58 Finding Text Dates and Numbers 60 Finding Empty Non Empty Fields 60 Finding Duplicates 60 Finding Ranges of Information 61 Finding Records that Match Multiple Criteria 61 Finding Records Excluding Certain Criteria 62 Chapter 7 Reports Procedures for Printing Reports 64 Chapter 8 Forms Database Viewing a Specific Blank Form 65 Printing a Specific Blank Form 65 Printing a Set of Blank Forms 66 Printing a List of the Forms Database 66 Chapter 9 Glossary Copyright 2000 2013 Portage Bay Solutions Inc Page 4 hutp www portagebay com Printed 05 30 13 Chapter 1 Overview of System Overview What is E Com E Com is a multi user relational database Multi user means that sta
9. To print the contents of this tab see Print shortcut To Do List Schools Programs Tab Students Te De SenociaPrearame cive Forma Once items are marked as done they will automatically be removed from this list The Schools Programs tab lists schools and programs for the student s this staff member supports Depending on the settings chosen by district access to students in districts schools and programs not listed here may be limited Note Use of this tab varies by district so check with your Special Ed secretary for further instructions Copyright 2000 2013 Portage Bay Solutions Inc http www portagebay com Page 13 Printed 05 30 13 Active Forms Tab This tab gives users quick access to speci student forms for the given staff member s student load To De Schooistragrema Active Forms From this tab staff members can hig sh tme t jer oa EREZ View any active forms for their students UP LLL whether those students are active or mm in ee tir it eo EET Print forms or form sets To View Forms Select the form you want from the drop down list next to Displaying Active forms Choose the Student Type Students with that form in their records will appear in the list Click the student name to view the form To return to the active forms tab from the form select Go to Staff from the Forms Options menu alon
10. drop down Spanish language version is not at currently available for the form So Then click Go Copyright 2000 2013 Portage Bay Solutions Inc Page 45 ttp vww portagebay com Printed 05 30 13 Tine s Cao WA Ton ot en Aviso de Intento para Reevaluar Consentimiento para L This will bring you to a form with the same text but in Spanish Drop down lists if any may also be available in Spanish If the school or district name has a Spanish version entered in the School data entry screen that name will appear in the header area see image left You may toggle back and forth between the English version and the Spanish version of the form Note The Descriptor field in the batch view will say Spanish for forms that will display in Spanish when they are opened For To return to the English Language Version Canan Inima simply click the English Version button on the Form Navigation Bar Copyright 2000 2013 Portage Bay Solutions Ine Page 46 http lhvww portagebay com Printed 05 30 13 Notes Tab This tab serves as the case note management screen a TTT Click on the Notes tab to access this area Here you can type in any additional information a tE pertaining to the student Erie a E 1 Add a Note or To Do Selecting the Add Note button adds standard note assigned Tae rene Wow to the logged in user by
11. Bay Solutions Inc http www portagebay com Page 64 Printed 05 30 13 Chapter 8 Forms Database By selecting the Forms button from the Navigation Bar users in some districts may be able to access a complete listing of all the forms available in E Com Note Your district may not allow this 6 Gea Ga CEO Gs ee Special Ed Forms Database r TE ERER ee Fema LA E Omer ss F o By CE a e Tose aes aes Poo EU cenana amannan Ea utem TITTEN IEEE E D eas lean Par ert Ob E A Eston Team Pan Nonas Mover n Epp Tonm Pei 5 de pui E NF po Ae DB emoaan pu er PO tenia p Po BO mata sina TR aatem Em Tree E FEES Scy erm pr Mas p Aer n pow B Rcs po dax ITrII Peek a Mele peo p UU P etat BD omni pee poer There may be two copies of each form number one Master version and one District version Master versions are highlighted in green Active forms are indicated by an X in the Active check box This means these forms will show up in the Forms pop up menu on the Student Entry screen Viewing a Specific Blank Form To view an individual form E PET click on the blue underline Dt pde LEE form name
12. Name header to sort A Z and a second time to sort Z A omit the student from the current list Note This does not delete the student record but simply hides it from view Copyright 2000 2013 Portage Bay Solutions Inc http lhvww portagebay com Page 56 Printed 05 30 13 Chapter 5 Parent Data Entry Screen Parent Data Entry Screen The Parent Data Entry screen is relatively straightforward There are fields available for one pair of parent guardian and one emergency contact entry Additionally there are shortcuts for printing either student or parent envelopes Fields available here and on the Parent Information section on the Forms tab of the Student Screen access the same portion of the database Any changes to the fields on one of the screens will automatically modify the fields on the other screen Note If your district uses the student import addresses and the primary guardian phone numbers entered in E Com may be overwritten each day with data from Skyward Eat Wem dee Tema Sate fe Copyright 2000 2013 Portage Bay Solutions Inc Page ST Attp www portagebay com Printed 05 30 13 Chapter 6 Performing Finds Users will find they typically have a number of records that they need to work on E Com has a comprehensive search feature to support this need To search for specific records users can access the find utility in a variety of ways on almost any scree
13. can delete or print notes or create and print reports QO a ea C ga aE Ce Note Detail for Test Student2 Em Copyright 2000 2013 Portage Bay Solutions Inc Page 47 iip www portagebay com Printed 05 30 13 Finding Notes for a Particular Student Find Note Entries for Christopher Adams Clicking the Find button from the etim E meteor nm et Navigation Bar while on the E gt Note Detail Screen will display the dialog shown at right Here you can enter search criteria to find specific case notes ERE Print Note button allows you to print the note for the paper file The Print Rpt button allows SESUSSUSSWRIEEURRERUST CE users to first perform a find and ao then print the Found set of notes in report format Copyright 2000 2013 Portage Bay Solutions Inc Page 48 Attp www portagebay com Printed 05 30 13 Placement Tab This tab allows users to manually add amp view areas of service including service history and manage future placement The placement screen is divided into four 1 Areas of Service Any area of service displayed here will also be listed on the Student Information section of the Student Screen Clicking the Add Area button allows authorized user to manually add new Area of Service Clicking the green Delete amp Archive circle allows an authorized user to delete and archive areas into the History se
14. data entry in forms or other areas of E Com Misspelled words will appear with a Annual Goal dotted red underline urrent Academic Fi up by 12 1500 Annual Goal EES Right clicking on the word will his reading skills display a contextual menu that will En give you suggested spellings To add the word to your local user dictionary select Learn from the for menu as shown z 1F he Lear option is grayed out no as Been ecd MMMM een nists Se To create a local user dictionary choose Spelling Select Dictionaries from the Edit menu to display the dialog ew TR Pivare Joerie 2 Copyright 2000 2013 Portage Bay Solutions Inc Page 6 Attp www portagebay com Printed 05 30 13 Cx Click the New button and then enter a i location to save your dictionary From this point onward the Learn option pd namin soro eo v will be available when you right click misspelled word E Zoom In Zoom Out Any screen or form in E Com can be viewed at normal size or you can zoom in or out You can still enter data when zoomed in or out Many people prefer entering data on forms while zoomed in Amb O Ef compliance waning sl The icon on the left zooms out w
15. of Service will return Copyright 2000 2013 Portage Bay Solutions Inc Page 41 Attp www portagebay com Printed 05 30 13 IEP Measurable Annual Goal Form 12 4 12 7 Area of Service Compliance I Cesare J eee ter Divre 908 Individualized Education Program IEP Measurable Annual Goals and Objectives Benchmarks CI Compliance nie Please nots the area cf servie you heve selected is not one af aroas of serves camontly defined For student EERTE D stie sen wat uper pee Um ual qu eren Pa ecto Set Goal Button Srecu Foveon ie vgn The Area drop down box allows users to choose one of the appropriate areas of service assigned to the student there will be one goal form for each Area of Service defined If you select an area that was not identified during the evaluation process ie the area was not added either via the Evaluation Form or directly through the Placement tab the error shown at right will be displayed An alert will also appear on the Forms tab under the Forms Listing section if the Areas of Service on the IEP goal forms and or the Placement tab do not match the areas of service called for by the evaluation To make it easier to write goals E Com can store goal text as a specialized Text Library entry eee A insert specific goal text from the Text Library click the Set Goal button o
16. use this level of access for psychologists and LPs as they are often the first person to work with a new referral User Can access and edit most data but cannot perform design work on forms Cannot edit locked forms Cannot add student records but may edit student demographic information User Similar to standard User level access but can only edit form data not student Forms Only demographic data Cannot add student records Browser Can view all data in E Com but has no ability to edit data See the Administrator s manual for information on assigning ss privileges Copyright 2000 2013 Portage Bay Solutions Inc Page s hutp www portagebay com Printed 05 30 13 General Application Features Email several screens within the application users can email other users parents or students Any time a user sees an envelope icon email capability is available if an email address has been entered for that user Upon clicking the icon users will be directed to the email application installed and configured on user s computer Some examples of email clients commonly used are Outlook Outlook Express Mac OS Mail etc If you are having problems with your email client contact your school s Special Ed secretary or IT technical support department for assistance In line Spell Checking All text fields support in line spell checking similar to that found in Microsoft Word when doing
