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Broward ASQ Online User Guide - Early Learning Coalition of

1. Click the Save Changes button at the bottom of the page NOTE If you choose to receive both an email and text message alert you don t have to receive them both at the same time You can customize the day and time you wish to receive each one NOTE If you have selected to be alerted via text message you must have a mobile phone number saved in your profile 4 2 Managing Program Users The ASQ Enterprise program comes with three predefined roles Program Administrator your role Provider and Reviewer You can assign one or all of these roles to each user in your account The designated Program Administrator has the most powerful role 1 Set screening preferences 2 Create program users 3 Create and edit Child Profiles 15 Assign Child Profiles to Providers Create and manage program documents and packets Run program reports Create your Family Access web page DEOrOV qe The Provider role is designed for users such as professionals employees or contractors of your organization who work directly with children e g teachers and therapists Can create and edit Child Profiles Enter child screening data Schedule tasks Generate and download documents and groups of documents Run child reports pus ee t The Reviewer role is designed for users such as program directors and school superintendents who need to review aggregate reports on children s progress 1 Reviewers have the ability to generate reports 2 C
2. DishNet 877 678 8767 HughesNet Gen4 877 207 3761 Access High Speed Internet 877 882 1448 Hostnet Broadband One 954 739 4496 CenturyLink Business 866 668 8393 Satellite Country 800 570 6571 Satellite Star Internet Hughes Net 877 786 8409 World Communications Center Inc 480 857 6656 All Bundles 877 578 2154 TIME WARNER CABLE 877 495 6635 Comcast XFINITY 877 495 6637 The Word to the Word Organization 708 748 7700 Attachment 13 Attachment 14 List of Computer Services Companies The following is a list of companies that offer everything from Cable installation to remotely logging in to your PC to fix any issues and onsite repair A Plus Computer Medics http www apluscomputermedics com 2900 Griffin Road Suite 1 Dania Florida 33312 800 864 9976 954 583 5414 ARK Solvers Inc http www arksolvers com 1835 E Hallandale Beach Blvd Suite 701 Fort Lauderdale FL 33309 866 492 2085 Axis Network Cabling 3811 SW 47th Avenue 621 Davie Florida 33314 954 871 0113 CompGuy USA http compguyusa com index html 4300 N University Drive Building F Suite 101 Lauderhill FL 33351 954 495 4154 Computer Remedy Man http www computerremedyman com 100 N Andrews Ave Fort Lauderdale FL 33301 954 684 0203 Fast Teks http www fastteks com northbrowardcounty 265 S Federal Hwy Deerfield Beach FL 33441 954 942 8710 954 946 5452 Geeks on
3. Monitoring Periodic developmental screening of young children My Alerts A section of a Program Administrator or Provider profile in which a user can set up personal alert messages regarding various ASQ Online functions which can be sent via text message or email Packets A group of documents that can be organized and printed together to mail to the caregiver for screening and follow up actions Program Administrator ASQ Enterprise The ASQ Online user role assigned to the child care facility owner or designee who is responsible for managing an individual program within an ASQ Enterprise account Provider The ASQ Online user role assigned to a teacher who is responsible for managing the screening and referral of children to which they are assigned Referral The outcome when a child s score on a screening measure such as ASQ 3 or ASQ SE or when parent s guardian s concerns indicate that a follow up to a community agency for further assessment is warranted Screening A brief procedure to determine whether a child requires further and more comprehensive assessment ASQ screenings consist of brief questionnaires that caregivers complete for a child A screening will be marked as Complete in a child s online profile only once all questionnaire responses have been entered and the Provider has finalized the screening Until then Providers can select Save in Progress and the screening will be saved as Incomplete in the child s prof
4. button ROD 3 2 2 My Notes This section allows you to enter and store notes that no one else in the system can access To add a note 1 Select My Profile from the top navigation menu 2 Click on the Add tab to the right of the My Notes tab 3 Fill out the following a Enter in the Subject of the note b Select the Note type from the drop down menu Your choices are Reminder Contact Information Goal Procedures and Other c Enter the text of the note in the Description text box 4 Click Save 3 2 3 My Files This section allows you to enter and store up to 10 files no larger than 5MB each that no one else in the system can access To add a file 1 Select My Profile from the top navigation menu 2 Scroll down to the My Files section and click the Add tab OR Select the Aad File Quick Link Click the Browse button to locate the file you wish to upload on your computer Enter in an optional description of the file Click Save ROD You can also download any of your personal files to your computer through the My Files section For instance if you uploaded a file and are working on a separate computer 12 you may wish to download the file so that you can save it to your current computer To download a file 1 Select My Profile from the top navigation menu 2 Scroll down to the My Files section and click the Download link to the
5. 3 3 1 Task Reminders Task reminders alert you to when a task is due You can choose to have the reminder sent to you via text email or both When setting a task reminder you choose the task as well as when you would like to receive the alert You may add as many different combinations of task reminders as you would like 13 To set a task reminder alert Select My Profile from the top navigation menu Select the My Alerts Quick Link The first section on the My Alerts page is Task Reminders Under this section you will see three drop down menus 4 In the first drop down menu select whether you would like to receive your alert via Text Email or Text And Email 5 The second drop down menu lists all of the tasks in your program including any custom tasks you have created Select which upcoming task you would like to be reminded of 6 The third drop down menu allows you to select when you would like to receive the message in relation to the task Your options are 1 week before 2 days before 1 day before and On the day of 7 Click the Add button 8 Ensure that you will receive this message by selecting On from the Status drop down menu You can turn a task reminder off at any time from the Status drop down menu 9 Once this task reminder has been added click the Save Changes button at the bottom of the page pq NOTE If you have selected to be alerted via text message
6. is a registered trademark and ASQ 3 and related logos are trademarks of Paul H Brookes Publishing Co Inc Copyright 2010 Paul H Brookes Publishing Co All rights reserved Step 1 Manage all facets of the ASQ Online program Create early childhood program s ASQ Online program Assign Program Administrators and Program Users Overview of the Program Administrator Role Step 2 Setting screening preferences Has ability to view all screenings entered Generate reports based on screenings Step 3 Ability to create tasks for himself herself and other Program Users Create and organize documents and other materials your program users for screening follow ups and referrals Step 4 Design the Family Access page Accept or reject screenings sent to your program through Family Access Step 5 Accept or reject screening sent to your program through Family Access Assign screenings to other program users Providers EARLY LEARNING COALITION of Broward County Inc Education begins at birth Part Il Broward Provider Teacher 6301 NW 5 Way Suite 3400 Fort Lauderdale FL 33309 954 377 2188 Fax 954 377 2192 www elcbroward org EARLY LEARNING COALITION of Broward County Inc Education begins at birth Broward Provider Teacher ASQ Online User Manual The Brookes Publishing Company Provider User Manual for the ASQ Online
