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EIS Registry User Manual

1. If Past Due First make sure the required training information has been entered If Past Due Second Contact Stephanie Powitzky dars state tx us if the training is waiting to be approved by the State Office OR if the required information was entered and approved and the system did not move the EIS to active status The Training Detail Page shows missing dates or completion dates are in the wrong due date year Contact Stephanie Powitzky dars state tx us with a screen shot of the EIS s Training Detail page There is not a row to add the ElS s training information CPE or Ethics Contact Stephanie Powitzky dars state tx us with a screen shot of the EIS s Training Detail page Other incorrect information Contact Stephanie Powitzky dars state tx us with a screen shot of the issue 64
2. 1012812008 EIS i Jad Baby Can Child and Family Resource Notes EIS Registry Manual August 30 2013 3 This will open the EIS Detail Screen Click on the Action button on the left hand side of the page Zoom Layout Skip to Content Accessibility Help Welcome User Name Rachel Moyer ACI Els Registry ads EiS Search Actions Logout Admin EIS Detail for Name Imelda EIS Detail E Status Active Stage CPE Ethics Training Program Spindletop Center Cert No 09 3507 Certificate Last OB First meida m Code of Ethics Gender Female Violation o Ta Major Specialization Other v View Edit i COE Sign Date 10 5 2006 3 hours of Child Development or Early Childhood Special Education Add University Results Records Returned 1 Lamar i Beaumont 2003 4 This will open the Action screen EIS Read Only and EIS Read Write users may view their own actions Program Read Only Program Read Write and Program Admin users may view actions for all ElSs at the program Results Records Returned 10 Action Statement Action Due Date Action Complete Date 10 5 2006 10 13 2006 10 28 2010 10 28 2012 Pen 9 26 2011 i 0 28 2012 T 19 2012 10 28 2013 39 EIS Registry Manual August 30 2013 As discussed in the Adding an EIS chapter Chapter 4 when an EIS is added to the EIS Registry the Registry creates two act
3. 26 EIS Registry Manual August 30 2013 Note ElSs who were in the EIS Registry prior to 7 1 2013 will have converted training data from the Access EIS Registry Entering Orientation Information Orientation information is entered for ElSs who are in the Orientation stage Results Records Returned 2 Select Training Category Due Date Completion Daie Total Hours Hours so Aporoved Date Training Verified A porera 8129 2013 Diane Kazlow 1 Click the Select box for the Orientation training row This will open the entry for data entry Results Records Returned 2 Select Training Category Due Date Completion Date Total Hours aad Approved Date Training Verified 4 eo 8 29 2013 Save Close 2 Enter the completion date for the Orientation The completion date is the date that the supervisor signed that the Orientation is complete 3 Click the approved button Clicking the approval button means The EIS is approved to deliver ECI services authorized by his her license or credential 4 Enter the approved date the date of data entry and indicate who verified that the Orientation is complete The drop down menu will reflect the name of the EIS s supervisor This can be changed if a different supervisor approved the completion of the EIS s Orientation Note If the EIS is the user entering the information the program might want the EIS to on
4. Actions Logout Admin EIS Search Search Criteria Supervisor Select From List Program Select From List g Stage Select From List iz EIS Last Name Like pet Status Active Inactive Past Due All Search Clear Search Results Results Records Returned 5 11 4489 Active 02 2236 25 EIS Registry Manual August 30 2013 2 This will open up the EIS Detail page for the selected EIS frases ts somen actos toga admin EEDI gt training Program Hill Country MH and DD Centers Cert No 10 4122 Certificate Notes Last t Alexa MI Action Code of Ethics Gender Female Violation Major Specialization Child Development faf COE Sign Date 2 4 2009 3 hours of Child Development or Early Childhood Special Education eae Results Records Returned 1 select University Name Location Degree Graduation Date BA San Marcos Contact Information Work X Other FAX Email Supervisor Contact Information Click the Training button on the left hand side of the page This will open the Training Detail screen Training Results Records Returned 8 Select Training Category Completion Date Total Hours Approved Approved Date Training Verified By L _ Orientation 2 15 2009 _ 1 7 2009 i 1 12 2009 ERIN JORDAN Final IPDP 11 12 2009 11 22 2010 11 22 2011 11 22 2011 11 19 2012
5. OCH Eis Registry HESS _EIS Search 000 O OO Supervisor Select From List i Program Select From List EIS Last Name Like Status Active Inactive PastDue All Search Clear Search Results Records Returned No records found 2 Click on the EIS Detail button for the EIS Results Records Returned 95 EIS Cert ee e none fm CPEIEthics Harris County Department of Education Active i 1 12 7 2010 CPEIEthics Spindletop Center Active Final IPDP i Easter Seals Rehabilitation Center i Any Baby Can Child and Family Resource CPEJEthics EIS Registry Manual August 30 2013 3 Click on the Notes button Zoom Layout Skip to Content Accessibility Help Welcome User Name Rachel Moyer ci EIS Registry sss s somen opt namin EIS Detail EIS Detail for Name Imelda _ Status Active Stage CPE Ethics Training Program Spindletop Center Cert No 09 3507 Certificate o Notes Last CP First Imelda MI Action Code of Ethics Gender Female Violation Major Specialization Other ViewlEdi r il K COE Sign Date 10 5 2006 3 hours of Child Development or Early Childhood Special Education Add University Results Records Returned 1 BA Beaumont 2003 4 This will open the Notes screen 1S Detail Notes for Name ANNABELLE Status Active Stage CPE Ethics taining
6. namin EIS Detail EIS Detail for Name Sarah Status Active Stage Orientation Program Training LifePath Systems Cert No Notes Action Last First Sarah MI Code of Ethics Violation Gender Female Major Specialization Rehabilitation Counseling Semvices z COE Sign Date 7 15 2013 3 hours of Child Development or Early Childhood Special Education Add University Results Records Returned 1 Se ean a e a uation Da 05 2013 EIS Registry Manual August 30 2013 Actions Results Records Returned 2 Action Statement Action Due Date Action Complete Date Orientation Due 8 29 2013 The action s due for that individual EIS will appear A complete date for the action will be populated once the training information is entered on the Training Detail page EISs Transferring From Another Program or Returning to Work from Inactive Status Users will use the procedures outlined in this chapter to add an EIS who is transferring from another program or returning to work from inactive status However the ElS s previous information University Detail Training Record Certificate etc should be populated once the user gets to the EIS Detail screen If this does not occur please contact Stephanie Powitzky at Stephanie Powitzky dars state tx us ElSs who were inactive during 7 2013 and have been inactive for more than 24 months when they return to active status will not have their previo
7. 6 2013 REFET EErEE AE ITE TEY AET ANATA A EFTE T EOT LIET FEET CPE 8 6 2014 0 i Stephanie Powitzk Soe soa SSS oS Saar E Sd eee DiS eee cel ober SSS ae le aero Ser re al E er Sed Beene ne Sera eee cela E SCeeS Creat ees Seaee Seon Ethics 8 6 2015 Stephanie Powitzk EERE ee ee ee ee ees ee een ee Bee ett eee eet ae eee et ee eet eae rrr rrr ree FPES E RTRT EE PISE EEOAE Add Ethics Training Detail Record Training Name Training Submit Date 8 6 2013 Training Complete Date Training Verified By Select From List Training Hours Meets Service Coord Training Req 10 Save Close 33 EIS Registry Manual August 30 2013 10 Enter the information requested for each training the EIS attended The requested information includes the training name the training submit date the date the information is entered the training completion date who verified the training and the number of hours for the training Additionally the user can indicate if this training meets the Service Coordinator training requirements This is not a required field This field was added to help ElSs who are also Service Coordinators keep track of their training requirements 11 Click the Save button Saving the record will create a table at the top of the page that lists the trainings that have been entered Note The training information can be entered as it
8. ECI Security Agreement or TKIDS procedural questions may be submitted via email to tkids dars state tx us Questions about ElSs or the EIS Registry should be directed to the EIS Specialist Stephanie Powitzky Stephanie Powitzky dars state tx us The DARS Help Desk will help users login reset passwords and respond to technical problems e g error messages or functions that are not working The toll free number for the DARS Help Desk is 1 866 405 4537 Note If there is any discrepancy between information contained in this manual and ECl s rules or standards the rules and standards take precedence over this manual EIS Registry Manual August 30 2013 Chapter 2 EIS Registry Access and Login This section summarizes information about system requirements internet access and login procedures for the EIS Registry application Minimum System Requirements The following are minimum requirements for a workstation to run the EIS Registry web application e Windows Operating System XP or later e Functional standard high speed internet connection Internet Explorer version 7 8 or 9 e VGA or higher resolution monitor Super VGA recommended User Authorization In order to use the EIS Registry application individuals must first submit a security agreement to obtain a user name and password See Security Agreement DARS 4100 The EIS Registry application allows five different levels of security for program staff which determine the e