17. will display asking if the user wants to update the IEP and Eval Dates Editing Batch Date Setting the IEP or Eval Dates for Forms in Batches You can use this feature to set or reset the date for all forms in the batch 1 Select the batch number for the batch you want to change The batch selected will be highlighted 2 Click on the batch date field to update the IEP or Eval date for forms in the batch This only works for IEP or Eval batches and will EEE pou D ETE ET only update or Eval date fields D maet EXP Click on the batch number in the Forms listing to move a form from batch to another After clicking the number users will see the series of dialogs shown below rar tacere ewe te oe Dominas First you will need to confirm that you intend to move a form Messac Would you ike to transfer this te anther belch Cancel Copyright 2000 2013 Portage Bay Solutions Inc Page 25 Attp www portagebay com Printed 05 30 13 Pease oem the Bate nba you veh to transferts each vate esc entor tho Batch Dao yeu vico teeter tat Batch Date Duplicating Bateh Then you will be asked for the batch number you wish to transfer to Finally users need to provide the batch date There are times when student
18. Create a Batch PDF esere Teve EN NN D siete a Delete a Batch Forme Placement Sene Sat ones omerrows meeelemsey E De pur Ip Geum smn iun SAI DS Dye aT wer aes oS m a Pam o 0 sepan coasts zo eA Click the blue printer icon to Print all forms in a batch Click the Email icon to email all forms in the batch as a PDF to any email recipient Click the PDF icon to create a PDF of all forms in the batch This PDF will be stored in your Documents folder by default To delete a batch click on the Red X the Delete button You can only delete batches that you created The Other Forms batch cannot be deleted Copyright 2000 2013 Portage Bay Solutions Ine Atip www portagebay com Page 24 Printed 05 30 13 Additional Batch Functionality IEP Eval Batch Date Population To clarify how IEP Eval dates populate in IEP and Eval batches When adding or duplicating an IEP Batch Last IEP and Next IEP dates will be blank evaluation dates will populate with what is on the student screen When adding or duplicating an Eval Batch all dates will be blank When adding a form to any batch dates will be set to the dates already used on other forms in the batch When refreshing a form or batch a prompt
19. E Com User s E Manual 67 Washington State s Special Education Forms and Data Management System Portage Bay 2000 2013 Portage Bay Solutions Inc Chapter 1 Overview of System 5 Overview What is E Com 5 E Com User Access Information 5 General Application Features 6 Email 6 Inline Spell Checking 6 Adding a Local Dictionary 6 Zoom In Zoom Out 7 Reports 7 Navigation Bar T Help 8 Chapter 2 E Com User Log in Procedures E Com Log in Procedure 9 Setting Default User for Login Screen 9 Chapter 3 Staff Screen 10 Screen Overview 10 Information amp Settings 10 Default Screen Settings 11 Default Form Zoom Settings Login Settings Editing Your Password 12 Notes Notepad 12 Web Viewer E Com News 12 Students Tab Staff Roles 13 To Do Tab 13 Schools Programs Tab 13 Active Forms Tab 14 Student List My Students Button 14 Sorting 14 IEP amp Eval Date Color Coding 15 Template Practice Student My Template Button 15 Creating a Default Template Practice Student 15 Assigning an Altemate Template Student 15 Additional Features Available on the Staff Screen 16 Add amp Deletes 16 Print Shortcut To Do List Service Roster 16 Chapter 4 Student Screen 7 Screen Overview 7 Information amp Settings 18 School Staff and Notes Settings 18 Student Access Data 19 Copyright 2000 2013 Portage Bay Solutions Inc Page 2 hutp www portagebay com Pri
20. Tab is used to specify additional staff members working with the student fer Cas een C 77 On the top of the tab you will find the staff members currently assigned to the student via the School Staff and Notes settings of the student crear nana nen nyo mess sar nen te yee tae T_T m eee co EE z sim The next two sections labeled Other Staff allow users to add alternate staff members also working with the student 1 add a staff member Click in the yellow pop up box and click on the desired staff member Adding staff members to active students from this screen will cause the student to appear on that staff member s Other tab 2 To remove a staff member Delete the staff number and the rest of the fields will automatically blank Manually entered staff will need to be completely manually deleted 3 To email a staff member Click the envelope Copyright 2000 2013 Portage Bay Solutions Inc Attp www portagebay com Page 51 Printed 05 30 13 Additional Features Available the Student Screen For user convenience the following useful features are also available via easily accessible buttons Website Shortcuts dent _ ECOMGGIN From the Go To buttons you can access Washington Administrative Code WAC Google map linked to Student s address OPSIIEP Technical Assista
21. a by Gander O Students Count Category stor 2 LRE Code Reovaueten Dato IEP Due Date Triparanis You sho frst perform a tnd onthe auger screen for your desired se of students before runing any repo The orly exceptions re those reports marked wih wth peacr colored butions The Report Title and Note for Report Header fields allow you to define any desired tile header for any report except the three with peach colored buttons These three have automatically generated titles The instructions for printing reports are displayed directly on the screen 1 Go to the Student screen and click the Find button to locate the student records you want to print Once done click on the Reports button on the Student screen to return to this screen 3 Ifyou would like any additional text to appear in the report header type it into the appropriate field 4 Click the desired Report button If you select one of the Students by reports or the Service Roster you have three different options you may print the report you may email the report or you may export the report in Excel format 5 Once the report is displayed you will see the Status Area shown below From there click the Continue button to bring up the Print dialog box If you decide not to print it click the Continue button and then Cancel the print job Copyright 2000 2013 Portage
22. ach time you access the form click Yes EDS otherwise click Copyright 2000 2013 Portage Bay Solutions Inc Page 34 Attp www portagebay com Printed 05 30 13 Evaluation Report Vous Sora Evaluation Report ee Rove Eoque a uere puan ain Tn E E e E The text ruler should now displayed as shown Note The text ruler can be set to display in pixels inches or centimeters Your numbering will show as displayed if using the inches setting To change this right click on the ruler and to your desired setting If your cursor is in a text field you will be able to edit tabs for the text ruler To do so 1 Select the text for which you would like to modify the tab stops 2 Click on the text ruler where you want the tab stop to be To fine tune placement of the tab drag the tab stop to the desired location Double clicking on the tab stop displays the abs dialog left You may change other tab formatting here Be sure to highlight the desired text before double clicking Tab type suggestions Center for column headings left for text in columns and right for numbers with no decimal points The Align On option allows column of numbers with decimals to line up on the decimal point Fill Character option You can fill the tab spacing with a character For example in the ima
23. ary of Services Matrix Form 14 1 Add Areas of Service Button When this button is clicked any areas of services previously assigned to the student will appear along with their initiation and end dates Service provider details of the service schedule and the location need to be completed by the person filling out the form Special Education Servs fod ew lew Soe noctis EEE ioi 245 Nach Minutes per week under the Location field will auto calculate Then to calculate percentage of time spent in a general education setting fill in the Total building instruction minutes per week excluding lunch time field at the bottom of the first page if it is not already entered Then the two fields after the Total building minutes field auto calculate once you enter a date in the as of field at the end of the second line Do so by clicking on the calendar icon and choosing date that way or by clicking in the space in front of the icon and manually entering the date in dd mm yy format r aal bulding instructional minutes per vee excluding lunch ims aal minutes per Weck studeatis served in a special education sexing as of El 100 ef time n general efucatcn sting Services listed on the most recent Summary of Services Matrix form will also be auto calculated and appear on the Student screen Special tab if you set the LRE code fou
24. ary to find out how to change modes 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 Key field or Link An arbitrary number usually invisible to users that links one table in the E Com system database to another Copyright 2000 2013 Portage Bay Solutions Inc Page 67 hutp www portagebay com Printed 05 30 13 List Box A field that 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 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 PDF A computer based document format abbreviation for Public Document Format Virtually all personal computers can view PDF documents though not all can create them It is a very common document format for sharing documents with other computer users Preview Mode A User mode that shows you what the pag
25. cial Ed secretary for further instructions Parent Information At the bottom of the Forms tab you will find the Parent Info area This section provides access to a small subset of fields within the Parent Data Entry Sereen Pareno The Address to Print popup menu allows cote FEUER AAAI you to select which address will appear on pe sui envelopes printed for the student iter LIN x dis To view more detailed parent information click on the black triangle located between both parents names to access the Parent Data Entry Screen Copyright 2000 2013 Portage Bay Solutions Inc Page 21 Attp www portagebay com Printed 05 30 13 Using a Batch From within the Batch Listing section you can easily add lock refresh print email or delete a batch Adding a Batch UR mu Howcast WU EE om m oom curve oS Meteeti E m suueumBi zi omui mB From the Forms tab on the Student Screen click the Add button to display the Batch Chooser screen Locking a Batch stem Sy a From the Batch Chooser screen select a batch from the list The forms in the batch are listed in the rows displayed at the bottom of this screen Note If the student already has an TEP Eval batch within the 1 or 3 year time frame when you add another you w