7. s development in one of three ways Child s Development appears to be on schedule Provide learning activities and monitor as child s score is close to the cutoff Further assessment with a professional may be needed as the child s score is below the cutoff WHITE AREA RESCREEN ANNUALLY Provider uses Intervention Activities included in ASQ Online System to develop lesson plans to meet the specific needs of each child and gives a copy of the Intervention Activities to the parent so he she can work with the child at home GRAY AREA BLACK AREA One or more black areas MONITOR REFER For Evaluation to FDLRS Child Find Provider uses Inter tion Provider uses Intervention Activities included in ASQ Online Activities included in ASQ Online System to develop lesson plans to System to develop lesson plans to meet the specific needs of each child meet the specific needs of each child and gives a copy of the Intervention Activities to the parent so he she work wi i the child at home and gives a copy of the Interventio Activities to the parent so he she can work with the child at home RESCREEN can rescreen as needed ae Send Referral along with copies of the Information Summary for ASQ 3 and ASQ SE FAX the FDLRS CHILD FIND Referral Form to 754 321 7217 to make a referral Attachment 5 ASQ 3 ACTION STEPS BASED ON THE SCREENING RESULTS Review the Information Summary Shee
8. screening task Selecting the Screening Tasks Completed Quick Link on the Screening Management page will take you to a list of all screening tasks that have been completed You can search for completed screening tasks by the returned date the date the materials were sent the due date the child s date of birth DOB the child s name child ID Alt ID the Provider in charge of this task and the questionnaire The Screening Tasks Completed list includes the returned date the date the materials were sent to the caregiver the due date of the task the child s date of birth DOB the responsible Provider and the questionnaire You can click the Edit link to make any changes to this screening task To view the Information Summary Sheet for the screening and the screening in its entirety click the View Summary link next to the questionnaire 9 4 Tasks Tasks refer to any non screening action that you can schedule ASQ Online provides you with system tasks and you also have the ability to create custom tasks to fit the needs of your program 29 The following task types are provided by ASQ Online Intro to Physician Follow up Caregiver Concern Follow up Caregiver No Concern Follow up Physician Concern Follow up Physician No Concern Meeting Team Meeting Caregiver Referral Phone Call Email If you have created any custom tasks they will appear at the bottom of the list of task types when adding
9. the status whether or not this screening came in through Family Access the screening date the name of the Provider who entered the screening the name of the caregiver who completed the screening and whether this screening was marked Concern You can use this page to quickly and easily locate children and their screenings assign any pending Family Access screenings to a Provider view the questionnaire in its entirety and print the Information Summary Sheet for a child The following information has been specifically written according to the protocol which Broward early childhood Providers will follow Child Screenings The Provider is responsible for managing the screening of children to whom he she is assigned Main responsibilities include entering screening results for the children to whom the Provider is assigned and making decisions regarding future screenings follow up and referrals Section 6 Child Screenings Provider User Manual pages 34 45 for information about these tasks and others e g deleting a screen Timeframes The Provider must follow the time frames for ASQ Screenings set by Florida legislation 6M 4 720 Screening of Children in the School Readiness Program Newly Enrolled Child The Provider or the Program Administrator with the caregiver complete an ASQ 3 and an ASQ SE screen online for each newly enrolled child whose family receives school readiness assistance BEST PRACTICE FOR BR
10. you must have a mobile phone number saved in your profile 3 3 3 Family Access Alerts Family Access alerts allow you to pick a day time and frequency that you would like to receive an alert that a screening has been submitted via Family Access to be approved or rejected You can choose to receive this alert via text message email or both Family Access alerts will not alert you each time a screening has been submitted but will simply alert you of any screenings that have been submitted according to the specified time frame you have selected For example if you select that you would like to receive a text message each day at 10AM you will only receive that message once at 10AM daily The message will let you know how many screenings have been submitted for you to approve or reject up to that time Say that 50 screenings have been submitted You will not receive 50 alerts you will receive one alert message informing you that 100 screenings have been submitted To set Family Access alerts Select My Profile from the top navigation menu Select the My Alerts Quick Link Scroll down to the Family Access Alerts section of the My Alerts page The Family Access Alerts section has 3 columns Alert Time and Status AUN 14 You have the option to set a text message alert and an email alert 5 To set a text message alert a d e Under the Alert column select the frequency with whi
11. Find Parent Feedback Letter Monitoring ASQ 3 English ASQ 3 Parent Conference Sheet English Intervention Activities ASQ 3 Rescreening Packet Parent Questionnaire Cover Letter ASQ 3 English Questionnaire ASQ SE Welcome and Initial Screening Packet Parent Welcome Letter ASQ SE English Parent Questionnaire Cover Letter ASQ SE English ASQ SE Typical Follow up Packet Parent Feedback Letter Typical ASQ 3 English Intervention Activities ASQ SE Monitoring Packet Parent Feedback Letter Monitoring ASQ 3 English Intervention Activities ASQ SE Follow up Packet for Family of Child Referred to FDLRS Child Find Parent Feedback Letter Monitoring ASQ 3 English Intervention Activities ASQ SE Rescreening Packet Parent Questionnaire Cover Letter ASQ 3 English Questionnaire Best Practice for the Development of Packets It is recommended that the Program Administrator creates a packet of documents for each developmental screening questionnaire and saves them in the Online System Providers will not have to develop these packets These packets will be available to the Provider teacher to give to a caregiver once the screening results have been interpreted 9 5 3 1 Creating Packets To create a packet you will name the packet and add the documents You can search for available documents to add to the packet by document name questionnaire type category Screenin
12. Medical Diagnosis U Y LYN What Add if known Comments BOXES BELOW FOR OFFICE USE ONLY FOR FDLRS CHILD FIND USE ONLY FOR CDTC USE ONLY PART C STATUS FDLRS Date of Referral Part C Eligible Oy LIN Date Home School Service Coordinator Screening Appointment Initial IFSP Transition IFSP Mtg Fax This Completed Form with ASQ 3 and ASQ SE Summary Sheets To FDLRS Child Find 754 321 7217 Phone 754 321 7200 Attachment 9 Customized Provider Packets The Early Learning Coalition has developed packets to meet some of the Provider s needs These packets can be customized with the Provider s logo and saved They are found under Program Packets and are recommended for use Go to Screening Management on the Top Navigation Menu Click View Print Packets in the Quick Links section Look under Program Packets for the customized packets e ASQ 3 Welcome and Initial Screening Packet Parent Welcome Letter ASQ 3 English Parent Questionnaire Cover Letter ASQ 3 English What is ASQ 3 English ASQ 3 English Questionnaire e ASQ 3 Typical Follow up Packet Parent Feedback Letter Typical ASQ 3 English ASQ 3 Parent Conference Sheet English Intervention Activities ASQ 3 Monitoring Packet Parent Feedback Letter Monitoring ASQ 3 English ASQ 3 Parent Conference Sheet English Intervention Activities ASQ 3 Follow up Packet for F