9. EIS Registry Change Password Complete Your password has been changed successfully 7 Next click on the Continue button the EIS Registry login screen will appear and the user may log in with the new password 8 To log in the user does the following e Inthe User Name box enters his her current TKIDS user name e Inthe Password box enters the new password and e Clicks on the Log In button 9 Upon successfully logging in the EIS Registry Main Page similar to the screen below will appear ACH Els Registry fart tne oe oe a Search Criteria Supervisor Select From List Iz Program Select From List Stage Select From List EIS Last Name Like Status Active Inactive Past Due All Search Results Records Returned No records found Additional Information After logging in with the new password the password can be changed at any time by clicking the Change Password link 7 EIS Registry Manual August 30 2013 If the user forgets his her password clicking the Forgot Your Password link will provide a number to call to have the password reset The new password should be remembered and should not be shared with anyone The password should not be stored in obvious places such as on the user s computer monitor or in a top desk drawer Zoom Layout Skip to Content Accessibility Help Welcome User Name C Els Registry When entering this system the user agree
10. Registry Manual August 30 2013 eci EIS Registry Mastis tns search actos Logout Admin EIS Detail Training Certificate TEXAS EARLY CHILDHOOD n INTERVENTION Code of Ethics recognizes Saon ANNABELLE MEE as an Early Intervention Specialist Professional fully qualified in the professional status and privileges of that designation We believe in responsive and interactive relationships with families teams and communities We empower families to support and develop their child s fullest potential We value differences view them as strength and appreciate others for their own unique qualities Certificate Number 05 2823 12 20 2004 Kimberly A Wedel Assistant Commissioner 5 The State Office will still issue certificates to ElSs If the EIS needs a new copy of his her certificate for any reason he she should contact Stephanie Powitzky at Stephanie Powitzky dars state tx us 47 EIS Registry Manual August 30 2013 Chapter 9 Notes Who can complete this task e An EIS Read Write user can enter and view notes in his her own record e A Program User Read Write can enter notes for all ElSs at the program e A Program User Admin can enter notes for all ElSs at the program and can delete notes Note An EIS Read Only and Program User Read Only will be able to view notes but will not be able to enter or edit notes Entering Notes 1 Search for EIS oom Layout ip to Content Accessibility Help Welcome U
11. key to move from field to field on a page The Up and Down Arrow keys may also be used to navigate through a drop down list Entering Dates into Date Fields A number of pages contain date information such as submit dates completion dates and verification dates for training The EIS Registry requires dates to be saved in the format MM DD YYYY When entering a date slashes do not have to be entered as the date is entered the system will automatically enter the in the date format Enter eight digits without the 7 Example Entry 01202010 Order of Drop Down Lists The drop down lists are presented in alphabetical order Contact Information Contact information for both the EIS and the EIS s supervisor is populated from TKIDS This information must be entered into TKIDS in order for it to appear in the EIS Registry Incorrect contact information must be corrected in TKIDS It is not editable in the EIS Registry Saving Data Use the Save button located at the bottom of the pages to save information that has been entered Simply entering the data without saving does not store the information in the database To prevent loss of data it is important to save information periodically during data entry especially before moving to another page Close The Close button closes the page without saving data Editing Data Entry Errors Data entry errors can be corrected directly before saving the information in the EIS Registry The u
12. lose their status ElSs only lose their status when they are past due for their CPE Ethics 43 EIS Registry Manual August 30 2013 Example Search Criteria Supervisor Select From List Lz Program Select From List EA Stage Select From List M EIS Last Name Like Action Select From List Action Status Past Due EIS Status Past Due Due Date From Due Date To Completed Date From Completed Date To Search Results Records Returned 143 i Past Due ea cnn fo Paane Center for Health Care Jennifer L Garters Ha IPDP Final IPDP a MHMR of Tarrant County i Final IPDP Final IPDP Due i Past Due ipiga IPDP apal IPDP Christina M i Easter Seals Central i 1 Texas Inc Final i 41291201 3i IPDP Due i Final IPDP EIS Registry Manual August 30 2013 Chapter 8 EIS Certificate Who can complete this task e An EIS Read Only and EIS Read Write user can view their own certificate when it is awarded e A Program User Read Only a Program User Read Write and a Program User Admin can view the certificates for all ElSs at their programs when it is awarded View the EIS Certificate 1 Search for the EIS oom Layout ip to Content Accessibility Help Welcome U ACI EIS Registry ves ers sew cto ot namin EIS Search Search Criteria Supervisor Select
13. program Note about Final IPDP Due Dates The due date for the Final IPDP completion is six months after the EIS has been entered into the EIS Registry This is a suggested date Missing this due date does not affect the ElS s status 29 EIS Registry Manual August 30 2013 Entering CPE and Ethics Training CPE and Ethics information is entered for ElSs who are in the CPE Ethics stage Results Records Returned 4 Select Training Category Due Date Completion pa Total Hours a cel pproved Date Training Verified By Orientation 10 27 2012 9 7 2012 i 9 71201 2 ae a a I SS Se FS STs I IT St RI Ser ae tt IS SSR ee Se I TG Final IPDP 3 27 2013 _ 8 6 2013 Stcchedade secosebecsentcctasnccccdicccsassccecesaliacoucadncacbslsceenn TTOTTE OTTEITA EET ep rrer e NTT IOPE 8 6 2014 Stephanie Powitzk bites kc NTS SSSR STITT TT IISTI TIR SESI FIIIIISIIIIIIIII SITET IN Ethics 8 6 2015 Stephanie Powitzk 7 Bee ae E TTT E ETEO OORE EELEE O EEE EE TEO TTT Bae err eer rere tti 1 To enter CPE click on the CPE hyperlink Words that are hyperlinked are blue and underlined This will take you to the CPE detail screen Add C P E Training Detail Record Training Name Training Submit Date 8 6 2013 Training Complete Date Training Verified By Select From List x Training Hours C Meets Service Coord Training Req Save Close 2 Enter the information re
14. will appear on this page To open and view the Code of Ethics violation click on the hyperlinked date of the violation 53 EIS Registry Manual August 30 2013 Ethics Violations Results Records Returned 1 Coe Standard 6 To add a new violation Program Admin users will click the Add New Violation button Add New Violation 1 Ethics Violations Records Returned No records found 54 EIS Registry Manual August 30 2013 Incident Date 8 7 2013 Supervisor Select From List y Reporting COE Standard Select From List z Supervisor Comments Optional Program Action EIS 7 The ElS s name and the Program name will be automatically populated on the form The date that is populated is the date of the data entry However this date can be changed The user will choose the Code of Ethics standard the EIS violated from the drop down menu The user will then enter any supervisor comments the program s actions and any comments from the EIS The user will click the Save button when all of the information is entered 8 After clicking Save the Print button will become active The user will then have the Program Director the ElS s Supervisor and if applicable the EIS sign the document This document is kept at the program After the signatures are obtained the user will log back into the EIS Registry and document when the Code of Ethics Violation document was signed The user must click the Updat
15. Coursename CourseHours O O O Add Close The course records that were entered now appear at the bottom of the Add EIS to Registry screen 7 The next step is to enter the date the EIS signed the EIS Code of Ethics The date is populated with the date the user is entering the information However it can be changed Note if the EIS s major or area of specialization is Other the sign date for the EIS Code of Ethics must be entered before entering the courses 15 EIS Registry Manual August 30 2013 8 The final step is to use the drop down menu to choose the EIS s supervisor If the Supervisor s Edits name does not appear on the drop down menu he she will need to identified as an EIS Supervisor for your program in TKIDS Once the supervisor is chosen the Add button will become live Click on the Add button If the Add button is not active click anywhere in the blue box after choosing the EIS s supervisor This should activate the button If it is still not active make sure that every field is complete on this page All of the information on the Add EIS to Registry page is required The Add button will not activate until all of the information is completed Once the Add button is clicked the information on this page is no longer editable by any Program level user EIS User Program User Program Admin Clicking the Close button in the Add EIS to Registry screen at any point before the rec
16. EIS Registry Manual August 30 2013 EIS Registry User Manual Department of Assistive and Rehabilitative Services Division for Early Childhood Intervention Services Release Date 8 30 2013 EIS Registry Manual August 30 2013 Chapter 1 Introduction to the EIS Registry The Division for Early Childhood Intervention Services ECI of the Texas Department of Assistive and Rehabilitative Services DARS is responsible for serving families with children birth to 36 months with developmental delays or disabilities The ECI service system is supported by state federal and local funds and is administered in accordance with federal legislation the Individuals with Disabilities Education Act IDEA Part C The EIS Registry is an automated system designed to collect information on Early Intervention Specialists including the completion of their initial training and credentialing activities and the completion of their continuing professional education required to maintain their status as an Early Intervention Specialist Using the EIS Registry User Manual The EIS Registry User Manual describes the EIS Registry application its features and procedures for using those features The manual is organized into chapters each of which is divided into several sections Chapter 1 Provides an introduction to the manual an overview of the other chapters and appendices and information on how to obtain additional assistance Chapter 2 Provides in