26. ction TEE iere S Clicking the Red X allows authorized ne users to delete areas that may have been sided accidemally Using this selection does not archive the Area of Service Note Areas of service added here not via the Evaluation Report may display a warning that doing so may cause discrepancies between the areas identified during the evaluation process and the IEP Depending on your district s policies services are entered via varying processes Please check with your Special Ed secretary for 2 The History section shows prior qualifying areas and testing information 3 The Programs section shows the program s to which the student belongs 4 The Projected Placement section acts as a planning tool to track future placement and services for the student When you add a school here for given student they will appear in the Projected School list on the School Data Entry Screen Copyright 2000 2013 Portage Bay Solutions Inc Page 49 Attp www portagebay com Printed 05 30 13 Special Tab The Special tab contains data required for using E Com for state and federal compliance as well as fields that were added at the request of specifi districts Use of fields on this tab varies by district Please check with your Special Ed secretary for further instructions D 3 4 A few of the fields to note are LRE Codes section Data in this
27. cut To Do List Service Roster EZE Tools heo To print the contents of the Do tab in a list format select the MySerice Roster ECOM Do List menu item shown i monum Select My Service Roster to get copy of your assigned students and minutes You may also print email or export srs sess other staff s rosters to an excel document Simply do a find for 5 the staff member and on their staff page go up to the Reports F ge Tug DE item and select My Service Roster Copyright 2000 2013 Portage Bay Solutions Inc Page 16 Atip www portagebay com Printed 05 30 13 Chapter 4 Student Screen Screen Overview The Student Entry screen is where all the information for a student is entered and stored From this sess 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 Student identifying information such as address age urea of service needs ete School information such as home serving and other non district schools Teacher case manager and other staff assignments Forms and batch management Creating accessing emailing and printing Printing shortcuts for envelopes labels cover sheets and other reports Parent information HD FEET ETE Heer FREE tom esum mem
28. d without affecting an actual student record Assigning an Alternate Template Student If you already have a practice student set up and don t want to start over with the template you can tell E Com to use this practice student as your template student Access the Student screen for the student you want tt Deer 1o assign as your template student either by running a find or navigating to their Student screen puru by another method oram cerca Click the Special tab as shown at right NET 1 Finally select yourself from the Template For popup menu at the bottom as shown Note Be cautious when selecting a real student as your template Any changes made to a template record will make real time changes to that record To return to the Staff Entry screen from this screen click on the Staff navigation button Copyright 2000 2013 Portage Bay Solutions Inc Page 15 iip portagebay com Printed 05 30 13 Additional Features Available on the Staff Screen For user convenience the following useful features are also available via easily accessible buttons Add amp Deletes ESSE 7 ad or delete staff entries select the appropriate button shown These actions are reserved for Admin and Manager users access level 2 amp 3 respectively Admins can perform any of the actions while Managers can only use the Create New Student button Print Short
29. date field or in a calculation field that produces a date result finds April 4 2004 when the current date is 4 4 2004 Finding Empty Non Empty Fields To Find Examples Type this in the field Not empty Ge fields that have data finds all records with data Tins all records with empty data inthe specified fe Finding Duplicates To Find Type this in the eld Examples records with T duplicate information in specified field T returns duplicate records Copyright 2000 2013 Portage Bay hitp www portagebay com Page 60 Printed 05 30 13 Finding Ranges of Information To Find Type this in the field Examples Less than a specified lt lt 40 finds numbers 1 39 value lt 9 7 2004 finds dates before 9 7 04 M finds text entries from 1 Less than or equal toa 95129 specified value M Greater than a specified gt 595139 value 9 7 2004 M Greater than or equal lo gt gt 100 a specified value gt 9 7 2004 Within the range you oF 17301730 specify wo or three periods 1 1 2003 6 6 2004 A M Mon Fri Finding Records that Match Multiple Criteria To find records matching all criteria specified logical Example To find all students named Smith in a particular elementary school type Smith in the Last Name field in a Find screen and select the school from the drop down list under Home School Clic
30. dding text you may also cut and paste text from the field that has been overfilled This preserves the pagination of the form itself while allowing additional information to be added Once text has been entered in this field it will print out at the end of the other form pages The name of the student is automatically added so the additional page s are always identifiable Using Form Help Assistance and tips for completing any form can be Heil pa re ogra Goal accessed from the form itself The help available is based on information entered by your E Com administrators From the Help Menu select E Com Form Help Econ uas t 9 Bos Teter Fe The form help window will pop up on the right hand side of the screen displaying help text To close the Help Window and continue editing the TI EP Goak and Obj Lo IE form click the button Close Help Window at the top ehee WEEE of the Help Window sereen Formatting Text on Forms Enter text by simply typing in the fields on the form EM Eme uum You can format the text in a variety of EEG LO ELLE ways change font size or style alter 2 the justification left right center pd and use tabs to help line up columns of numbers Users can either access the Format menu or right click on any text field to change these preferences Clicking the tab key in E Com takes you from feld to field on the forms To
31. default It can be aoa por RORIS PN mirare cidem re assigned to any user Selecting the Add To Do button adds a note just as the Add Note button does but with the To Do checkbox checked 2 Note Types There are four note classifications available note meeting email or phone call Users can use any none of these preset types or create customized ones to meet individual needs 3 To Do Feature Clicking the To Do checkbox and selecting a staff member from the Assigned To drop down box assigns the to do item to that staff member This causes the note to appear the To Do tab of their Staff screen and will also highlight the student s name in red the appropriate Roles tab indicating that there is an open to do item for that student Additionally when the stalf person logs in returns to their staff screen entry E Com defaults to displaying the To Do tab until the respective note is marked as done via the Done checkbox 4 Viewing Note details The first few lines of the note details are previewed directly on the Notes tab Clicking the black triangle on the right side of each note displays the Nofe Detail Screen with the entire note contents Notes Details Screen The Notes detail sc convenience extra allows users to view the complete details of a particular note For added Ids such as Tickler Date and Time Spent are provided From this screen users
32. e open the form that you d like to work with meme and choose Find Replace from even rest the Edit menu This will display Mem s the dialog below Simply enter Seas your Find and Replace text and Ene UTE ae click the appropriate button the right Its as easy as that Copyright 2000 2013 Portage Bay Solutions Ine Page 30 http www portagebay com Printed 05 30 13 Duplicating a Form Users can save time by duplicating forms for any given student for example by creating a duplicate of a goal form from last year s IEP in this year s IEP For 5 From within an individual form click on the Mie here Duplicate bution on the Form Navigation bar A dialog wit appear set Form to duplicate the clon form you are currently viewing This will open the im Y en Miss oW e TED Duplication Sereen shown below Form Duplication Setup Screen duplicated Select either Same Student or Select Student to duplicate cent Farm Education Program here 1o duplicate your tom toe same student the form Note A warning will hora st appear if a user attempts L Gem to duplicate an inactive form Inactive forms will not be duplicated Kner lero bat alae avec tn Ifyou choose the ete ciara apte pr Select Student Presse pon below wo make a dupes copy of Rabe Ayur e vane Eason but
33. e same table see Portals Script A sequence of one or more written commands that automate E Com system actions or tasks Scripts direct the actions that result from clicking buttons in the E Com system Additional scripts can be accessed by clicking on the Script menu Status Area The gray area to the left of each screen that shows the number of records and whether the records are sorted or unsorted When in browse mode the flip cards at the top of the status area allow you to move back and forth from one record to another In find mode the box displays all find options as well as the number of records in the found set Table A subset of the data in the E Com database The tables contained in the E Com database are discussed in E Com system Components Another name for a table is file Text Box A field that appears as an empty box on the screen into which information can be typed Some text boxes are equipped with list boxes from which you can select the correct entry Copyright 2000 2013 Portage Bay Solutions Inc Page 68 hutp www portagebay com Printed 05 30 13 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 is a User WAC The Washington Administrative Code the code of state regulations that governs Washington State WSIPC Data Data on sp
34. e will look like when printed See Mode in this glossary to find out how to change modes Portal A list of data from the related table that appears in a record Examples are the list of forms that appears on the right side of the Student Data Entry screen or the list of students that appears on the right side of the Staff Data Entry screen Data shown in portal comes from a different related table Radio Button See Buttor 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 cach 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 d the original table c all other appearances of that data will change nge 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 Sereen 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 th