13. Quick Link you will see three drop down menus In the first drop down menu select whether you would like to receive your alert via Text Email or Text And Email The second drop down menu lists all of the tasks in your program including any custom tasks you have created Select which upcoming task you would like to be reminded of The third drop down menu allows you to select when you would like to receive the message in relation to the task Your options are 1 week before 2 days before 1 day before and On the day of Click the Add button Ensure that you will receive this message by selecting On from the Status drop down menu You can turn a task reminder off at any time from the Status Once this task reminder has been added click the Save Changes button at the bottom of the page NOTE If you have selected to be alerted via text message you must have a mobile phone number saved in your profile 3 3 2 Screening Alerts Screening alerts let you know each time a screening has been finalized You can choose to have these alerts sent to you via email text message or both To set a screening alert RON O C1 Select My Profile from the top navigation menu Select the My Alerts Quick Link Scroll down to the Screening Alerts section of the My Alerts page You will see two options a Text me each time finaliz
14. System is designed to help the Provider Teacher navigate ASQ Online and successfully perform all of its functions as a Provider The manual contains basic information on how to enter child records enter screenings schedule tasks and print materials for the screening management of the Provider s children and generate reports The Broward Provider Teacher ASQ Online User Manual has been written to complement the Brookes Publishing Company Provider User Manual The Broward Manual has been organized to give the Broward Provider e anunderstanding of the role of the Early Learning Coalition of Broward County Inc ELC in the ASQ Online System e a visual presentation of the key steps in the screening management process a visual presentation of the role of the Provider Teacher a Protocol to follow for the use of the ASQ Online System information on interpreting scores on the screens the Referral process to Child Find Best Practices for Broward Providers A Summary of Each Section of the Provider User Manual Sample packets to share with parents guardians regarding screenings and follow up tasks What is ASQ Online Screen Share Follow up Results naires is a registered trademark and ASQ 3 and related logos are trademarks of Paul H Brookes Publishing Co Inc Copyright 2010 Paul H Brookes Publishing Co All rights reserved Step 1 Make sure that each child has a Child Profile in the ASQ Onlin
15. The documents list includes the name description of the document for program documents only the questionnaire type associated with the document if applicable the category Screening Follow up or Other and the document type System or Program Each document will also include a Download link so that you can generate the document as a PDF file and print it or save it to your computer Any documents that contain dynamic content will have a Download Preview link to the right of the document Clicking this will allow you to see what the document will look like when it is generated with child caregiver or program information within a packet by using fake data as an example Section 9 6 2 1 Dynamic Content Program Administrator User Manual To access the View Print Documents page 1 Select Screening Management from the top navigation menu 2 Select the View Print Documents Quick Link 9 6 2 Creating Documents As Program Administrator you have the ability to create documents that are specific to your program Once you have created a program document all users in your program will be able to view and download the document To create a program document 1 Select Screening Management from the top navigation menu 2 Select the Create Document Quick Link 3 Enter the title of your document in the Name field 4 Enter an optional description of this document in the Description field 5 Select the document categor
16. a child is to enter the child s last name or the birth date in the to and from spaces The following section has been written specifically for Broward early childhood providers 5 1 Adding a Child Profile Adding a Child Profile for a Newly Enrolled child A Child Profile must be added for every newly enrolled child is the Provider s role so that screening data can be entered into the ASQ Online System Any child profile that the Provider enters will automatically be assigned to him her To add a new Child Profile to ASQ Online 1 Click the Add tab to the right of the Child Profiles tab on your Home page OR 1 Select the Child Profiles link from the top navigation menu 2 Select the Add Child Profile Quick Link 3 You will be directed to the Add Child Profile page Fill out all required fields indicated by an asterisk and any additional fields 4 Click Save NOTE If any required information was not entered or if any information was not entered correctly an error message will occur If an error message appears make the specified corrections and then click Save 5 9 1 Adding a New Caregiver The second step to adding a Child Profile is that the Provider will need to Add a Caregiver to each newly enrolled child Section 5 9 1 Adding a New Caregiver Provider User Manual pages 24 25 e The caregiver must be identified in order to add a child profile e The caregiver is the p
17. as a Provider Program packets can include any system documents as well as any program documents created by the Program Administrator Once a program packet is created it will appear in the Program Packets section on the View Print Packets page From there you can view the packet generate the packet and view a list of children for whom the packet has been generated 7 5 4 My Packets As a Provider you can create customized packets to generate and download for the children to whom you are assigned Personal packets can include system documents program documents and any personal documents that you have created From there you can view the packet generate the packet edit or delete the packet and view a list of children for whom the packet has been generated The Early Learning Coalition has developed packets to meet some of the Provider s needs These packets can be customized with the Provider s logo and saved The Program Administrator should create these packets which will be found under Program Packets and are recommended for use To create a program packet 1 Select Screening Management from the top navigation menu 2 Select the Create Packet Quick Link 3 Enter a name for the packet in the Packet name field 4 Select the documents to add to the packet from the Available Documents section e ASQ 3 Welcome and Initial Screening Packet Parent Welcome Letter ASQ 3 English What is ASQ 3 English Par
18. can add this document to any personal packet that you have created 8 Family Access Family Access is an online questionnaire completion system which allows programs to create websites where they can direct caregivers to complete screenings for their children online Once accepted by you the screens that were entered via Family Access automatically become part of your program screens There is no additional data entry necessary to enter screening results Packets and Documents can be sent to the caregiver via this website as well using the Shared Family Access page Section 8 73 Using the Shared Family Access Page Provider User Manual page 77 Section 8 Provider User Manual for details regarding Family Access 9 Reports Not only does ASQ Online have powerful features that make it easy to record score and track ASQ screenings it also enables users to quickly generate reports for individual children individual programs and or groups of children across multiple programs As a Provider there are a handful of reports that you can generate pulling together aggregate data from one or all of the children assigned to you The following reports are available to you within the Reports page e Screening Tasks Status by Date UPDATED formerly Screening Responses Report e Screening Status Summary UPDATED formerly ASQ 3 amp ASQ SE Screenings Completed by Child Reports e ASQ 3 amp ASQ SE Screening Scores UPDA