17. ElSs Information about the new EIS is gathered from the TKIDS personnel table Therefore the EIS should be added to TKIDS before trying to add him her to the EIS Registry EIS Search Allows users to search for an EIS by Supervisor Program Stage and by last name Different levels of users will have different search results An EIS User Read Only or EIS User Read Write will only be able to search for themselves Program level users will be able to search for all ElSs assigned to that program Actions Allows users to identify future actions that need to take place for an individual EIS or groups of ElSs Also allows users to review actions that have been completed Different levels of users will have different action search results An EIS User Read Only or EIS User Read Write will only be able to search for their own actions Program level users will be able to search for actions for all ElSs assigned to that program Logout allows users to logout of the application Data from TKIDS To eliminate redundant data entry some information from the EIS Registry is populated from the TKIDS personnel data Information that is populated from TKIDS cannot be edited or deleted in the EIS Registry Changes to this information must be made in TKIDS EIS Registry Manual August 30 2013 General Data Eniry Issues Navigating within a Page Users may use a mouse to move the cursor around and make selections from the drop down lists or use the Tab
18. From List 7 Program Select From List _ m Stage Select From List x EIS Last Name Like Status Active Inactive Past Due All Search Clear Search Results Records Returned No records found EIS Registry Manual August 30 2013 2 Click on the EIS Detail button for the EIS Results Records Returned 95 ey ren a No i11 Paa 127712010 Any Baby Can Child and Family Resource Center 3110 2006 gs 3 This will open the EIS Detail screen Click on the Certificate button on the left hand side of the page Zoom Layout Skip to Content Accessibility Help Welcome User Name Rachel Moyer QCii EIS Registry sss somen ot namin EIS Detail EIS Detail for Name Imelda Status Active Stage CPE Ethics Training Program Spindletop Center Cert No 09 3507 gt Certificate Notes Last GQ First Imelda MI Action Code of Ethics Gender Female Violation Major Specialization Other v View Edi il COE Sign Date 10 5 2006 3 hours of Child Development or Early Childhood Special Education Add University Results Records Returned 1 Lamar Beaumont 2003 4 This will open the ElS s certificate The Certificate button will not appear until the EIS is awarded a certificate There will not be a Certificate button for EIS s in the Orientation stage and the Final IPDP stage 46 EIS
19. Orientation and Final IPDP rows The ECI State Office will approve the Final IPDP once a Completion date is entered Completion dates for CPE and Ethics trainings cannot be after the submit date Users are not allowed to enter a future date for the submit dates for CPE and Ethics trainings Users cannot submit trainings that were completed before the previous year s due date All fields except for the meets Service Coordinator training requirements check box on the CPE and Ethics Detail Screens are required The ECI State Office will not be able to approve that the ElS s CPE and Ethics training requirements are met unless the minimum hours are entered and all trainings on the CPE and or Ethics Detail Screens have been verified by a supervisor Verification is completed when a supervisor s name is chosen from the drop down menu Notes Drop Down Menu Options Notes Conversion Reason for Past Due Miscellaneous Certificate Mailed Code of Ethics Violations Drop Down Menu Options Supervisor Reporting Supervisor names are populated from TKIDS Every staff member who is identified as an EIS Supervisor in TKIDS for the program should appear on this list COE Standard Know and comply with policies Operate within boundaries Avoid imposing inflicting harm Represent truthfully Maintain and improve knowledge Maintain confidentiality Establish boundaries Sexual or intimate relationship Financial relat
20. Program Emergence Health Network Cert No 05 2823 ertificate lotes Add Note iction ode of Ethics iolation Results Records Returned 3 Note Create Date Note Topic Note Created By 12 6 2010 Conversion lt System Conversion View Note 5 The notes that have already been developed for this EIS can be viewed by clicking on View Note ElSs who have converted data will have notes from the Access database Many of these notes will say manually overridden because of how the data was entered into the Access database 6 New notes can be created by clicking the Add Note button EIS users and Program users with Read Only access will not be able to use this feature 49 EIS Registry Manual August 30 2013 Note Topic Id EIS Note Save Close 7 The user would then choose the type of note from the drop down menu conversion reason for past due certificate mailed or miscellaneous The user would type the note in the box provided Once the note is complete the user would click the Save button Clicking the Close button without saving will close the Add Note screen without saving the information The user will be returned to the Notes screen 8 Program Admin users may delete notes by clicking on View Note 1S Detail Notes for Name ANNABELLE Status Active Stage CPE Ethics taining Program Emergence Health Network Cert No 05 2823 ertificate lo
21. S is populated from TKIDS The contact information is not editable in the EIS Registry It must be updated in TKIDS Contact Information Supervisor Information The EIS s supervisor was entered in the Add EIS page The EIS s supervisor may be changed on the EIS Detail page by choosing a different supervisor from the drop down menu Only staff who are identified as EIS Supervisors in TKIDS for that program will appear on the drop down menu The contact information for the EIS Supervisor is populated from TKIDS As with the EIS s contact 19 EIS Registry Manual August 30 2013 information the supervisor contact information is not editable in the EIS Registry It must be updated in TKIDS Supervisor Contact Information Name Diane Kazlow Work X Other FAX Email Save Once the information is correct on the EIS Detail page click the Save button Training for New ElSs Once a new EIS is added to the EIS Registry two training requirements are created for them Orientation and Final IPDP To review the EIS s Training Detail Page click the Training button on the left side of the screen Zoom Layout Skip to Content Accessibility Help Welcome User Name Rachel Moyer Trimyer 6Cil EIS Registry aces Tens somen aw topou aamin EIS Detail EIS Detail for Name Sarah Status Active Stage Orientation Program Training LifePath Systems Cert No Notes Action Last First Sarah MI Code of Ethic
22. a Supervisor amy I Program Select From List ix Stage Select From List EIS Last Name Like Action Select From List x Action Status Due E EIS Status Select From List iz Due Date From Due Date To Completed Date From Completed Date To Search Results Records Returned 9 C P E Action Due i Ethics Training a 8 18 2015 i CPE Ethics Active Ethics EIS Registry Manual August 30 2013 Example Actions Search Supervisor Select From List Ea Program Brighton Center Stage Select From List EIS Last Name Like Action C PE Action Status Due EIS Status Select From List Due Date From 8 15 2013 Due Date To 9 30 2013 Completed Date From Completed Date To H Search Results Records Returned 2 ieme T eoon same ai Penor petons owenne RS samoar Brighton PE ee Action 8121 2013 Victoria i Brighton i a ae ic Ei C P E Action Center Due Note Searching for Action Status Past Due may result in returning records for ElSs who really aren t past due The system may view them as past due because of how their historical data converted from the Access database To search for ElSs who are truly past due search by EIS Status Past Due and Action Status Past Due Also remember that ElSs who are past due for their Orientation and Final IPDP do not
23. c in the degree text box Enter the month and year that the EIS graduated mm yyyy Remember there is no need to include the slash Just enter the numbers Click the Save button The user will be returned to the EIS Detail screen The university s location will automatically populate on this screen Additional universities the EIS attended and degrees the EIS earned can be added by repeating steps 1 4 Add University Results Records Returned 1 sone aa an cation Dessau Dae University of North Texas Denton 05 2013 18 EIS Registry Manual August 30 2013 Edits 1 Clicking the Close button in the University Detail screen will close the screen The information will not be saved 2 The university name degree and graduation date can be edited by clicking in the select box next to the university Add University Results Records Returned 1 onc a art scan _ Dame canine University of North Texas ____ 7 Denton 05 2013 Save Delete Close The EIS Read Write user can then make edits to the university name degree and graduation date The edits are saved when the Save button is clicked The Program Read Write user and the Program Admin user can make edits as described previously or delete the entire entry by clicking on the Delete button The Delete button is not visible to the EIS Read Write user Contact Information Contact information for the EI