35. ecial education participants compiled by the Washington School Information Processing Co operative WSIPC Updates to WSIPC data are imported into the E Com system by the ESM Copyright 2000 2013 Portage Bay Solutions Inc Page 69 hutp www portagebay com Printed 05 30 13
36. epending on the student information system used by each district but typically includes data for the Student Information and School Staff and Print Shortcuts Esa Envelope This prints an envelope addressed to the Ereren OK parents of the student The salutation format will be set according to the choice set for the Address to Print field on the Parent Information section Cover Prints a cover sheet that includes the data from the Student Information section Schools Staff Assignments Parent Information and Areas of Service List Prints a list view with high level data about the student Copyright 2000 2013 Portage Bay Solutions Inc Page 54 itp www portagebay com Printed 05 30 13 Reports Sends the user to the E Com Reports sereen In addition to a number of reports based on code grade age case manager ete you will also find a button that allows you to print labels in 5160 format with a choice of 1 or 3 labels per student Salutation on these labels may be changed in the same way as on the envelopes ubove Finding a Student From the Student screen click the Find button on the Navigation Bar or use the Ctrl F keyboard shortcut The Student screen will display a magnifying glass for all the fields a user can search Oa ea a E GO E Com Student Entry sene TOE Ei RTT oa IN went ie iota ete Seo
37. es This field can be used as notepad for text based comments or notes of any kind This web viewer shows recent E Com news and breaking stories Any links may be clicked on they will open a browser on your desktop so you can read more of the article Copyright 2000 2013 Portage Bay Solutions Inc portagebay com Page 12 Printed 05 30 13 Students Tab Staff Roles CIES The All Case Mgr Other and Teacher buttons D the Students tab show the students assigned to the staff person in those roles Selecting the Case Mgr button shows the students for whom the staff member is the case manager the Other tab shows the students for whom the staff member is the SLP OT PT Psychologist ete Active Only checkbox When this box is unchecked all students assigned to the staff member will be displayed regardless of their active inactive status Row highlighting If a row is highlighted in this screen it means that an entry on the Notes tab from the Student sereen is set as To Do Note Eval and IEP dates will be color coded based on district preferences The Do tab displays items marked as E m o TET ao To Do They are set for a particular student within that student s Notes fab To review the note details select the View button This will take you to the Notes Details Screen
38. faster navigation and better organization of commonly used forms Typical batches in E Com include Initial Evaluation Re evaluation IEP ete Copyright 2000 2013 Portage Bay Solutions Ic Page 20 Attp www portagebay com Printed 05 30 13 The Batch Listing displays all batches that have been added for a particular student Clicking on a batch number highlights that batch row in green and displays all forms for the batch in the Forms Listing located directly under the Batch Listing oweereme Me zn sens A Locked forms will appear with a red p tutes gl mre tight around the Donc checkbox BI EISE C mE Locked forms may not be edited if they 9 ER are locked accidentally they may only mee mi M e unlocked by an administrator Any form added that is not associated with a particular batch will go into a batch named OTHER FORMS Student Status Log Below the Forms listing on the Forms tab you will find the Student Status arca Six hue Depending on your district s policies users fous denote students special status here a graduation exit from special ed program ancillary student Note Your district s system administrator is responsible for managing what data is available in the drop down lists Use of this section varies by district so check with your Spe
39. ff across a network can gather all of a student s forms in one location for easier review and auditing of student history Though E Com does not eliminate the requirement of printed forms stored in permanent student records it does greatly simplify the process of creating and managing the forms E Com helps special education staff quickly create store and print special education forms thereby helping to eliminate inconsistencies and promote 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 E Com users with instructions on using the E Com system E Com User Access Information Users are given the following access privile of access and ability The E Com system administrators have the highest level Admin Can access and edit all files and can design forms Has the ability to lock and unlock forms Manager Can access and edit all files but does not have the ability to import or export data to from E Com Is not able to edit locked forms Can add student records Most districts
40. formation System SIS If your school uses imports many changes made manually on the Student screen will be overwritten by the data imported from SIS Check with your E Com Admin to know which scenario applies to your district 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 including Home Serving and other Non icc District schools 2 Staff Case managers teachers psychologists speech language pathologists and physical and pes occupational therapists can be set here Selecting the triangle next to any of the staff assignments will take you to the Staff Sereen for that individual Staff members listed here may also be emailed by selecting the envelope icon if your district uses that function 3 Notes Like the Staff screen this field can be used as a notepad for notes of any kind Copyright 2000 2013 Portage Bay Solutions Inc Page 18 http www portagebay com Printed 05 30 13 4 Alerts amp Warnings checked Compliance Alert box means the student is active and either the next IEP date has passed or the next evaluation date has passed or his her condition is developmentally delayed and s he is older than 9 years old or the student is within 120 days of his her third birthday and the next evaluation date is outside
41. g oat naam p user in search criteria such as the student s name or domme E Jot seth ES EET mm LLL IL LLL Click Enter on the keyboard to execute your Find Note You may type in just part of the student name Several characters of the first name and several characters of the last name is usually sufficient to find your student For thorough examples of advanced search operators or for more specific examples see Performing Finds Copyright 2000 2013 Portage Bay Solutions Inc Page 55 iip www portagebay com Printed 05 30 13 If only one student is found that matches your criteria it will be shown on the Student screen If more than one student is found this found set of students is displayed on the student listing screen as shown below Se EF dee Famer mea Hep D gt EE Ce Gece Se Student List 2 a NEN uem SAT imn Eto e sus Tatum 18 ae P O 388 ETITETUTU CB 01 ow T s tu 1 1 Click the black triangle to 2 Click the ease manager name 3 Click the blue circle to view student detail to sort the student list by case manager name You may sort by any of the blue underlined headers Students may be sorted in either ascending alpha order or descending Click once on the Student
42. g the top of the window To Print Forms Select the Print checkbox for one or more students forms Then select the Print Forms button Student List My Students Button At times it is useful to be able to sort or generate reports on the groups of students you manage You may find a list of active students assigned to you or all students active or not who are assigned to you based on role To do so select any one of the staff role buttons All Case Mgr Case Mgr 504 Other or Teacher If you want active and inactive students uncheck the Active Only checkbox at the right of the staff tabs then click the My Students button at the bottom of the tabs on the Staff screen If you want list of active students only make sure the Active Only The Student List for the tab selected will be displayed as shown below Se nn aaee ae ES ene na NETTE 3E Toa a ien perm se Sorting This list of students may be sorted using the column header sort buttons The default sort order is in descending order by Next Eval Date so students with the closest next evaluation date will appear at the top Copyright 2000 2013 Portage Bay Solutions Inc Page 14 http lhvww portagebay com Printed 05 30 13 IEP amp Eval Date Color Coding Throughout the application the Next IEP Date and the Next Evaluation Date fields are color c
43. ge left the tab for column 2 has been changed to center justified and the tab space has been filled with periods Copyright 2000 2013 Portage Bay Solutions Inc Atip www portagebay com Page 35 Printed 05 30 13 Using the Text Library E Com is built with a table of pre defined blocks of text called Text Libraries They make it easier to enter frequently needed text blocks into any field on any form All forms have an Insert Text button on the Form Navigation Bar that can be used to copy any block of text from the library into your form Other specialized libraries are also available via specific form buttons including Set Goal Insert Test and Insert EARLIGLE All Text Library entries can be edited by your E Com system administrators and new library entries can easily be added E To insert an entry from the test library into your form click the dcn Insert Text button from the Form Gaara tene ser Hes Form Bar n o ses Cane Priester This screen will be displayed allowing you to enter your search ccm mg criteria m e Click the Continue button when you are finished entering search criteria A list of matching text ote library entries will be ESL m displayed A Click the Copy button next to the desired text entry The text will be copied to the clipboard and you will be TEL to your original form
44. ge your password Instead see Edit Login Password for instructions Setting Default User for Login Screen SL Mee pe m Stud Depending on your computer configuration the login dialog shown above will most likely not default to your E Com Account Name To change the default select Preferences from the Edit menu and change your User Name as shown below Note If using a Mac Preferences is available under FileMaker Pro rather than Edit ETC ER seg cese Change your Default User Name by entering it in the User Name field Copyright 2000 2013 Portage Bay Solutions Inc iip www portagebay com Page 9 Printed 05 30 13 Chapter 3 Staff Screen Screen Overview Upon opening E Com users will go directly to the screen shown below 1 Gees Cae er SERES for Test Staf 4 LIS E a DENIM OT SEAT Active tat P a 7 Tana Pte o des aon 2e grape me pros soms te come Sec E er Beiroa 2013 coronene Note Tab view will default to the selection chosen in the Default Sereen field If there is an outstanding To Do item the Tab view will automatically default to the To Do tab Information amp Setting