19. caregivers enter The Family Access landing page includes the following information program logo program address information welcome message ASQ 3 or ASQ SE questionnaire information summary consent paragraph and optional footer logos 10 2 A Caregiver s View of a Family Access Landing Page When a caregiver visits a Family Access landing page he or she is first asked to enter his or her child s birth date and weeks premature Once this information is entered Family Access will generate the correct screening interval for the child and instruct the caregiver to print out a blank copy of the questionnaire to fill out with the child over the next week It will also instruct the caregiver to return to the Family Access landing page to enter the information collected on the questionnaire for the child When the caregiver selects the link to enter their child s screening information they are instructed to enter the child s demographic information and their own demographic information as well as their relationship to the child The caregiver then enters the screening results and any notes that he or she may have recorded on the printed questionnaire into the online questionnaire When finished the caregiver clicks Submit and is directed to a Thank You page Sections 10 3 10 6 3 Setting up Family Access Program Administrator User Manual 10 8 Accepting Rejecting Screenings Submitted via Family Access Once a caregiver
20. connection provider Often called ISP Internet Service Provider these are usually phone or cable companies that charge you 20 to 80 a month for internet access 2 Computer or mobile device with internet connection PC or Macintosh is fine as is an Apple or Android tablet 3 Internet browser software The most popular browsers are Chrome by Google Internet Explorer by Microsoft and Safari by Apple Other browser choices include Firefox AOL and Opera 4 Anti virus software Symantec or MacAfee are common choices Also many free alternatives on the internet These will help to prevent a virus or scan and remove viruses if your computer becomes infected 5 Email software You can choose from Gmail Outlook com Outlook 2013 or less common email software s like Eudora or GroupWise Some of these email services are based online while others require you to install them directly onto your computer 6 Plug In software This is a big topic in its own right but here are the most common you will need Java Adobe Flash Player Windows Media Player and Apple Quick Time For the most part these plug in products will prompt you automatically to install when you need them 7 Optional headset with microphone stereo speakers and webcam These hardware devices will allow you to hear game sounds do internet telephoning and video conferencing 8 Optional Anti Spam software 9 Optional graphic software so you can edit pictur
21. link next to any screening task due will allow you to make any changes to the screening task To create a packet of screening materials to be mailed to the caregiver click the link at the top of the page which states To create a packet to mail out materials for screenings due click here to go to the View Print Packets page NOTE The Screenings Due section is only a list of screening tasks that are due In order to complete the task you will have to go to the View Print Packets page and generate the materials associated with this task 7 3 Screenings On the left hand side of the page you ll notice that the Quick Links are split up into four categories Screenings Tasks Packets and Documents 58 The Screenings Quick Links assist you in scheduling screening tasks and keeping track of the status of screening tasks 7 3 1 Schedule a Screening To schedule a screening task for a child Select Screening Management from the top navigation menu Select the Schedule Screening Quick Link Fill in the following information items marked with an asterisk are Click Save ppp elt haem This screening task will appear in the Screenings Due section Section 7 3 1 Schedule a Screening Provider User Manual page 50 7 3 2 Screenings Due Screenings Due refers to screening tasks that have been scheduled but the materials have not yet been sent to the caregiver for completion You ll notice a number next to th
22. mental Refer for Mental health evaluation Do Not Refer i Health Evaluation 4 Rescreen as needed 5 Provider uses Intervention Activities included in ASQ Online System to develop lesson plans to meet Send Referral along with copies the specific needs of each child and gives a copy of of the Information Summary for the Intervention Activities to the parent so he she ASQ 3 and ASQ SE can work with the child at home FAX the FDLRS CHILD FIND Referral Form to 754 321 7217 to make a referral Attachment 7 ASQ SE ACTION STEPS BASED ON THE SCREENING RESULTS Review the Information Summary Sheet to interpret the results Then use this information to guide your NEXT STEPS BELOW CUTOFF SCORE If the child s scores fall below the Cutoff Score the child s development appears to be on schedule 1 Schedule an annual rescreen based on the first day of the month of the child s birthday the following year 2 Provider schedules a conference with the parent to share the results of the Information Summary sheet for the ASQ SE Provider prints two copies of the Information Summary sheet One copy is given to the parent at the conference Seta Task 3 Other copy of the Information Summary sheet s for the ASQ SE is placed in the child s file and used to individualize curriculum for this child 4 Provider prints two copies of the Intervention Activities One copy is given to the parent at the c
23. merge those profiles together to create one Child Profile without losing the data from either profile To merge Child Profiles 1 2 3 4 5 6 7 Select Child Profiles from the top navigation menu Select the name of a Child Profile you wish to merge Next to Child Profile Details click the Merge tab You will be taken to a list of Child Profiles within your program This page lists the child s name DOB Child ID and Alt ID The page will prompt you to select a target Child Profile for the merge Any Child Profiles that share the same birth date or name with the profile you are trying to merge will be in boldface Select the button next to the Child Profile you would like to merge Click the Merge Child Profiles button at the bottom of the page Please note that when merging 2 profiles the Child Profile that you are merging into is the data that will prevail If the merging profile has separate demographic data than the profile being merged into the demographic data will be overwritten The Provider has the ability to enter the screening information and make decisions regarding any follow up and referral processes once the child has a profile 50 6 Child Screenings The Screenings page can be accessed via your Home page or the Screening Management page The Screenings page provides you with a complete list of all screenings in your program and lists the child s name the questionnaire the interval
24. submits a screening via Family Access the Program Administrator can choose to accept or reject the screening with several options 37 Your accept reject options are Accept and attach to an existing child profile Accept as a new child profile and assign to provider Accept as a new child profile without assigning a provider Reject entirely Reject entirely and notify caregiver via email To view all screenings that have come in through Family Access and begin the accepting rejecting process 1 Select Family Access from the top navigation menu 2 Click the link that says You have family access screenings to approve or reject You will be taken to a list of all screenings that have come in through Family Access Each child has their own drop down box that includes their name the caregiver the questionnaire the screened date and the completed date If you click the Preview link you can view the demographic data as well as the number of items that were answered for each area Click the arrow icon to the left of the child s name to bring up the accept reject options 10 8 1 Accept Reject Options If you choose Accept and attach to an existing child profile a text box will appear prompting you to start typing a child s name to search Begin to type the child s name You ll see a drop down menu of suggestions for the child you are looking for Select the child and click the Process button This screening will b