24. ctions Search page Actions Search Search Criteria Supervisor Select From List z Program Select From List _ 5 Stage Select From List 7 EIS Last Name Like Action Select From List a Action Status Select From List _ E EIS Status Select From List Ea Due Date From Due Date To Completed Date From Completed Date To EIS Registry Manual August 30 2013 Users can search for actions by Supervisor Program Stage Orientation Final IPDP CPE Ethics EIS last name the type of action the action status completed due or past due the ElS s status active inactive or past due or a combination of these criteria Users can also search by date parameters for due dates or completed dates or add date parameters to the other search criteria Users must press the Search button to start the search EIS Read Only and EIS Read Write users will only find themselves when they complete an action search If these users enter search criteria that do not apply to them the search will result in no records found EIS and Program users will only have the option to choose their program name and supervisors identified for their own program Note Supervisors can use the action feature to search for ElSs with upcoming due dates This will be helpful to them when determining when they need to verify the ElS s training records Example PSE Es Actions Search Search Criteri
25. e and by last name Users can also use a combination of search criteria Different levels of users will have different search results An EIS User Read Only or EIS User Read Write will only be able to search for himself herself Program level users will be able to search for all ElISs assigned to that program Program level users will also be able to search for groups of ElSs by searching by supervisor stage or status 23 EIS Registry Manual August 30 2013 Once the user selects the criteria he she must click on the Search button in order to start the search The search results will appear at the bottom of the page The Clear button will clear the previous search criteria 24 EIS Registry Manual August 30 2013 Chapter 6 Entering Training Who can complete this task e An EIS User Read Write access can enter his her own training information e A Program User Read Write access can enter training information for all ElSs at the program e A Program User Admin access can enter training information for all ElSs at the program Note An EIS Read Only and Program User Read Only will be able to view training information but will not be able to enter training information Adding Training Information 1 Search for the EIS using the search procedures discussed in Chapter 5 Once the user has found the EIS click on the EIS Detail link for that EIS Zoom Layout Skip to Content Accessibility Help Welcome ACh EIS Registry aaa is EIS search
26. e button to save the information that was added after the original document was saved 55 EIS Registry Manual August 30 2013 Edits EIS test Print EIS Signed 7 EIS Sign Date Supervisor Signed Supervisor Sign Date Program Director Signed Program Director Sign Date Update Close Clicking the Close button in the Code of Ethics Violation detail screen at any point before the record is saved will cause the screen to close The user will be returned to the Code of Ethics Violations page Information can be changed and or added after it is saved by opening the Code of Ethics violation entering the information and then clicking the Update button A Code of Ethics violation record cannot be deleted 56 EIS Registry Manual August 30 2013 Chapter 11 Security DARS ECI recognizes the importance of safeguarding confidential information Protection of data in the EIS Registry is essential and requires the cooperation of all EIS Registry users All ECI employees at the DARS ECI State Office and local programs have a responsibility for ensuring the security and privacy of this information This section of the manual provides an overview of the security of the EIS Registry application Following this overview are procedures that all EIS Registry users must follow in order to ensure the security of the application and data Security Features The EIS Registry application and its network environme
27. ent of the IFSP Any SST services provided while the EIS is on inactive or past due status will need to be removed from TKIDS and the program s billing system EISs Returning to Work from Inactive Status An EIS who is returning to work from inactive status must submit 10 hours of CPE for every year he she has been on inactive status ElSs may also need to submit 3 hours of ethics depending on due dates This CPE must be entered into the Training Detail screen as described in this chapter The EIS is not considered to have active status until the EIS is added as an active EIS for the program see Chapter 4 and the required training is entered If applicable users should also document why the CPE was late using the Note feature see Chapter 9 If the EIS has been inactive for more than 24 months he she will need to complete the Orientation to ECI and the IPDP activities as a new employee 36 EIS Registry Manual August 30 2013 Actions related to training As discussed in the Adding an EIS chapter Chapter 4 when an EIS is added to the EIS Registry the Registry creates two actions for the EIS the Orientation Action and the Final IPDP action Results Records Returned 2 Action Statement Action Due Date Action Complete Date Ori 8 29 2013 When the completions of these training requirements have been approved the action is considered complete Once the Final IPDP completion has been approved by the ECI State Of
28. fice the system will generate a new action for the CPE and Ethics training requirements Results Records Returned 4 Action Statement Action Due Date Action Complete Date j 10 27 2012 9 7 2012 A new CPE and Ethics training requirement is generated each time the previous CPE or Ethics action has been approved as completed Results Records Returned 8 Action Statement Action Due Date Action Complete Date 2 6 2008 1 15 2007 2 22 2011 12 22 2013 12 22 2012 12 5 2012 2 22 2013 EIS Registry Manual August 30 2013 Chapter 7 Actions Who can complete this task e An EIS Read Only and EIS Read Write can view their own actions e A Program User Read Only a Program User Read Write and a Program User Admin can view actions for all ElSs in the program Individual Actions 1 Search for EIS oom Layout ip to Content Accessibility Help Welcome U OCI EIS Registry rares esa to not aene Search Criteria Supervisor Select From List Program Select From List x Stage Select From List EIS Last Name Like Status Active Inactive Past Due All Search Clear Search Results Records Returned No records found 2 Click on the EIS Detail button for the EIS Results Records Returned 95 a aa S onome oean CPEIEthicsi Harris County Department of Education Active 11 12712010 arias CPEJEthics Spindletop Center Active
29. fied the training he she will click the Update button In addition to verifying the training the supervisor can also make edits to the training entries by using this same process Also a training record may be deleted by a Program Admin user by clicking the Select button and then clicking the Delete button The Delete button is only visible to the Program Admin user 12 Click the Close button to close the page after entering and saving the Ethics training information Clicking the Close button will take the user back to the main Training Detail page 13 The total number of hours saved on the Ethics detail page is added to the main Training Detail page Stephanie Powitzk Bd Stephanie Powitzk 14 The ECI State Office will approve the EIS s Ethics training on the main Training Detail page The approval will occur on the EIS s due date after the minimum required hours are entered 3 hours every two years Results Records Returned 4 Select Training Category Due Date Completion Date Total Hours Approved Approved Date rane Verified By Orientation 10 27 2012 9 7 2012 9 7 2012 Final IPDP 3 27 2013 _ 8 6 2013 8 6 2013 pemen Powitzky i i 8 6 2014 i i Stephanie Powitzk i 8 6 2015 i i Stephanie Powitzk 35 EIS Registry Manual August 30 2013 15 Once the ECI State Office approves the EIS s Ethics Training the Ethics training detail for that due date can
30. formation about system requirements internet access and login procedures for the EIS Registry application Chapter 3 Provides information about the overall organization of the EIS Registry Chapter 4 Provides information about how to add a new EIS to the EIS Registry Chapter 5 Provides information about how to search for ElSs in the EIS Registry Chapter 6 Provides information about how to add information for all of the required trainings Orientation IPDP CPE Ethics Chapter 7 Provides information about viewing individual actions and performing action searches Chapter 8 Provides information about viewing the EIS Certificate in the EIS Registry Chapter 9 Provides information about viewing and editing notes Chapter 10 Provides information about viewing and entering Code of Ethics violations Chapter 11 Provides information about the security features of the EIS Registry Appendix A Provides information about edit logical consistency and validation checks Appendix B Provides information about how to correct inaccurate data in the EIS Registry 2 EIS Registry Manual August 30 2013 How to Get Help The chapters and appendices in this manual provide valuable information and were developed to make it easier to use the EIS Registry The user should review it first to clarify issues that arise as the application is used for technical problems procedural questions or definitions Questions about security access the DARS