45. get a Tab character type Control Tab Option Tab on Macintosh Sce Using dhe Test Ruler to further fine tune tab alignment Copyright 2000 2013 Portage Bay Solutions Inc Page 33 http www portagebay com Printed 05 30 13 Displaying the Formatting Toolbar In addition to the methods described above for ease of changing fonts and styles the formatting toolbar can be displayed C1 a TE Bronse node cen mY Sawer Fomoner Wb To display the toolbar simply select Text Formatting from the Toolbars submenu in the View menu as shown on the left Users will then see the toolbar displayed as shown below pm pom TinesNewRamn wlio Using the Text Ruler As noted in the Entering Text on Forms section you can use tab characters to line up columns in the data entry areas in E Com However the default tab stops in E Com do not always work well for a given set of columns The solution is to use the Text Ruler Clicking the tab key in E Com takes you from field to field on the forms get a Tab character type Control Tab Option Tab on a Macintosh SIE Once on the forms screen select Text Ruler eee tow Toe ot eh gt Ea Toor from the View menu This will display the dialog seen on the left If you want the ruler to be available e
46. h for by either licking the Same Student sereen a warning will appear for any EEUU ent kT pet omi ick duplicata your fom to samo sudor user that inactive forms will not be cr If you hit the Select Student button you will get a search screen where you can enter a student name in full or in part to find the correct record or alek nere to select a certant You must enter at least 3 characters in the top line next to the small blue magnifying glass Select the student you want from the Tist of results by clicking on the student name The student name student number and SSID will be displayed You cannot search by SSID or student number Students Resits 1 to 6 cf 6 for mer Robert Martelo 5 Margaret Seiph 7 Marla Quigley 28 Margie Maidorado 30 Marty Duncan 36 Margaret Turpin 45 Only active students can have forms or batches duplicated to their records Inactive students will not be found hereto dupicate your fom 1o the same student ce Same Student Name Gam Ra Lanes Aot 2 lek here to select a cerent student Select Student 1 Verify that you have selected the correct student by checking the Verification data to the right 2 To proceed click Duplicate Batch for this Student button You will be brought to the Student Screen of the student where the new batch was just duplicated Copyright 2000 2013 Portage Bay Sol
47. hat there may be multiple pages to a report especially the By reports These are sorted by the criteria with separate pages for each So for the By Gender report there may be three separate sections female male and not listed students with no gender selected in E Com will appear in the first section Three other reports are also available from this screen these three do not need a Find done beforehand 1 Placement Planning 2 Service Roster 3 Disproportionality Copyright 2000 2013 Portage Bay Solutions Inc Page 63 hutp www portagebay com Printed 05 30 13 Procedures for Printing Reports From the Student Screen click the Reports button The E Com Reports Screen will be shown You may get message reminding you to be sure you have found all the student records for the report in question E Com Reports Report Tile optional Note for Report Header optional Choose Report to Print ses a Bidet Coriton Piceren Sumnar Rosle when Choose Report from List Below and Click View Print ViewlEmall or ViewiExcel Q suerte oy Nane O Siusonts by Graco suites Osicemsbycwoangeaage rerem O Sideris Ey Tener O Sideris Ey Condor O Sears by Age Siats Count Date O Suan by Peine O Suns by OF O Senis by PT O Susena by ELP O adors O Student
48. he appropriate form fields at that time 1f that student information later changes for example disabling condition age ete the data will be incorrect on the form You can use the refresh function to update this information Note Exercise care when using this functionality Users can inadvertently change completed forms that are not locked e g evaluation forms from 3 yrs ago last year s IEP etc so sure you have selected the intended batch before refreshing If forms inside the selected batch are marked as completed or are locked you will not be able to refresh the batch Click on the blue Refresh icon to refresh a batch Users will then see the following dialog boxes one after the other re you sue you want te refresh this bate Check dates listed in the Refresh Dates dialog carefully to make sure they match what you wan to use in the form Would you ike to efron tha EF Eval dates as wall ching Ok ul set he E dare to 10212109 and tha eval data te E 1291 Copyright 2000 2013 Portage Bay Solutions Inc Page 23 Attp www portagebay com Printed 05 30 13 Print Batch amel Email a Batch Fer Past pecia St anser Bach iene Ome 2 omenrcrus mau UR Ayer TE Reem E WW DB Gurr ousone sma a u m mm nga du cao di D Pemanenan
49. hile the icon on the right zooms in In addition you can now set whether you want forms to always open for you in zoom mode On the staff screen you can select 150 Zoomed in in the Default Form Zoom field When you next log in each form you open will open at 150 of the usual size This only works with forms the student screen and other data entry screens will remain at 100 For detailed instructions see Default Zoom Settings Reports On the Menu bar at the top of the E Com window there is an option called Reports This allows you to print your Service Roster or your To Do list with the click of a button Your service roster consists of those of your students who have current services on the summary of services matrix form 14 1 if your district uses some other summary matrix form this report will not contain valid data File View inser Format Records Tools Help WyService Roster d Te Do List Navigation Bar E Com provides a centralized Navigation Bar that is accessible via almost every screen of the application CO mmtm Ca Gente A From the buttons on the Navigation Bar left to right users can 1 Back Forward button Navigate between actions performed within an E Com session 2 Student Perform tasks related to student case management 3 Staff Manage your student caseload including to do task list functionality 4 List Display a list view of the current student staff o
50. his action cannot be undone If you need to replace the document you will need to reinsert it If the entire form is deleted it may be undeleted as is usual with forms important to note that if users print or email a batch only the E Com forms will be included Any external documents attached to the batch via a Form 90 will need to be printed or emailed separately This holds true when creating a PDF of the batch as well If your district was using the Other Does tab any documents will be transferred to separate Form 90s for all students with documents The old documents in the new 90 forms may be found in the Other Forms batch Spanish Language Forms Currently the following forms are available in Spanish as well as English Prior Written Notice 6 2 Notice of Intent to Re evaluate 8 IEP Cover 11 2 Measurable Annual Goal 12 5 Measurable Annual Goal amp Objectives 12 6 ESY Addendum 33 5 IEP for Transition 36 2 Invitation to Attend Meeting 74 74 1 Parent Consent 75 Accommodations and Modifications 82 and Parent Input 83 Note Text entered by staff into text fields is not translated when you switch from one version to the other Fon 8 To access the Spanish language version of a REEVAL form simply select Spanish from the View aaa in Language drop down list on the Form oss Navigation Bar if a form does not have this
51. iew two forms side by side M Repo Wheeler Inds Eval Ducken M Evai Plan Kate Wheder 1 Navigate to the first of the two forms that you would like to see side by side 2 Navigate to the second of your two forms 3 From the Go To menu select the first form It should be at the top of the list hal ch Kate Wheeler M IEP Summary Matre ott M IE Summary Matic Gowers M IE Summary Matir Lawrence M IEP Cover New Kate Wheeler M Mg Invite Kate Wheeler Your two forms will now be displayed side by side Clicking on the Student button or leaving either form will close both forms The Go To menu maintains a list of the last ten forms you ve accessed You can view any two forms in the list side by side Find amp Replace Text in a Form The Find amp Replace function can be very useful when correcting an error updating data on duplicated form For example if you have an evaluation where you have used Bob for the student s name but find that you want to change it to Robert you can use the Find amp Replace function to do this quickly and easily Another common example would be when a psychologist SLP OT etc has an Individual Evaluation they have set up for a particular testing situation If they duplicate that Eval to a new student the Find amp Replace function allows the specialist to quickly update the new form with the student s name To use Find amp Replac
52. ill have to confirm the addition of that new batch Note Your district s system administrator is responsible for batch management deciding which forms are within a batch if multiple copies of the form are needed and the order in which the forms appear Once all the forms within a batch are done the batch may be locked so that D 2s ercoas aw s completed forms are not accidentally changed Clicking the Lock box locks all forms in that batch Forms in locked batches only be edited by Admin users Be sure you intend to lock all forms in the batch before doing so Unlocking can only be done on a form by form ET Dem ASA SA basis by an Admin user Copyright 2000 2013 Portage Bay Solutions Ine portagebay com Page 22 Printed 05 30 13 Refreshing a Batch For any data management system two types of data records can be created Those records can either represent 1 a snapshot in time e g a student form 2 its current state e g student age Case Manager etc For processes that occur over a very short period of time e g 2 minutes to create print a meeting invitation those two data records may contain the same information However for processes over longer period of time e g 30 days to complete an IEP the current state data may change In E Com certain student data fields if available when a form is created are copied to t