25. tasks import and export data and set your screening preferences e Child Profiles Manage all Child Profiles within your program assign users to children and view individual screenings e Screening Management Schedule screening tasks and non screening tasks generate and print screening and follow up materials create your own program specific documents and groups of documents and keep track of the status of scheduled tasks for all children in your program e Reports Generate program specific reports e Family Access Create and manage your Family Access web page used for online questionnaire completion and accept or reject screens that have been submitted to you through Family Access Quick Links On the left side of each ASQ Online web page you will find the Quick Links The list of Quick Links provided is specific to the web page you are currently viewing Quick Links are designed to help you complete various tasks within the different pages of the site The Help Quick Link will always appear as the last Quick Link no matter what page of ASQ Online you are viewing The Help page provides up to date information on ASQ Online including FAQs Tutorials User Manuals contact information and other online help documentation Part 1 Setting Up Your Program Part of this manual is designed to help you set up your program for use If you are a new ASQ Online user you will want to pay special attention to the instructions that f
26. that makes it easier for ASQ users to manage and track child data 1 2 About this User Manual Within this manual you will find basic information on how to enter child records enter screenings schedule tasks and print materials for the screening management of your children and generate reports Navigating ASQ Online is set up so that you can easily navigate through the system using the top navigation menu and the Quick Links ASQ Online for Providers When you are logged in to ASQ Online as a Provider the different pages of the site are specifically designed for the Provider role Program It is within the Program page of ASQ Online that you can view your program details and a list of all users within your program Managing Child Profiles The Child Profiles page contains a list of all Child Profiles that you have added to the system or that have been assigned to you Each child has their own individual Child Profile page A child s profile page includes the child s profile details the child s screenings the child s tasks notes pertaining to the child the child s caregivers a list of the child s Providers and Reviewers and if applicable the child s transfer history As a Provider you can create Child and Caregiver Profiles enter screening results and add tasks and notes for the child Attachment 3 Child Screens As a Provider you have the ability to enter screening results for the children to whom you a
27. the ASQ Online System is designed to help the Program Administrator Owner or Designee navigate ASQ Online and successfully perform all of its functions as a Program Administrator The manual contains basic information on how to manage all facets of the ASQ Online program assign Program Administrators and Program Users Setting Screening Preferences view all screenings generate reports based on the screenings create tasks for himself herself and other Program Users create and organize documents and other materials your program uses for screening follow ups and referrals design the Family Access page The Broward Program Administrator Owner or Designee ASQ Online User Manual has been written to complement the Brookes Publishing Company Program Administrator User Manual The Broward Manual has been organized to give the Broward Provider e anunderstanding of the role of the Early Learning Coalition of Broward County Inc ELC in the ASQ Online System e a visual presentation of the key steps in the screening management process e a visual presentation of the role of the Program Administrator Owner or Designee a Protocol to follow for the use of the ASQ Online System the Referral process to FDLRS Child Find A Summary of Each Section of the Provider User Manual Sample packets to share with parents guardians regarding screenings and follow up tasks What is ASQ Online Screen Share Follow up Results naires
28. will allow you to make any changes to the screening task To create a packet of screening materials to be mailed to the caregiver click the link at the top of the page To create a packet to mail out materials for screenings due click here to go to the View Print Packets page NOTE The Screenings Due section is only a list of screening tasks that are due In order to complete the task you will have to go to the View Print Packets page and generate the materials associated with this task 9 3 Screenings On the left hand side of the page you ll notice that the Quick Links are split up into four categories Screenings Tasks Packets and Documents The Screenings Quick Links assist you in scheduling screening tasks and keeping track of the status of screening tasks 9 3 1 Scheduling a Screening To schedule a screening task for a child 1 Select Screening Management from the top navigation menu 2 Select the Schedule Screening Quick Link 3 Fill in the required information items marked with an asterisk are required 4 Click Save This screening task will appear in the Screenings Due section 9 3 2 Screenings Due Screenings Due refers to screening tasks that have been scheduled but the materials have not yet been sent to the caregiver for completion You ll notice a number next to the Screenings Due Quick Link which indicates how many screening tasks are due Screenings that are due are completed once
29. you generate the corresponding packet to mail to a caregiver Section 9 2 2 Screenings Due Section Program Administrator User Manual 28 9 3 3 Screenings Out Screenings Out refers to screening tasks in which the materials have been sent to the caregiver for completion but have not yet been returned to your program You ll notice a number next to the Screenings Out Quick Link which indicates how many screenings have been sent to caregivers but haven t yet been returned Selecting the Screenings Out Quick Link on the Screening Management page will take you to a list of all screenings that have been sent out but not yet returned You can search for screenings out by date the materials were sent the due date the child s date of birth DOB the child name child ID Alt ID name of the Provider questionnaire and the result of the child s previous screening The Screenings Out list includes the date the materials were sent the due date the child s name the responsible Provider the questionnaire the previous questionnaire and the previous screening result You can also edit the screening task by clicking the Edit link 9 3 4 Screening Tasks Completed Screening Tasks Completed refers to screening tasks that were created mailed out received and entered into the ASQ Online system Once the screening has been entered into ASQ Online the system will automatically complete the associated
30. 20 2013 Purpose To ensure consistency in the management of data for the Ages amp Stages Questionnaire for children participating in the school readiness program by reviewing the key steps in the ASQ Online System Action Steps 1 Introduction Become familiar with ASQ Online System features It is important that all Program Administrator users of the ASQ Online System become familiar with all the features of the Online Screening System that will assist the Program Administrator in learning how to complete the steps involved The Program Administrator is defined as the person who has the user role responsible for managing the early childhood program s ASQ Online program This protocol focuses on the key roles of a Program Administrator however the Program Administrator User Manual located in the ASQ Online System contains a great deal of additional material pertinent to all the key roles Login to the ASQ Online System The Program Administrator should have received an email from donotreply asgonline com providing him her with the Program Administrators username and steps to create a password when the Program Administrator goes to www asgonline com This will allow the Program Administrator to access the ASQ Online System 1 View the drop down box on the top of the Home page marked Program 2 Select the role as Program Administrator If the Program Administrator did not receive that email he she will contact the