31. ion Adapted Physical Education Child Development Child Life Communication Disorders Early Childhood Early Childhood Education Family Studies Health Human Development Psychology Recreational Therapy Rehabilitation Counseling Services Sociology Social Work Special Education Other Supervisor Supervisor names are populated from TKIDS Every staff member who is identified as an EIS Supervisor in TKIDS for the program should appear on this list EIS Detail Screen e University Name Degree Awarded and Graduation Date are all required fields e The EIS s graduation date must be before the EIS s start date e Contact information for both the EIS Supervisor and the EIS must be kept current This information is updated in TKIDS Drop Down Menu Options University ID University names are listed in alphabetical order There are too many to list on this document Contact Stephanie Powitzky at stephanie powitzky dars state tx us if the ElS s university is not on the drop down menu 60 EIS Registry Manual August 30 2013 Training Detail Users are not allowed to enter a Completion date and or Approval Date for the Orientation and or Final IPDP that is before the EIS s start date in the EIS Registry Users are not allowed to enter a future date for the Completion date and or Approval date for the Orientation and or Final IPDP The Total Hours box is not applicable for the
32. ions for the EIS the Orientation Action and the Final IPDP action Actions Results Records Returned 2 Orientation Due Action Statement Action Due Date Action Complete Date 8 29 2013 When the completions of these training requirements have been approved the action is considered complete Once the Final IPDP completion has been approved by the ECI State Office the system will generate a new action for the CPE and Ethics training requirements Results Records Returned 4 Action Statement Action Due Date Action Complete Date Ori 10 27 2012 9 7 2012 8 6 2015 A new CPE and Ethics training requirement is generated each time the previous CPE or Ethics action has been approved as completed Results Records Returned 8 Action Statement Action Due Date Action Complete Date Orientation Due 2 6 2008 1 15 2007 12 15 2009 12 22 2011 12 22 2011 42 21 2011 42 21 2011 12 22 2013 EIS Registry Manual August 30 2013 Action Search The Action search feature is available from the ECI Registry main page which is the EIS Search ga EIS Search Search Criteria Supervisor Select From List Program Select From List Stage Select From List EIS Last Name Like Status Active Inactive PastDue All Search Clear Search Results Records Returned No records found Clicking on this button will take the user to the A
33. ionship Exploit position of trust Impairment Falsify documentation Refuse to provide services Reasonable efforts Report behavior EIS Search Drop Down Menu Options Supervisor Supervisor names are populated from TKIDS Every staff member who is identified as an EIS Supervisor in TKIDS for the program should appear on this list Program The user s program name will appear Stage Orientation Final IPDP CPE Ethics 61 EIS Registry Manual August 30 2013 Action Search Drop Down Menu Options Supervisor Supervisor names are populated from TKIDS Every staff member who is identified as an EIS Supervisor in TKIDS for the program should appear on this list Program The user s program name will appear Stage Orientation Final IPDP CPE Ethics Action Orientation Final IPDP Ethics CPE Action Status Completed Due Past Due EIS Status Active Inactive Past Due 62 EIS Registry Manual August 30 2013 Appendix B Web Based EIS Registry How to Fix Inaccurate Data Issue User can Fix in User can Fix in User can contact State Office for TKIDS Registry Fix Name is wrong or Program Director sends an email to misspelled the TKIDS mailbox to correct the name tkids dars state tx us Contact Stephanie Powitzky dars state tx us if the EIS needs a new certificate with the new correct name Incorrect gender Program Director sends an email t
34. is earned There is no need to save up trainings to enter them all at once right before the EIS s due date Results Records Returned 1 Training Name Complete Submit eae VANG Hours Meets Service Coord Training Date Date Complete Req Professional Ethics in 8 1 2012 862013 Susan Bart Add Ethics Training Detail Record Training Name Training Submit Date 8 6 2013 Training Complete Date Training Verified By Select From List x Training Hours Meets Service Coord Training Req Save Close Note If the EIS is the user entering the information the program might want the EIS to enter everything except for the Training Verified By information The ElS s supervisor would log in and verify the training at a later time 34 EIS Registry Manual August 30 2013 If the ElS s supervisor needs to verify the training he she would go to the EIS s training detail page click on the Ethics hyperlink and then select the training that needs to be verified Bb 6 30 2ZU Results Records Returned 2 Complete Training Verified Hours sia Service Coord pal eves Cultural Competency and 7167201 6 2013 8 6 2013 Select From List_ 7 150 Professional Ethics in ECI 8 1 2012 8 6 2013 Susan Bart Update Delete Close This will open the Ethics training record and allow for edits Once the supervisor has veri
35. istry EIS Registry User s Agreement When entering this system the user agrees to the following terms and conditions Information about consumers of DARS services is strictly confidential under federal and state laws and DARS policy Use of consumer information for purposes other than the provision of services is prohibited For additional information go to DARS Business Procedures Manual regarding Confidentiality and Use of Consumer Records and Information Any questions regarding appropriate use of consumer information or reports of observed abuse should be discussed with your supervisor Use of this system is subject to monitoring Abusers will be subject to disciplinary action and or criminal prosecution If you do not agree to abide by the above terms and conditions close Please enter your username and password User name Password Change Password Forgot your Password 3 Users log in by e Inthe User Name box entering his her current TKIDS user name login e Inthe Password box entering his her password and e Clicking on the Log On button NOTE If this is the first time the user has logged in using his her assigned TKIDS user name the user should NOT click on the Change Password link See below 4 After the first login with the assigned TKIDS user name the user must change his her password If the user has previously logged into TKIDS with his her assigned user name this step is not necessary The Change Passwo
36. ld be configured to start after no more than 15 minutes of inactivity All versions of the Windows operating system have the capability to configure password protected screen savers This functionality is set within the Display section of the Control Panel settings e Lock your computer at the operating system level In Windows machines press CTRL ALT DELETE and click Lock Computer The importance of this kind of protection depends on a number of factors including the location of the computer e g whether it is in a secure area and the length of time the computer is unattended Handling Terminated Employees Although organizations rarely expect an ex employee to behave maliciously a major source of unauthorized computer use is terminated employees In order to prevent possible misuse by ex employees DARS ECI requires Program Directors or their designees to enter the termination date for all terminated employees no later than the date that employment ends This includes all terminations regardless of the circumstances Also a security agreement form documenting the termination should be submitted to DARS ECI See the Security Agreement DARS 4100 for a copy of the security form and instructions for completing and submitting the form 58 EIS Registry Manual August 30 2013 Additional Safeguards DARS ECI uses a number of additional precautions to protect EIS s personal information and to store it securely Access to all informati
37. ly enter the completion date and then click save The EIS s supervisor would log in and click the approved box and enter the approval date at a later time 27 EIS Registry Manual August 30 2013 5 Click the Save button 6 Once the Orientation completion has been entered as approved and verified the system will move the EIS from the Orientation stage to the Final IPDP stage 7 Once the Orientation completion has been entered as approved and verified date entry information related to the Orientation cannot be changed Documentation of the EIS s completion of the Orientation must be kept at the program Note about Orientation Due Dates The due date for completing the Orientation is 30 days after the EIS has been entered into the EIS Registry This is a suggested date Missing this due date does not affect the EIS s status Entering Final IPDP Information Final IPDP information is entered for ElSs who are in the Final IPDP stage Results Records Returned 2 Select Training Category Due Date Due Date Completion Datei Total Hours jApprovad A pproved Date Training Verified A fo 8129 201 3 i Diane Kazlow 1 Click the Select box for the Final IPDP training row This will open the entry for data entry Results Records Returned 2 Select Training Category Due Date Completion pai Total Hours APES Approved Date Training Verified erei 8129 201 3 e Diane Kazl
38. not be changed 16 A row to enter the next Ethics training will be generated once the State Office approves the EIS s Ethics training Edits for CPE and Ethics e Clicking the Close button on the CPE or Ethics detail screens at any point before the record is saved will cause the screen to close The user will be returned to the Training Detail page e Before the State Office approves the training Program Level users can edit the training detail information by selecting the training This opens the training to be edited Also a training record may be deleted by a Program Admin user by clicking the Select button and then clicking the Delete button The Delete button is only visible to the Program Admin user Note about CPE Ethics Due Dates The EIS Registry application generates due dates for CPE Ethics CPE is due one year after the ElS s certificate date and every year after that Ethics training is due two years after the EIS s certificate date and every two years after that The EIS will lose his her active status as an EIS if the CPE Ethics due dates are missed According to rule An EIS on inactive or past due status may not perform activities requiring the EIS active status EIS active status is considered reinstated after the information is entered into the EIS Registry and is approved by DARS ECI This means the EIS while on past due status may not provide SST or serve as a team member for evaluations assessments or the developm