53. in screen can only be chosen by Admin users access level 2 Default Form Zoom Settings On the bottom of the Staff Information ar rea you will find the Default Form Zoom setting Choose either the 100 Normal or 150 Zoomed In Staff information option to set your preferred zoom level for forms The change will take place upon your next login Note This works only for forms For all other screens you will need to use the zoom option at the lower left of the window to the left of Browse Copyright 2000 2013 Portage Bay So http www portagebay com lutions Inc Page 11 Printed 05 30 13 Login Settings Editing Your Password ER ton io test stare Include Staff in Pop Up E Uncheching this wil disable login ability or this siat member E Com Login Entry From the Staff Information area of the Staff screen click on the Edit Login Password button The E Com Login screen will pop up From here you may type in and change your password directly ongles pid eee kee mirate or lata ane Core omm ti Bay ere Notes Notepad Web Viewer E Com News avatable to non subscribers Tacoma Rosen Proceso Become Cucer Autor Even though last Once you have finished click Save to continue or Cancel to return to your screen without saving the chang
54. itp www portagebay com Printed 0530 13 Finding Records Excluding Certain Criteri EEE sis Tools Add New Request Duplicate Request XD Go to Request gt Show Al Records Perform Find Constrain Found Set Extend Found Set To find records that don t match criteria Example In find mode type criteria you wish to omit To find all students except those with a particular condition enter that condition in the Condition field Select Omit from the Matching Records option Click Find There are two different methods to find some records while omitting others The second method is particularly helpful when you have run a Find and discovered that you need to narrow the found set Example In Find mode type the criteria for the records to find to find male students with particular condition start by entering the condition in the condition field Choose Requests menu Add New Request To exclude female students you would select in the Gender field and select Omit Click Find Example To find active students with a particular condition click Find and enter the condition in the Condition field Click Find again When the found set is returned you realize you want to omit students who are in particular school Click the Find button again and enter the school in the School field Select Omit from the Matching Records area Do not click Find or enter Instead go up to the Requests drop do
55. k Find and search There are two methods that can be used to find records matching at least one of the sets of criteria but not necessarily all logical or search The second method Extend Found Set is particularly helpful when you have run a Find and discovered that it did not find all those students you needed Example same criteria To include students with one condition and students with another in the found set in the Find screen enter the first condition in the Condition field Add a new find request by selecting Add New Request from the Request menu Enter the second condition in the Condition field in the second EEA Took request Click Find Ade New Request Duplicate Request WD Example different criteria To include all students in particular grade and all students with Go to Request gt particular condition click Find and type the grade in the Grade field Hit enter or click Find to perform the find Once E Com has found these students click Find again Enter the condition you wantin the Condition field n Foaia S Do not click Find or enter instead go up to the Requests drop down cune found sat the menu bar and select Extend Found Set Once you do this the Revert Request second find will run and will add the students with that condition to the students already found Show All Records X Copyright 2000 2013 Portage Bay Solutions Inc Page 61
56. list items pertain another choice may be pum typed Enter the appropriate p text into the From and the To fields that follow Required EEE FE The next field With the following consistency is optional The As measured by field has another drop down list or users may type in their own entry Ifusers wish to enter a GLE or PE reference they may do so by either typing it into that field or by clicking the select button and selecting it from the appropriate area in the pop up dialog that appears Other information may also be added Once the required fields are entered clicking the Ser button will cause the entire entry to be pasted into the Annual Goal field on the goal form In districts with the Strict Goal Text option set to On any editing of a goal already centered in a form must happen via the Set Goal button In this case simply click the Set Goal button again and when the dialog box opens the goal text will appear in the fields of the dialog box It may be edited there Copyright 2000 2013 Portage Bay Solutions Ine Page 43 Atip www portagebay com Printed 05 30 13 Goals set on form 12 4 or 12 7 but nat form 12 if your district uses that will appear automatically on forms 13 1 or 13 2 or 13 3 depending on which your district uses if the IEP dates and Student ID numbers on both forms match Summ
57. ll students will be entered into the system this SET Kampie fut Depending on your district s policies this will be done one or more individuals Check with your Special Ed secretary for further information regarding the policies for your school Auto Populated Data via Imports If automatic imports from your district s student information system have been established students will be entered into E Com by one of three ways ener i Students classified tive Special Ed in the pane Pert M diaries student information system are dee Lissa EREA completely polod in via sn afomated proces Sample ta ror now student referrals or ransfers users Du EERE Can select the New button and then enter the phoned Pe eB clas Student s Student sce left Email Birthdate EZIZ Age m Gende Ifthe student has been entered into the anditan ammumninalion school s student information system and the import was successful data for the student will automatically populate into E Com 2 If the scenario detailed above does not populate the data the student either has not yet been added to the school s information system or the import has not yet occurred In that case the remainder of the student data will need to be entered manually or users can wait for the import to take place before entering the new student The information populated varies d
58. mena Rept n MREP o EREET TOE metra rote ir Um fe Ae 8 tercomtmee Ter ai roms Combed Copyright 2000 2013 Portage Bay Solutions Inc Page 66 hutp www portagebay com Printed 05 30 13 Chapter 9 Glossary Browse Mode Browse mode lets you enter data and look at records Browse mode is the default mode of m 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 1 Navigation button You bring up E Com s screens by clicking the appropriate 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 2 Task button Some common E Com tasks such as printing have been assigned buttons 3 Radio button A button that looks like a two dimensional circle instead of a three dimensional button Radio buttons are used when there is a list of two or more options that are mutually exclusive and the user must select only one choice Clicking a non selected radio button will deselect whatever other button was previously selected in the list Check Box A field that like a radio button acts as a toggle switch between two opposing conditions When you click in an empty check box an X appears in it This is the sition Whe
59. n Entering and Exiting Find Mode Users can access Find mode in a variety of ways 1 Selecting the Find button from the Navigation Bar Ohana Goce 2 Selecting Find Mode from the View menu ee Econ cee 3 Once in find mode the Status Area highlighted below appears on the screen directly above the Navigation Bar e ios Chiau Lees Desis estes Refer fin Caen pum ot eerie The Status Area contains the symbols used to specify find requests and the Omit checkbox used to confine found sets Specific find types and examples are listed in the successive sections with the syntax needed for each find type Copyright 2000 2013 Portage Bay Solutions Inc Page 58 Attp www portagebay com Printed 05 30 13 If you start Find operation but then change your mind don t click the Quit button Instead users can also exit Find mode in a variety of ways 1 Switching to Browse mode from the bottom of the E Com screen 2 Selecting the Cancel Find button on the Status Area Are en ven Per pma Riosse Minn HO x i P Q q Poor SSSR gt QO am aa Cum Umm Cs Sages 3 Using the Navigation Bar navigate to another screen and back to clear Find mode For example switch from the Student to the Staff screen then back to the Student screen 4
60. n the goals and objectives form If your E Com administrator has determined that your district will be using the strict method of entering goals all text in the Annual Goal field must be entered AND edited in the manner described Copyright 2000 2013 Portage Bay Solutions Inc Attp www portagebay com Page 42 Printed 05 30 13 For other districts you will be able to enter goals using this method or by freely typing them into the form without using the Set Goal functionality You will also be able to duplicate forms and modify any goal text already entered there without opening the Select Goal Text dialog When staff select the Set Goal button on any 12 4 12 5 12 6 or 12 7 form they will get a pop up window Fields with a red asterisk are required fields and text must be entered in order for the user to set the goal The process is as follows ana Select Gost Text E Select the Subject An from the drop down list This should be a list of a all the Areas of Service in your district iE Eater a date into the een By the following datei field Given these s optional Select either increase or decrease from the v next field s pop up list or enter another wran ma owing modifier Select a skill set from the drop down list in the next field If none of the
61. n you click in a check box showing the X the X disappears This is the or no position Cheekboxes are used when there are lists of options and the user may select any number of choices including none one or several Each checkbox is independent of all other t checking one box doesn t uncheck the others A stand alone checkbox is used for turn on or off checkboxes in the single option that the us 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 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 ESM Sce 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 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 gloss