31. Diagnosis U Y LYN What Comments FOR CHILD FIND USE ONLY FOR CDTC USE ONLY PART C STATUS FDLRS Part C Eligible Q y UN Date Date of Referral Service Coordinator Home School Initial IFSP Screening Appointment Transition IFSP Mtg STATE OF FLORIDA DEPARTMENT OF HEALTH THE SCHOOL BOARD OF BROWARD COUNTY FLORIDA CHILDREN S MEDICAL SERVICES Form Control 2980 I Revised 9 13 Fax to FDLRS Child Find at 754 321 7217 Phone 754 321 7200 Attachment 8 Directions for Use of FDLRS Child Find Referral Form Referred By Fill in Name of Your Facility Director s Name Enter Director s Name Child Care Facility Director s Name Facility E Mail Facility E mail Phone Facility phone number FAX t Facility Fax Number Referring Source ELC BROWARD ASQ3 SE Attached Uy UN L New Ll Annual Authorization to Refer Print Name of Parent or Guardian Have Parent Guardian Sign Here _ Relationship to Child Today s Date Print Parent Custodial Caregiver s Name Signature Relationship Date Child s Name Child s Name DOB Date of Birth Age Child s Age sex Q mF Language Spoken at Home Home Language Family receives SR financial assistance UvLU N Complete accordingly L Parent U Foster Parent U Relative Ld Guardian Check correct box amp Put Name of Person here Home Address Person s Address Apt f Person s Apartment it City Person s City Stat
32. EARLY LEARNING COALITION of Broward County Inc Education begins at birth Broward ASQ Online User Guide 6301 NW 5 Way Suite 3400 Fort Lauderdale FL 33309 954 377 2188 Fax 954 377 2192 www elcbroward org Table of Contents Part I Program Administrator Owner or Designee Introduction to the Broward Program Administrator ASQ Online System Manual 1 hu4cmere ra L ere 2 Overview of the Program Administrator Role esssssseseeenenneee 3 Part Il Provider Teacher Introduction to the Broward Provider ASQ Online System Manual 4 lh P PIS E relates 5 Overview of the Provider Teacher Role ccccceeesseeseceeeeeeeeeeeeeeeaeeeeeeeeeeeeeeeenaaaes 6 Part Ill Overview of the Early Learning Coalition of Broward Role and Protocols Overview of ASQ Information Related to Broward County sesessssssss 7 ASQ Online System Program Administrator Protocol c c cceeeeeeeeeeeeeeeeneeeeeeeeeeeeeee 8 Patt 1 Setting Up Your PEOGEAITI sioe sotcaniescsisacs codieatiesdneuuescensibescieitecdbe 10 Part II Managing Your Screening Program ccceeeeeeeeeecceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 23 ASQ Online System Provider Protocol cccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeeeeeeeeeeeeee 41 Part IV Attachments Attachment 1 Glossary of Important Terms a
33. Early Learning Coalition of Broward Inc by January 1 2014 at 954 377 2188 Locate the User Manual On the Home page the Provider should go the Help tab on the right side of the screen and Click on User Manual to link directly to the Program Administrator User Manual Print the Program Administrator User Manual This will make it easier for the Program Administrator 1 To follow the steps in the process as he she is learning the new system 2 To have the User Manual accessible while navigating the Online System as the Program Administrator cannot open the manual online and navigate the online system at the same time Use the Program Administrator User Manual Use the Program Administrator User Manual as a resource when questions arise as it provides an in depth description of all steps in the online screening process This will ensure accuracy and consistency in the management of the data 1 The Manual will help the Program Administrator become familiar with the ASQ Online System using the Table of Contents 2 A Glossary of Important Terms and Conditions has been included for easy reference to terms that will help clarify the steps in the process See Attachment 1 3 A document has been developed for Broward Program Administrators Owner or Designee that complements the Provider User Manual The ASQ Online Program Administrator User Manual Summary of Each Section which will be helpful to the Program Admi
34. IV Attachments 6301 NW 5 Way Suite 3400 Fort Lauderdale FL 33309 954 377 2188 Fax 954 377 2192 www elcbroward org 73 Attachment 1 Glossary of Important Terms and Definitions ASQ Enterprise An ASQ Online annual subscription and account type for multi site programs ASQ Family Access An ASQ Online annual subscription that provides access to an online questionnaire completion system ASQ Family Access links to an ASQ Enterprise account allowing programs to create a secure private webpage where caregivers can complete screenings for children online ASQ Online A web based data management system for the Ages amp Stages Questionnaires that makes it easier for ASQ users to manage and track child data ASQ 3 Abbreviation for the Ages amp Stages Questionnaires a developmental system that examines a child s skills across developmental areas Communication Gross Motor Fine Motor Problem Solving Personal Social for children from birth to 5 years ASQ SE Abbreviation for the Ages amp Stages Questionnaires Social Emotional a screening tool that examines social emotional behaviors in young children ASQ SE is a social emotional screening system for children from birth to 5 years Below the Cutoff An ASQ score in any developmental area that falls below the statistically derived referral cutoff point Caregiver A parent grandparent foster parent or other person who lives with the child and
35. Intervention Activities in the classroom to individualize curriculum for this child while awaiting F DLRS Child Find results could be months 7 Provider may contact Warm line Services Specialist for further assistance to ensure positive services for Attachment 6 ASQ SE SCORE INTERPRETATION AND RECOMMENDATIONS FOR FOLLOW UP DIAGRAM The ASQ SE total score informs the Provider and parent guardian of the status of the child regarding the child s development in one of two ways Child s Development appears to be on schedule or Child is developing with concerns BELOW CUTOFF SCORE BOVE CUTOFF SCORE and MEETS THE REFERRAL CRITERIA Child s Development appears to be on schedule RESCREEN ANNUALLY Compare score with the cutoff score for the Provider uses Intervention Activities included in ASQ Developmental sreasand Tor INE tolalseore Online System to develop lesson plans to meet the specific needs of each child and gives a copy of the Intervention Activities to the parent so he she can work with the child at home 2 Consider the Referral Criteria in Step 4 on the Information Summary e Setting time factors e Development factors e Health factors e Family cultural factors This enables the Provider to look at the assessment information in the context of other factors influencing a child s life 3 Ifthe Provider has completed steps 1 and 2 above and still has a concern refer the child for a
36. NG PROGRAM ASQ Online is referred to as an online management system for ASQ because instead of managing the administration of ASQ questionnaires the results and any follow up decisions you make on paper ASQ Online allows you to manage all components of ASQ within the system itself The online management system that is ASQ Online helps you capture and perform a process The central part of this process is conducting an ASQ screening ASQ Online helps you prepare for and conduct a screening gives you access to resources you can use to interpret the screening results and make a follow up decision and allows you to schedule follow up tasks including sending results to parents or physicians and scheduling another screening in the appropriate time frame Attachment 2 By using the system to its fullest potential the screening and referral process becomes seamless and you are left with an electronic record of all actions you ve taken and decisions you ve made pertaining to any one child or group of children in your program 8 10 11 Program Screenings The Screenings page can be accessed via your Home page or the Screening Management page The Screenings page provides you with a complete list of all screenings in your program and lists the child s name the questionnaire the interval the status whether or not this screening came in through Family Access the screening date the name of the Provider who entered the screening th
37. OWARD PROVIDERS Florida legislation 6M 4 720 Screening of Children in the School Readiness Program says to screen a child no later than 45 days calendar days after 1 His or her first enrollment in the School Readiness program or 2 Subsequent enrollment after being terminated or withdrawn from the School Readiness program Best practice is to have the caregiver complete the ASQ 3 and ASQ SE screens with the provider within 5 days of the child s first 1 day of care at the child care facility 51 Currently Enrolled The Provider or the Program Administrator with the caregiver complete an ASQ 3 and ASQ SE screen online for each child enrolled on an annual basis By Request Screens may be requested by the caregiver of a school readiness child or private pay child at any time The Provider may also request a screening if there is a concern regarding the child s development Options for Screening a Child The Provider must ensure that each child who receives school readiness funding assigned to him her has a completed ASQ 3 and ASQ SE screening with data entered into the Online System unless a parent does not want his her child to be screened Then the parent must complete Form OEL SR 24 at Family Central during intake for School Readiness services A copy of the form must be sent to the early childhood program BEST PRACTICE FOR BROWARD PROVIDERS Option 1 Online by the Caregiver and the Provider The ASQ Screeni