39. nt provide several different security features Three features of security are login control which controls access to the application and the data data access control which limits what users can do to the data once they have gained access and auditing which tracks data changes by users Login Control At the most basic level login control involves requiring a user id login and password to access the application Passwords should include a mix of alphabetic characters upper and lower case numeric characters and special characters See Login Instructions in Chapter 2 for further information on password requirements Programs must enter a termination date for all terminated ElSs in TKIDS The termination date for an EIS should be entered no later than the last day of employment Entering a termination date in TKIDS will change the EIS s status in the EIS Registry to inactive Controlling Level of Data Access The EIS Registry application allows five different levels of security for program staff which determine the extent of user access to data EIS Read Only EIS Read Write Program Read Only Program Read Write and Program Admin See User Authorization in Chapter 2 for more information Program directors determine the security level for users at the program level Program directors submit the request on a DARS 4100 ECI Security Agreement form to DARS ECI Users only view and edit data for the program to which they are assigned Audi
40. o the TKIDS mailbox to correct the gender tkids dars state tx us Supervisor is not Identify the staff listed on the drop person as an EIS down lists Supervisor in TKIDS Wrong supervisor Change the is assigned to the supervisor by EIS using the drop down menu on the EIS Detail page Contact information is not listed for the EIS or EIS Supervisor Enter the contact information for these staff in TKIDS EIS is not listed on the Add EIS drop down Assign the ElSa hire date for your program in TKIDS The university information is inaccurate wrong university wrong graduation date wrong degree etc Correct the information on the EIS Detail screen The EIS s major area of specialization is incorrect Contact Stephanie Powitzky dars state tx us with the correct information EIS is in the wrong stage First Make sure the required training information has been entered Second Contact Stephanie Powitzky dars state tx us if the training is waiting to be approved by the State Office OR if 63 EIS Registry Manual August 30 2013 the required information was entered and approved and the system did not move the EIS to the next stage EIS has the wrong status If Inactive and should be Active update TKIDS with the ElS s hire date for your program If Active and should be Inactive update TKIDS with the EIS s termination date
41. od intervention in order to enter the EIS Registry and become an EIS ElSs who have a major from the areas of specialization listed in step 5 do not need to enter their hours It has been established that these majors meet the minimum requirement of 18 hours of coursework related to early childhood intervention Major Specialization other Ly Add Courses New Major Area of Specialization for EIS Course Name Course Hours 0 Total Hours 0 Save Close Records Returned No records found Users should enter the course name and the course hours on this screen After the first course name and hours are entered click Save This will save the data entry and create a new text box to enter the next course name and hours 14 EIS Registry Manual August 30 2013 GUII EIS Registry Asats EIS Search actions Logout Admin Adding Course Info New Major Area of Specialization for EIS Course Name Course Hours 0 Total Hours 18 Results Records Returned 5 Once the total hours reach 18 the Done button will appear Clicking on Done will close the Adding Course Info screen and return the user to the Add EIS to Registry screen x4 3 hours of Child Development or Early Childhood Special Education Major Specialization other gt COE Sign Date 7 30 2013 Supervisor Select From List Results Records Returned 4 Po
42. on not just sensitive information is restricted Only a few employees who need the information to perform a specific job are granted access to personally identifiable information The server on which information is stored is kept in a secure environment DARS ECI also ensures that any printed material containing confidential information is kept in locked cabinets If an EIS has been inactive for five years his her paper folder is shredded DARS ECI employees understand their responsibility to protect confidential information All employees who have access to information collected about ElSs sign a Security Confidentiality Agreement In signing this agreement they agree to comply with all security and confidentiality provisions Although the information in the EIS Registry is confidential it is subject to the Open Records Act 59 EIS Registry Manual August 30 2013 Appendix A General Edit Logical Consistency and Validation Checks e All date fields must be valid calendar dates e Dropdown menus are alphabetized e Users will not be able to enter future dates Add EIS Screen e lf Other is chosen for the major area of specialization 18 hours of coursework must be entered e A future date cannot be entered for the Code of Ethics signed date e All fields on the Add EIS screen are required The Add button will not become active until all fields are completed Drop Down Menu Options Major Specializat
43. ord is added to the EIS Registry will cause the record to close The user will be returned to the Add EIS drop down menu Clicking the Close button in the Adding Course Info screen before clicking the Done button will cause the Course Info screen to close The user will be returned to the Add EIS to Registry page The course detail information will not be saved if the record is closed before the Done button is clicked Course information can be edited by clicking in the check box next to the entry This opens the entry for editing both the course name and the course hours Once the editing is completed the user should click the Save button Results Records Returned 5 Health Save Close EIS Registry Manual August 30 2013 EIS Detail Screen The user will now complete the data entry process for adding an EIS EIS Detail for Name Sarah Status Active Stage Orientation Program EIS Detail Training LifePath Systems Cert No Notes Action Last First Sarah MI Code of Ethics Violation Gender Female Major Specialization Rehabilitation Counseling Semices v COE Sign Date 7 15 2013 3 hours of Child Development or Early Childhood Special Education Education Contact Information Work X Other FAX Email Supervisor Contact Information Name Diane Kazlow J Work X Other FAX The top of the EIS Detail screen will contain the ElS s name
44. ow Save Close 2 Enter the completion date of the IPDP This is the date the program director signed the IPDP Completion Summary page 3 Click Save 28 EIS Registry Manual August 30 2013 4 The ECI State Office will finish the approval process for the Final IPDP by clicking the approval button and entering an approval date 5 Once the IPDP completion has been approved a certificate is generated for the EIS The EIS Registrar will mail the certificate to the EIS The EIS may view a copy of the certificate using the certificate link in the EIS Registry 6 Once the EIS s Final IPDP completion has been approved and verified the system will move the EIS from the Final IPDP stage to the CPE Ethics stage 7 Once the EIS s Final IPDP completion has been approved and verified the system will generate a row to enter training information for CPE and for Ethics Results Records Returned 4 Select Training Categor Due Date Completion Date Total Hours Approved Approved Date 1 Orientation 1072772012 9 7 2012 T EEE UE EEA S eee FinalIPDP 3 27 2013 8 6 2013 Bah ea Stephanie Powitzky _ CPE 8 6 2014 0 Stephanie Powitzk Ethics 8 6 2015 0 Stephanie Powitzk Y 8 Once the EIS s Final IPDP completion has been approved and verified the date entry information related to the Final IPDP cannot be changed Documentation of the EIS s completion of his her IPDP must be kept at the
45. quested for each training the EIS attended The requested information includes the training name the training submit date the date the information is entered the training completion date who verified the training and the number of hours for the training Additionally the user can indicate if this training meets the Service Coordinator training requirements This is not a required field This field was added to help ElSs who are also Service Coordinators keep track of their training requirements 3 Click Save Saving the record will create a table at the top of the page that lists the trainings that have been entered 30 EIS Registry Manual August 30 2013 Note The training information can be entered as it is earned There is no need to save up trainings to enter them all at once right before the ElS s due date Note If the EIS is the user entering the information the program might want the EIS to enter everything except for the Training Verified By information The EIS s supervisor would log in and verify the training at a later time C P E Training Due 9 28 2013 Results Records Returned 2 Training Name Complete Submit EE Ee Verified Hours Meets Service Coord Training training Name Date Date Complete Req Help with the 51812013 1612013 Karla Alambar uj 0 75 i MIW IFSP Module Add C P E Training Detail Record Training Name Training Submit Da