62. nce Module Website ced _ ssio FEET Laas FET Stam Emas Emaon e ES c WAC Button WAC Website The WAC button displays the screen shown below The special education WACS are not stored in E Com but rather the state s WAC web site is displayed in a window within E Com This insures that the WAC information in E Com is never out of date Rules for the provision of special edueation Copyright 2000 2013 Portage Bay Solutions Ine Page 52 iip www portagebay com Printed 05 30 13 Map Button Google Map of Student Address The Map button displays the Google map web site with the student s address mapped From within E Com you can perform all the Google map actions you could normally use directly via a web browser I nns Isadore Map Google maps mem Tech Button Tech Module Website Edveation ine Technical Copyright 2000 2013 Portage Bay Solutions Inc Page 53 itp www portagebay com Printed 05 30 13 Adding New Students Students are entered into the system in a variety of ways primarily depending on whether your district uses automatic imports from its student information system Manually Adding Students TN To add a student entry select the New button shown If your district does not use automatic imports a
63. nd at the bottom of page 2 see below The calculation on the Student Special tab will be as of the current day s date DIE pasa set ne a ae et REC progam Oboes s REC progam lbs SSE Nork Propam EE In addition services assigned to staff members on Summary of Services Matrix forms will appear on that staff s Service Roster report available either from the Reports list all staff or from the Reports menu item My Service Roster available on the Staff screen for the individual staff member Copyright 2000 2013 Portage Bay Solutions Inc Page 44 http www portagebay com Printed 05 30 13 Other Documents Form 90 If you want to add an additional document to a batch you may do so using a 90 form Have the document you wish to attach available on your desktop and add a form 90 to the batch in question Once added open it select the green Insert Document button and browse to the document you wish to insert It will be added to the form Notes about the document may be entered in the Document Notes field This document will be available to others even if it is not saved in a shared location as was required in the past In order to sce and print the document staff must select the View Document button This will nced to be done manually in order to print the document with the batch The Delete Document button will remove the attached document from the form field T
64. nt or different student Sce Duplicating Form or Duplicating a Batch 4 Delete Deletes the current form being viewed 5 Refresh Updates the form with the current student data See Refreshing a Batch 6 Print Form Prints the form being viewed T Create PDF Generates PDF document of the form to a location you specify 8 Email PDF Emails the form as a PDF 9 Enter More Allows users to enter more data than fits on any existing field by adding a text section to the bottom of the form 10 Save When spending a considerable time on a form users can force a save This helps prevent data loss in the event of a power failure or network disruption Note Data is automatically saved when you Copyright 2000 2013 Portage Bay Solutions Inc iip www portagebay com Page 29 Printed 05 30 13 The checkboxes are defined as follows A close a form go to another screen or exit E Com This feature simply provides extra View All Check to access forms from protection batch Completed Check when the form is finished This lets other members of the IEP or Eval team know that you are finished with this form Handwritten A check here indicates the form was printed blank and handwritten instead of being completed in E Com Locked Once locked a form cannot be edited by anyone except admins Additional Form Functionality Viewing Forms Side By Side Emus You may v
65. nted 05 30 13 Forms Tab 20 Batch and Forms Listings Overview 20 Student Status Log 21 Parent Information 21 Using a Batch 22 Adding a Batch 22 Locking a Batch 22 Refreshing a Batch 23 Print a Batch 24 Email a Batch 24 Create a Batch PDF 24 Delete a Batch 24 Additional Batch Functionality 25 TEP Eval Batch Date Population 25 Editing Batch Date Setting the IEP or Eval Dates for Forms in Batches 25 Moving Forms from One Batch to Another as Duplicating a Batch 26 Using a Form 28 Adding a Form 28 Emailing a Form 28 Printing a Form 28 Accessing an Individual Form 29 Form Navigation Bar 29 Additional Form Functionality 30 Viewing Forms Side By Side 30 Find amp Replace Text in a Form 30 Duplicating a Form E Additional Information Field 32 Using Form Help Formatting Text on Forms Displaying the Formatting Toolbar 34 Using the Text Ruler 34 Using the Text Library 36 Features for Special Forms 37 Individual Report Form 28 37 Staff Label for Title 37 EALRIGLE button a Guidance for IEP 39 Inscr Test button 40 Evaluation Report Form 4 5 40 Inscr Individual Summaries 40 Insert Adverse Impacts from Individual Evaluations 41 Area of Service Compliance a IEP Measurable Annual Goal Form 12 4 12 7 42 Area of Service Compliance 42 Set Goal Button 42 Summary of Services Matrix Form 14 1 44 Add Areas of Service Button 4 Other Documents Form 90 45 Spanish Language Forms 45
66. oded Depending on the district preferences the color of the dates will change to Green when the IEP or Evaluation should be started the 1 warning Yellow If the student is developmentally delayed and is within 60 days of his her 9th birthday or if the student is within 120 days of his her 3rd birthday and the evaluation date is older than that date the Next Evaluation Date will turn yellow Red when the IEP or Evaluation due date is getting very close the 2 warning Default settings for the IEP warnings are 30 and 7 days respectively for the 1 and 2 warnings The Evaluation defaults are 60 and 14 days Template Practice Student My Template Button It is very common in E Com for a staff member to have a student record where they create forms and batches for practice purposes and where they can duplicate forms for later re use To quickly and easily access your template practice student area click the My Template button at the bottom of the tabs on your staff screen E Creating a Default Template Practice Student If you don t already have a template student E Com will offer to create one for you when you select the My Template button This will automatically create new student entry with a First Name of Sample and the Last Name of the logged in user including default settings of the Student and Case Manager fields Once created the user can practice actions or modify this student recor
67. or this Student You will be brought to the Student Screen of the student where the form was duplicated Additional Information Field Many of the forms in E Com have an additional information field as the final page of the form This is for use when you run out of room in a text field on that form Text fields may appear to expand while you are typing but if you overfill a field text that is past the field s bottom margin will not print panera en aa gem Inthe image othe ete e Das n SS ARAE T cursor is inside the text box msi Em MIU and you can see all of the text E However the text box is pp quud EE d overfilled It overlaps the duestid diecily below i tenance TRAM iu Jonger inside Tee tent Dx um EDT Er ma mre ORL oa yon can see how the page eE Onee how he pag print CHECK majar gcd eel dy If you notice that you are close to the end of a field or if you have gotten out of a text field and notice that not all of your text is visible as shown above you use the Additional Information field for the overflow Copyright 2000 2013 Portage Bay Solutions Inc Page 32 Attp www portagebay com Printed 05 30 13 Simply click on the Enter More button in the Form Navigation Bar and you will be brought automatically to the large Additional Information field at the bottom of the form Here you may continue a
68. r forms set found 5 Forms View and manage the complete forms database access may be limited to administrators in some districts Copyright 2000 2013 Portage Bay Solutions Inc Page Atip www portagebay com Printed 05 30 13 6 Admin Access administrative functionality access limited to administrators 7 Find Search for a subset of students forms ete 8 Help Activates help shortcuts for various features throughout the application 9 Quit Close out of the application 10 Found set arrows Navigate within the current set being viewed the circle in the center of the arrows will show all records when selected Help There are number of Help options throughout E Com If you click on the Help button on the navigation bar the system will display blue question marks that link to the related topics in the User s Manual Click any blue help icon to go to the webpage where the help topic is available In addition there filmstrip icons that will bring you to a video on the topic As you can see in the image below there are textual help links for Find Go to Reports and Batch and there are videos available for three of those IECom Student Entry EL Bud Tec Mou Aen Lm mee a mass d n eee ouam BI peers Rei o E Fansen ae 1
69. r the Guidance for is located Simply type or copy amp paste notes directly into the IEP Measurable Annual Goal Form Notes entered into form 28 as above will appear on the right hand side of form 12 4 along with the date and person who created the notes The Eval Batch ID box under the Guidance from Evals title is the link between the Eval forms and the Goals and Objectives forms This should auto complete but if the notes are not appearing simply type the batch number of the Eval Batch that contains the Individual Evaluation you wish to have appear into the Guidance from Eval box Copyright 2000 2013 Portage Bay Solutions Inc Page 39 http www portagebay com Printed 05 30 13 Insert Test button On the right side of the Individual Eval 28 form under the Forms Navigation bar you will find series of Insert Test buttons From here you can insert pre formatted test results grids from the Text Library This will simplify entry of the test results for the specific student Select the testing area followed by the test name from the pop up lists provided then click the Insert Test button nwa ee Re Tg mette asst d ihe eee CAST FORA 1 aen S rage dip Leges CASE PORE e720 Eme Tas tt henian suere PE Essa oe Wad Pate icone Tet qnom du Wad ute noia Uppa Beast ONDE UB porri NAMEN prr 4