38. Site http www geeksonsite com 6301 NW 5th Way 2400 Fort Lauderdale FL 877 929 6216 Attachment 14 IT Doctors http itdoctors com broward county florida laptop repair html 17021 West Dixie Highway Aventura FL 33160 support lTDoctors com Phone 305 944 9404 Fax 305 675 8082 PC Depot Inc http www pc depot com 8004 NW 154 Street Suite 362 Miami Lakes Florida 33016 Phone 305 644 1119 Fax 786 513 0579 Attachment 15 Websites with Information about Developmental Milestones 1 Center for Disease Control Learn the Signs Act Early http www cdc gov ncbddd actearly milestones index html 2 Hallmark Developmental Milestones http www firstsigns org healthydev milestones htm 3 Developmental Milestones https www google com search q developmental milestones amp client safari amp hl en amp tb m isch amp tbo u amp source univ amp sa X amp eiCHmMAUujOCJP7yAHsxYCwDw amp vedz0CDw QsAQ amp biw 768 amp bih 928 4 March of Dimes http www marchofdimes com baby what is normal development aspx 5 University of Michigan Health System http www med umich edu yourchild topics devmile htm Tips for Talking with Parents If you suspect a child has a developmental 1 also think it would be a good idea to talk to Taylor s doctor delay and believe a parent is unaware of about this in the next few weeks You can take this information i with when you go The doctor can give Taylor a develo
39. TED formerly ASQ 3 amp ASQ SE Screening Results Reports e ASQ 3 amp ASQ SE Screening Results by Child e ASQ 3 amp ASQ SE Aggregate Results by Category The Provider can generate Reports for individual children and individual programs This feature pulls together the data in the ASQ Online System in report form from one or all 69 of the children assigned to the Provider See Section 9 Reports Provider User Manual pages 79 84 To generate a report Go to the Navigation Bar on the top of each screen and click on Reports Two tabs appear Click on the Available Reports Tab to view the list of reports Click on the Recent Reports Tab to see Recent Reports The Recent Reports section will list all reports that you have generated within the last two weeks This allows you to see the Provider s most recently generated reports without having to select the search criteria and generate the report again 5 Click Generate Report AOUN 6 Three report generation options will appear Download PDF Download CSV or Preview Report 7 The page will display a report status while the report is being processed 9 9 Printing Reports When you generate a report as a PDF file all reports will be 8 5 x 14 In order to print the report on 8 5 x 11 paper 1 After generating the report and opening as a PDF in Adobe Reader select File gt Print 2 In the Page Handling sect
40. a task The Early Learning Coalition of Broward has added custom tasks Found at bottom of task list Activity packet prepared for Child Referred Child to FDLRS Child Find Repeat after 2 months Repeat after 4 month Repeat yearly on 1 day of birthday month BEST PRACTICE FOR BROWARD PROVIDERS Broward Providers should select Referred Child to FDLRS Child Find and not Referral to record where the referral has been sent Best Practice is to set a task to rescreen annually on the 1 day of the child s birthday month This task will meet the requirement to screen currently enrolled children 45 days within their birthdate 9 4 1 Adding a Task To add a task 1 2 3 4 Select Screening Management from the top navigation menu Select the Add Task Quick Link Enter in the following information items marked with an asterisk are required Click Save This task will appear in the Tasks Due section 30 9 4 2 Tasks Due Tasks Due refers to non screening tasks that have been scheduled but have not yet been completed You ll notice a number next to the Tasks Due Quick Link which indicates how many tasks have been scheduled but not yet completed A task will be marked complete when you have generated a corresponding packet Selecting the Tasks Due Quick Link will take you to a list of all tasks that are due Search for tasks due by due date child date of birth DOB
41. access his or her profile 20 4 Select the questionnaire to view the screening that contains the Information Summary Sheet you wish to print Select the Print Information Summary Quick Link 5 A pop up window will appear asking if you want to open or save the PDF of the Information Summary Sheet Select Open 6 When the PDF is visible either select the Print icon or go to File gt Print NOTE Because ASQ screening results are supposed to be discussed with a caregiver following a screening and because the Information Summary Sheet is not intended to take the place of this discussion with a caregiver ASQ Online does not allow users to print out a completed screening that contains the completed Information Summary Sheet 6 7 Viewing Tasks Within ASQ Online you can schedule screening and non screening tasks Such as follow up actions for the children in your program These tasks help you to manage and better serve the children in your program The Screening Management page is where you can add and keep track of all tasks but you can also add and view a child s tasks within their profile Section 9 Screening Management Program Administrator User Manual To view a child s tasks within their profile 1 Click the View All tab to the right of the Child Profiles tab on your Home page OR Select Child Profiles from the top navigation menu Browse the Child Profiles list or search for a Child P
42. age and saves them in the Online System Providers will not have to develop these packets These packets will be available to the Provider to give to a caregiver once the screening results have been interpreted To create a packet you will name the packet and add the documents You can search for available documents to add to the packet by document name questionnaire type category Screening Follow up or Other and document type System Program or Personal To create a personal packet Select Screening Management from the top navigation menu Select the Create Packet Quick Link Enter a name for the packet in the Packet name field Select the documents to add to the packet from the Available Documents section a You can search for documents by document name questionnaire type category and document type To search within a column begin typing the name of what you are searching for ASQ Online will automatically pull up any documents fitting the information you have typed in the search field b Click the Ada link to the right of the document that you wish to add You can add as many documents as you would like to your personal packet 5 Once you have added the documents to the packet you can change the order in which they will appear when the packet is generated by dragging the documents To drag the documents click and hold the arrow icon to the left of the document and move the document to the d
43. age will occur If an error message appears make the specified corrections and then click Save Section 6 Managing Child Profiles Program Administrator User Manual to view all tasks related to Child Profiles 6 6 Viewing Child Screenings The second tabbed section on a child s profile page is the Child Screenings section It is from here that you will be able to view all screenings entered for that child To view a child s screenings 1 Click the View All tab to the right of the Child Profiles tab on your Home page OR 19 1 1 Select Child Profiles from the top navigation menu Browse the Child Profiles list or search for a Child Profile and click on the child s name to access his or her profile Scroll down to the Child Screenings section The child s 5 most recent screenings will be listed To see all screenings for the child click the View All tab next to the Child Screenings tab Listed for each screening is the name of the questionnaire who entered the data into the system the status of the screening either Finalized or In progress the name of the caregiver who administered the screening and the date the child was screened Click on the questionnaire that you would like to view You will be taken to the Information Summary page for that screening At the Top are tabs with links to each area of the screening By clicking on the tabs you can view the questionnai