46. r Select From Lit 7 Program Select From List z Stage Select From List 7 EIS Last Name Like Status Active Inactive PastDue All search _ Clear Search Results Records Returned No records found 2 Click on the EIS Detail button for the EIS EIS Registry Manual August 30 2013 Results Records Returned 95 alee roe ala PEIEthics Harris County Department of Education CPEJEthics Spindletop Center Final IPDP Easter Seals Rehabilitation Center CPEJEthics Easter Seals Rehabilitation Center Active 10 4 8 1996 Any Baby Can Child and Family Resource i 06 i 3067 i 3y 1 012006 3 Click on the Code of Ethics Violation button Zoom Layout Skip to Content Accessibility Help Welcome User Name Rachel Moyer 6Cii EIS Registry sss s somen acson ot namin EIS Detail EIS Detail for Name Imelda Status Active Stage CPE Ethics Training Program Spindletop Center Cert No 09 3507 Certificate Last First melda MI Gender Female Notes Action Code of Ethics Violation d Major Specialization Other View Edit Course Detail COE Sign Date 10 5 2006 3 hours of Child Development or Early Childhood Special Education Add University Results Records Returned 1 Beaumont 4 This will open Code of Ethics Violation page 5 If the EIS has a documented Code of Ethics violation it
47. rd screen below will appear EIS Registry Manual August 30 2013 Change Your Password User Name Current Password New Password Please enter a password at least 7 characters long containing a number and one special character Confirm New Password Change Password A new password must be chosen that meets the following rules e Passwords must contain a minimum of 7 characters but no more than 16 Passwords are case sensitive Passwords must contain characters from each of the following classes English upper or lower case letters Example A B C Z a b C Z Westernized Arabic numbers Example 0 1 2 9 Non alphanumeric characters Example amp 5 To change the password the user does the following e Inthe New Password box enters a new password and in the Confirm New Password box reenters the new password and e Clicks on the Change Password button If the user decides not to change the password at this time the Cancel button should be selected ACH cis Registry Change Password Use the form below to change your password New passwords are required to be a minimum of 7 characters in length and contain at least one number and one special character User Name Current password New password Confirm new password Change Password Cancel 6 If the password is successfully changed the following message will appear EIS Registry Manual August 30 2013 Cif
48. reen opens a drop down list of new ElSs assigned to the program will appear From the drop down menu choose the EIS who needs to be added and click search Remember the EIS User Read Write access will only be able to add himself herself Program Users and Program Admins will only be able to add ElSs who are assigned to their programs in TKIDS If the new EIS s name does not appear on the drop down list he she will need to be added as an EIS for the program in TKIDs 3 Once the user chooses the EIS from the drop down menu and presses the Search button the Add EIS to Registry screen opens The EIS s first name last name MI if entered gender Program Name and start date will already be populated This information is not editable in the EIS Registry The start date that is populated for the EIS is the date the EIS is entered into the 12 EIS Registry Manual August 30 2013 EIS Registry This is the start date of the staff person as an EIS and not necessarily when the staff person started working at the program Zoom Layout Skip to Content Accessibility Help Welcome User C cls Registry Add EIS EIS Search Actions Logout Admin Last First Megan MI Gender F Start Date 7 30 2013 Program Name Any Baby Can Child and Family Resource Center L 3 hours of Child Development or Early Childhood Special Education Major Specialization Select From List z COE Sign Date 7 30 2013 Supervisor Select F
49. rom List 4 The user should verify the EIS has the required 3 semester hours in Child Development or Early Childhood Special Education and then check the checkbox ElSs cannot be entered into the EIS Registry unless this box is checked Documentation of how the EIS met this requirement should be kept at the program Starting 9 1 13 forty clock hours of continuing education in early childhood development or early childhood special education completed within five years prior to employment with ECI may substitute for the three hour semester course credit requirement in early childhood development or early childhood special education 5 The user should choose the ElS s major or area of specialization from the drop down menu The majors areas of specialization are as follows e Adapted Physical Education e Child Development e Child Life e Communication Disorders e Early Childhood Early Childhood Education e Family Studies e Health e Human Development e Psychology e Rehabilitation Counseling Services e Recreational Therapy 13 EIS Registry Manual August 30 2013 e Sociology e Social Work Special Education Other 6 If the user chooses Other from the drop down and clicks the mouse anywhere in the blue box a new button will appear Add Courses The user must enter the EIS s courses that relate to early childhood intervention The staff person must have a total of 18 hours of college course credit related to early childho
50. s Violation Gender Female Major Specialization Rehabilitation Counseling Senices 7 COE Sign Date 7 15 2013 3 hours of Child Development or Early Childhood Special Education Add University Results Records Returned 1 select University Name Graduation Date University of North Texas Denton 1 05 2013 20 EIS Registry Manual August 30 2013 Results Records Returned 2 Select Training Category Due Date Total Hours LADS Ae Training Verified By fll 812912013 iE Diane Kazlow The EIS Registry automatically enters a due date for the Orientation 30 days from the EIS s entry into the EIS Registry This is a suggested due date and it does not affect the EIS s status if it is missed However the EIS cannot receive a caseload or bill for services until the Orientation is complete Likewise the EIS Registry automatically enters a due date for the IPDP six months from the EIS s entry into the EIS Registry Again this is a suggested date and it does not affect the EIS s status if it is missed Actions for ElSs An action is created for each of the training requirements that were created when the new EIS was added To get to the action screen click on the action button on the left hand side of the page Zoom Layout Skip to Content Accessibility Help Welcome User Name Rachel Moyer Trimyer 5 c EIS Registry aces Tessere neson togou
51. s to the following terms and conditions Information about consumers of DARS services is strictly confidential under federal and state laws and DARS policy Use of consumer information for purposes other than the provision of services is prohibited For additional information go to DARS Business Procedures Manual regarding Confidentiality and Use of Consumer Records and Information Any questions regarding appropriate use of consumer information or reports of observed abuse should be discussed with your supervisor Use of this system is subject to monitoring Abusers will be subject to disciplinary action and or criminal prosecution If you do not agree to abide by the above terms and conditions close Please enter your username and password User name Password Change Password gt C Eorgot your Password Note Users should not allow their web browser to remember their passwords for the EIS Registry EIS Registry Manual August 30 2013 Chapter 3 Organization of the EIS Registry The EIS Registry main page is the EIS Search page and consists of the following four menu headings A 5 ACI Els Registry eeaeee Search Criteria Supervisor Select From List P3 Program Select From List x Stage Select From List EIS Last Name Like Status Active Inactive Past Due gt All Search Results Records Returned No records found Add EIS Allows users to add new
52. ser can type in the correct information or alter choices made from drop down lists and then save the changes Some saved data can be corrected by the EIS User the Program User and the Program Admin User Some data can only be edited by the ECI State Office Staff Information that is populated from TKIDS must be corrected in TKIDS It is not editable in the EIS Registry Training information is not editable once it is approved and verified by the ECI State Office Required Fields Most of the fields in the EIS Registry are required An error message will appear if a user tries to save a page that has required fields that are not completed EIS Registry Manual August 30 2013 EIS Stages ElSs are organized into three different stages depending on where they are with the completion of their required credentialing and training activities The EIS Registry application automatically moves the EIS from one stage to another when the required training is completed The stages are as follows e Orientation The staff person has been entered into the EIS Registry The EIS is working on completing his her Orientation to ECI e Final IPDP The EIS has completed the Orientation to ECI and is now working on completing his her other required training and credentialing activities e CPE Ethics The EIS has completed his her IPDP has the EIS certificate and is working on completing his her annual CPE and Ethics training requirements EIS Statu
53. ses In addition to the three stages ElSs are also organized by their status The EIS Registry application automatically moves the EIS from one status to another based on TKIDS information and training data entry The statuses are as follows e Active The EIS has a hire date for a program in TKIDS The EIS is actively working for a program e Inactive The EIS has a termination date in TKIDS The EIS can only be moved back to active status with a new hire date in TKIDS e Past Due The EIS has not entered a training completion date by his her deadline The EIS will move to active status when the training information is entered EIS Registry Manual August 30 2013 Chapter 4 Adding a New EIS Who can complete this task e An EIS User Read Write access can add himself herself e A Program User Read Write access can add a new EIS to his her own program e A Program User Admin access can add a new EIS to his her own program Add EIS to Registry 1 From the main page of the EIS Registry click on the Add EIS button Zoom Layout SkiptoContent Accessibility Help Welcome User Name Rachel Moyer Trii ACH Els Registry gt ERS Search Criteria Supervisor Select From List X Program Select From List X Stage Select From List 7 EIS Last Name Like Status Active gt Inactive gt Past Due All clear Search Results Records Returned No records found 2 After the Add EIS sc