70. rom Indiv Evals button This will paste the adverse impacts from all associated individual evaluations for this student Area of Service Compliance The Arca of Service Compliance functionality on this form allows users to dynamically set the Areas of Services in multiple screens throughout E Com Completing this section of the form electronically allows users to monitor the current Areas of Service assigned to the student and complete Goals and Objectives forms with the appropriate areas of service Recommended Special Elation and Related Services dpi d olde Hanse mune e ge Report you will find the aaa e i aa oaea Recommended Special Education and Related ra ce tome REE xy Services section Click Add Area to add each Area of Service defined Areas of Service added here D will automatically be Sn andi populated to the Placement aree recen tab and the Student va Information section of the Student Screen if the form eere Related Series eho vinci maximo fin es 4 5 they are added to is the most recent 4 5 form in the student s record If other Areas of Service have been added manually using the Placement tab on the Student screen they will be saved and removed automatically when a batch containing form 4 5 is added to the student If this form or batch is removed these Areas
71. s To the right of the Add amp Delete buttons you will find the Staff Information arca This section of the Staff Screen contains all of the staff member s personal information The fields are typically filled in When the staff s login is created but may be edited as information changes Copyright 2000 2013 Portage Bay Solutions Inc Page 10 Atip www portagebay com Printed 05 30 13 For best practices and in order to take better advantage of E oo Eaten Siok casan TT ein COUP p Com functionality we recommend that the fields highlighted be populated for all users other fields optional If your district uses SIS imports and imports case manager names the Staff ID field should be filled with the staff ID in use in Skyward in order to properly match case manager Note Fields highlighted in the image to the left are NOT highlighted within the application itself Default Screen Settings Near the bottom of the Staff Information area you will find the Default Sereen setting Choose an option from the Default Screen drop down to set Te cte R BOK ies 1 aint aia IU eee deste of i hr member aa your preferred default tab for each time you access your staff If you have an outstanding To Do item that tab will take priority over your default tab Note The Adm
72. s may have more than one copy of the same batch type IEP Eval The date is needed to ensure that the form ends up in the intended batch The form will then be shown at the top of the forms listing for the destination batch Note Forms can only be moved between batches one at a time Users can save time by duplicating an entire batch You can duplicate a batch to the same or to a different student For example you may duplicate last year s IEP batch for a student as a template for this year Forn 5 Mrs mre Tugiiste Y buste Feb Navigate to a form within the batch you want to duplicate Click on the Duplicate button from the Form Navigation bar A dialog will appear select Batch to duplicate the entire batch to which the form belongs This will open the Batch Duplication Setup Screen shown below Copyright 2000 2013 Portage Bay Solutions Inc Page 26 Attp www portagebay com Printed 05 30 13 h aplication Sati This screen displays a list of c the forms in the batch you are eases duplicating Select either the e a Same Student button or the vo oasis pma Select Student button msi enema depending on whether you pene mp cron want to duplicate the batch to this student or to a different Duplicating Prior to showing the duplication Soioct the student you wart to create the duplicate batc
73. section is generated when the IEP Summary Matrix form 14 1 is completed for a student For data to correctly display here The dates esp the year set in the Age as of fields need to be set to the current school year If they aren t contact your Admin for updating The user must select an LRE setting and add service s being provided to the student LRE Codes also be overridden via the Exception LRE Code field Values entered here will be copied to the LRE Code amp Final LRE fields automatically Eval and IEP date fields Current and Next IEP Eval date fields Conforming to state and federal standards the Next IEP and Next Eval fields default to 1 or 3 years minus a day respectively from the Current date set Exception Date fields Adding an Exception Date will also modify the respective Next Due field entry Due Date field The date that an evaluation is due may be entered here Other information such as referral date parent consent date and the like may also be added Medicaid Eligibility The student s Medicaid status may be entered here If the student is marked as eligible here there will be a red header on the student screen Template For fields Use of this field ties the student being viewed to the listed staff member s My Template button Copyright 2000 2013 Portage Bay Solutions Inc Attp www portagebay com Page 50 Printed 05 30 13 Staff Tab The Staff
74. that timeframe A checked Compliance Warning box 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 Student Access Data craic Kat War TRE TEGERE BH TTT Tay CC dad pone This section allows users to confirm when student record was created or the last time it was modified The same information can also be viewed from the Special tab Copyright 2000 2013 Portage Bay Solutions Inc Page 19 http lwww portagebay com Printed 05 30 13 Forms Tab The Forms tab is divided into 4 Forma notes Pacem sections mentes From here users are able to Manage a variety of actions Using Rar O Ela ren associated to forms and batches E R gaen View Student Status m details perm prp T View email and edit Imm TIT Parent Info data umet Semeen 7 Batch and Forms Listings Overview Forms can be added either as a batch or as individual forms Batches are groups of individual forms pre defined by your E Com system administrators Individual forms can be added at any time either on their own or directly to an existing batch Grouping forms into batches allows for
75. ton you will geta Spun ated tow Tho asi orm ib soos scans Ferm pop up where you can enter student name in Full or in part to find the correct record You must enter at least 3 characters in the top line next to Results i o mate section Ee dort dran tent A the small blue magnifying glass Tabet 5 Select the student you want from arg Sigh 7 the list of results by clicking on the Paria Quigley 28 student name The student name Marge Maldonado 30 student number and SSID will be ary Duncan displayed You cannot search by Li eta SSID or student number Note Only active students can have forms or batches duplicated to their records Inactive students will not be found Copyright 2000 2013 Portage Bay Solutions Inc Page 31 Attp www portagebay com Printed 05 30 13 or clk nere to secta afferent student 2 0 fiio 2 Selec te the bath his orm W be RR Student Bath a peo an by cong Pe uice OTHER FORME 22211 Trena tra butan plow a nga Easton 5 FERT coe oe e Torm GE GD 1 Verify that you have selected the correct student by checking the Verification data to the right 2 Ifthe student you re duplicating to has multiple batches you can select which batch you would like this form to go to from the popup menu 3 To proceed click Duplicate Form f
76. ttp www portagebay com Printed 05 30 13 Accessing an Individual Form E rane r F7 eae decane eg ae Bar Form Navig Click on the form number form name or black triangle to access the desired form Upon viewing the form click the Tab key to navigate between fields on a form Notice how the majority of the fields at the top of each form are already completed Data available from the Student Entry Screen will be populated directly to the form when the form is added There is a Form Navigation Bar on each form It contains creation modification date information as well as action buttons On multi page forms there is a rolling header with most of the same action buttons Staff can use the forms portal pink and white striped area to ca Form 5 Mira Tirs eru ek _ _ ore Gimat ERD Cen TTT Ravan a DETO nace TET MCEI By Jeanne ow anono Farm Deta pim ly navigate between the student s forms The buttons are defined as follows 1 Student Navigates to the Student Sereen for the student last viewed This may not be the same student whose form you are viewing and or selecting the button from 2 Insert Text Allows users to insert pre defined text See Using the Text Library 3 Duplicate Duplicate forms or batches to curre
77. utions Ine Page 27 Attp www portagebay com Printed 05 30 13 Using Form From within the Forms Listing section you can easily add email print or access individual forms Adding a Form From the Batch listing click the batch number of the specific batch to which you want the form added If you don t want the form to be included with any particular batch click on the Other Forms batch Click on the Add button below the Forms listings This generates pop up menu within the Forms listing area 3 In the pop up menu use the mouse to click on the ot desired form Use the scroll bar to see all the E forms available in the menu E ESE EEE SEH Once selected the row will automatically fill in In certain situations it may be necessary to have multiple instances of the same form Users can use the Descriptor field to include additional identifying information about such forms e g individual area of service for each goal form Emailing a Form Click the Email icon to email the form to any ipient if this is enabled in your district EET x email Printing a Form Urs xu Click the blue printer icon to Print the form in that row for the selected student Users can also print a particular form via the Form Navigation Bar on a particular form Copyright 2000 2013 Portage Bay Solutions Inc Page 28 A
78. wn on the menu bar and select Constrain Found Set Revert Request This will remove students in that particular school from the current found set Copyright 2000 2013 Portage Bay Solutions Inc Page 62 http lwww portagebay com Printed 05 30 13 Chapter 7 Reports variety of reports are available to ease the management of the special education process The following reports are accessible via the Student Entry screen A Find should be done prior to printing any of these reports to ensure that all the students needed are in the found set that will be printed 1 Student Information List 2 Parent Information List 3 Student Condition 4 Medicaid Eligible 5 Student Service Areas 6 Class Roster 7 Labels in 5160 format S Placement Summary 9 Reports Due 10 504 Roster 11 Student Status 12 Roster w Notes 13 Projected Class Roster 14 Student listings Students by Age at State Count Date Students by Case Manager Students by Chronological Age Students by Disabling Condition Students by Ethnicity Students by Fed Count Students by Gender Students by Grade Students by IEP Due Date Students by LRE Code Students by Name Students by OT Students by Psychologist Students by PT Students by Reevaluation Date Students by School Students by SLP Students by Teacher In addition to printing and emailing if your district allows that you may also export any of these reports to Excel Please note t

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