54. te 8 6 2013 Training Complete Date Training Verified By Select From List y Training Hours Meets Service Coord Training Req Save Close If the EIS s supervisor needs to verify the training he she would go to the EIS s training detail page click on the CPE hyperlink and then select the training that needs to be verified C P E Training Due 9 28 2013 Results Records Returned 2 Complete Training Verified Hours ree oe Service Coord Ia J Help with the HELP 5 8 201 3 8 6 201 3 Karla Alambar 10 75 MIW IFSP Module 7 2 20 12 2013 876 201 13 Update Delete Close EIS Registry Manual August 30 2013 This will open the CPE record and allow for edits Once the supervisor has verified the training he she will click the Update button In addition to verifying the training the supervisor can also make edits to the training entries by using this same process Also a training record may be deleted by a Program Admin user by clicking the Select button and then clicking the Delete button The Delete button is only visible to the Program Admin user C P E Training Due 9 28 2013 Results Records Returned 2 Tanina Mame Complete Submit Sea ees Verified Hours Meets Service Coord Training training Name Date Date Complete Reg 51812013 81612013 Karla Alambar ie with the 7122013 8 6 2013 Karla Alambar 4 Click the Close button
55. tes Add Note iction ode of Ethics Tolaton Results Records Returned 3 Note Create Date Note Topic Note Created By 12 6 2010 Conversion 7 a Conversion View Note 11 18 2011 50 EIS Registry Manual August 30 2013 This will open the Note Detail screen Note Topic Id 4 Note Text Document Review Manually Overridden Note Created By 0 CreatedDttm 12 6 2010 2 44 07 PM CreatedLastName Conversion CreatedFirstName System UpdatedBy UpdatedDttm UpdatedLastName UpdatedFirstName l Delete an Close 9 To delete the note Program Admin users will need to click the Delete button This will delete the button and return the user to the Notes page 51 EIS Registry Manual August 30 2013 Chapter 10 Code of Ethics Incident Reports Who can complete this task e An EIS Read Only user and EIS Read Write user can view his her own Code of Ethics Incident Reports An EIS cannot edit the Code of Ethics Incident Report even with Read Write access e A Program User Read Write can view his her own Code of Ethics Incident Report but cannot view the reports of other ElSs e A Program Admin User can view the Code of Ethics Incident Reports and may develop new reports for all ElSs at the program EIS Code of Ethics Incident Report 1 Search for EIS oom Layout ip to Content Accessibility Help Welcome U QCii EIS Registry ves 5 sew nenons ot ti EIS Search Search Criteria Superviso
56. the EIS s status active inactive or past due the ElS s stage Orientation IPDP CPE Ethics the ElS s program name and the EIS s certificate number Typically ElSs who have just been added to the EIS Registry should be active in the Orientation stage and should not have a certificate number There are exceptions to this rule for EISs who already have a certificate and are transferring from one program to another program The information that was completed in the Add EIS to Registry screen is populated in the first section of this page The next step is to add the EIS s university information Click on the Add University button 17 EIS Registry Manual August 30 2013 Zoom Layout Skip to Content Accessibility Help Welcome User Name Rachel Moyer Trimyer ACI EIS Registry ss s somen a on Ain EIS Detail University Detail for Name Sarah Status Active Stage Orientation Training Notes Action Code of Ethics Violation Program LifePath Systems Cert No University Id Abilene Christian University i Degree Graduation Date mmlyyyy Adding the University Detail 1 Once the Add University button is clicked the University Detail screen will open Choose the EIS s university from the drop down menu The universities are in alphabetical order If the EIS s university is not on the list contact Stephanie Powitzky dars state tx us Enter the EIS s degree BA BS MA et
57. ting User Actions The EIS Registry provides a historical record of changes to the database These changes are recorded in most instances when data is entered updated or deleted The user date and time are also recorded 57 EIS Registry Manual August 30 2013 Security Procedures Required of EIS Registry Users The first level of data security is to prevent unauthorized users from accessing the database Adequate controls on data access start with the use of passwords and limiting the viewing of the data when an unattended computer is running the EIS Registry application The following policies and procedures have been developed in order to provide better security for the EIS Registry e Standards for password creation and use e Procedures for securing unattended computers e Procedures for handling terminated employees Password Creation and Use Passwords are the first line of defense against unauthorized entry into the EIS Registry application However passwords that are easily guessed provide no defense See Login Instructions in Chapter 2 for password requirements Securing Unattended Computers Unauthorized use of information can occur when the EIS Registry application is open on an unattended computer Programs should use one of the following methods to secure an unattended computer running the application e Log out of the EIS Registry application e Set up a password protected screen saver on your computer Screen savers shou
58. to close the page after entering and saving the CPE training information Clicking the Close button will take the user back to the main Training Detail page 5 The total number of hours saved on the CPE Detail page is added to the main Training Detail page CPE 9 28 2012 8 9 2012 133 8 9 2012 Karla Alambar 6 The ECI State Office will approve the ElS s CPE on the main Training Detail page The approval will occur on the ElS s due date after the minimum required hours are entered 10 32 EIS Registry Manual August 30 2013 Results Records Returned 4 Select Training Category Due Date Completion Dain Total Hours emi pproved Date eee Verified By Orientation 10 27 201 2 9 7 2012 i 9 7 201 2 8 6 2015 7 Once the ECI State Office approves the EIS s annual CPE the CPE training detail for that due date cannot be changed 8 A row to enter the next year s CPE training will be generated once the State Office approves the EIS s annual CPE 9 Entering Ethics training information is very similar to entering CPE training information Click on the Ethics hyperlink Words that are hyperlinked are blue and underlined This will take you to the Ethics Training detail screen Results Records Returned 4 Completion oid Total Hours ic Approved Date Training Verified By meree 10 27 2012 9 7 2012 9 7 2012 Supvid Epo i pa a e a R a E ee aa Final IPDP 3 27 2013 8
59. us information populated in the web based EIS Registry system They will be treated as new employees All ElSs will complete the Orientation to ECI when they are hired at a new program According to Rule ElSs who have been inactive for more than 24 months must complete the Orientation and IPDP activities as a new employee These ElSs will be issued a new certificate once their IPDPs are completed 22 EIS Registry Manual August 30 2013 Chapter 5 EIS Search Who can complete this task e An EIS User Read Only and EIS User Read Write can search for himself herself e A Program User Read Only a Program User Read Write and a Program User Admin can search for all ElSs in the program Note These users must be added to the EIS Registry in order for them to appear as a search result If they are not added in the EIS Registry the search results will be no records found EIS Search The first page or main page of the EIS Registry is the EIS Search page Users can move to the EIS Search page from any other screen in the EIS Registry by clicking on the EIS Search button at the top of the screen Search Criteria Supervisor Select From List x Program Select From List Stage Select From List EIS Last Name Like Status Active O Inactive PastDue All Search Clear Search Results Records Returned No records found Users can search for an EIS by Supervisor Program Status Stag
60. xtent of user access to data e An EIS who is granted EIS Read Only access can read his her EIS record but cannot insert edit or delete information in the database e An EIS who is granted EIS Read Write access can read and insert information to his her own EIS record e Users who are granted Program User Read Only access can read all EIS records at the program but cannot insert edit or delete information in the database e Users who are granted Program User Read Write access can read and insert information for all EIS records at that program e Users who are granted Program User Admin access can read and insert information for all EIS records at that program and have access to delete and edit selected information that is restricted to other program users Login Instructions 1 After submitting a completed DARS ECI Security Agreement users who have never had TKIDS access before will receive a user name login and temporary password from the DARS Help Desk Passwords are case sensitive so be sure to note whether letters are upper or lower case Users who already have a TKIDS user name and password will receive authorization to log in into the EIS Registry from DARS ECI 2 The web address for the EIS Registry is as follows https dmzweb dars state tx us prd eisregistry Upon clicking the link above the following Login screen will appear EIS jpe Manual are ust 30 2013 Zoom Layout Skip to Content Accessibility Help m ECI Eis Reg

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