44. amily of Child Referred to FDLRS Child Find Parent Feedback Letter Monitoring ASQ 3 English ASQ 3 Parent Conference Sheet English Intervention Activities e ASQ 3Rescreening Packet Parent Questionnaire Cover Letter ASQ 3 English Questionnaire e ASQ SE Welcome and Initial Screening Packet Parent Welcome Letter ASQ 3 English Parent Questionnaire Cover Letter ASQ 3 English What is ASQ 3 English ASQ 3 English Questionnaire e ASQ SE Typical Follow up Packet Parent Feedback Letter Typical ASQ 3 English Intervention Activities e ASQ SE Monitoring Packet Parent Feedback Letter Monitoring ASQ 3 English Intervention Activities e ASQ SE Follow up Packet for Family of Child Referred to FDLRS Child Find Parent Feedback Letter Monitoring ASQ 3 English Intervention Activities e ASQ SE Rescreening Packet Parent Questionnaire Cover Letter ASQ 3 English Questionnaire Attachment 10 Teachers and Directors Serving Children with Special Needs a8 a Call the Warm Line 954 724 7540 Warm Line Services for Childcare Providers The Inclusion Specialist at Family Central will give providers strategies to support the needs of children in their program with special needs developmental disabilities or challenging behaviors Get Technical Assistance and Support With Managing Challenging Behaviors Adapting the Classroom Environment Understan
45. annot view add edit or delete specific child records or screens Best Practice The Program Administrator should add the Provider role to himself herself so that he she can access all aspects of the ASQ Online System including assisting with the screening process by adding screens 4 2 2 Adding Program Users As Program Administrator you are responsible for creating the users in your program You can create other Program Administrators who will be able to perform the same functions that you have access to and you can also create Providers and Reviewers To add a new user 1 Select Program from the top navigation menu 2 Click the Add tab next to Recent Program Users OR 1 Select the Add Program User Quick Link 2 Enter the following profile information for the new program user Items marked with an asterisk are required 3 Once you have entered the profile information for the new user click the Save button 4 Once you click Save an email will be automatically generated by ASQ Online and sent to the new user at the email address that you just entered into his or her user profile 16 5 The email will contain a link that will allow the new user to create his her own password and then log in to ASQ Online NOTE To avoid confusion it is highly suggested that each username you create for a new user be a combination of that person s first initial last name e g Nancy Lemon enter her usernam
46. ardians about developmental milestones incorporates parents guardians expert knowledge about their children all school readiness funded children 0 through kindergarten to be screened for possible developmental delays with documentation of the learning progress of these children upon their eligibility for school readiness financial assistance e within 45 days of enrollment e annual screening in the month of each child s birthday for each child currently enrolled Role of the Early Learning Coalition of Broward County Inc www elcbroward org The ELC is responsible for the coordination and monitoring of developmental and social emotional screening of all children The ELC selected the Ages amp Stages Online System ASQ for Broward County child care centers and family child care homes serving school readiness children The Child Care Providers are also encouraged to administer the screening to children of private pay families The purpose of screening each child is so that the Provider has a developmental guideline for each child in order to meet each child s needs The ASQ screen will be completed online by parents guardians and or provider staff Early Learning Coalition of Broward Inc ASQ Online Program Administrator Protocol Subject Use of the ASQ Online System for Developmental Screening of Children Birth through Five Years in the School Readiness Program by the Program Administrator Date November
47. ask 7 3 3 Screenings Out Screenings Out refers to screening tasks in which the materials have been sent to the caregiver for completion but have not yet been returned to your program You ll notice a number next to the Screenings Out Quick Link which indicates how many screenings have been sent to caregivers but haven t yet been returned Selecting the Screenings Out Quick Link on the Screening Management page will take you to a list of all screenings that have been sent out but not yet returned You can search for Screenings Out by the date the materials were sent the due date the child s name the questionnaire the previous questionnaire and the previous screening result You can also edit the screening task by clicking the Edit link If you have the completed questionnaire from the caregiver you can enter the screening results from this page by clicking the Enter Screening link Once you enter the screening and finalize it the screening task will be completed and it will move to Screening Tasks Completed 7 3 4 Screening Tasks Completed Screening Tasks Completed refers to screening tasks that were created mailed out received and entered into the ASQ Online system Once the screening has been entered into ASQ Online the system will automatically complete the associated screening task Selecting the Screening Tasks Completed Quick Link on the Screening Management page will take you to a list of all scr
48. ata from your program The following reports are available to you within the Reports page e Transfer History NEW e Screening Tasks Status by Date UPDATED formerly Screening Responses Report e Stats Snapshot by Provider e Screening Status Summary UPDATED formerly ASQ 3 amp ASQ SE Screenings Completed by Child Reports e ASQ 3 amp ASQ SE Screening Scores UPDATED formerly ASQ 3 Screening Results Report 39 ASQ 3 amp ASQ SE Screening Results by Child ASQ 3 amp ASQ SE Aggregate Results by Category ASQ 3 Screenings Below Cutoff by Area NEW ASQ SE Screenings Above Cutoff NEW ASQ 3 amp ASQ SE Screenings by Interval VEW Transfer History NEW 11 1 Report Generation Options After generating a report you have three options e Download PDF e Download CSV e Preview Report Download PDF If you choose Download PDF the report will open as a PDF file You must have Adobe Acrobat Reader installed on your computer or you will be unable to view the report Click here to download Adobe Acrobat Reader Download CSV If you choose Download CSV the report will open or save as a CSV Comma Separated Value file which can be opened with Microsoft Excel You will then be able to view and manipulate the data to suit your needs Preview Report If you choose Preview Report the report will open in a new browser window You have the ability to change the sort order of columns by clicking the arrow at the to
49. avigating the Online System as the Provider cannot open the manual online and navigate the online system at the same time Use the Provider User Manual Use the Provider User Manual as a resource when questions arise as it provides an in depth description of all steps in the online screening process This will ensure accuracy and consistency in the management of the data 1 The Manual will help the Provider become familiar with the ASQ Online System using the Table of Contents 2 A Glossary of Important Terms and Conditions has been included for easy reference to terms that will help clarify the steps in the process See Attachment 1 3 A document has been developed for Broward Providers Teachers that complements the Provider User Manual The ASQ Online Provider User Manual Summary of Each Section which will be helpful to the Provider to locate information more easily See Attachment 3 Locate the Online Tutorials section Watch the tutorial as the tutorial reviews the critical steps in the Online Screening System 1 Go to Quick Links on the left hand side of the Home page 2 Click on Online Tutorials found on that page 3 Click on Provider Tutorial 4 Click on the first icon link to view the tutorial on the Provider s computer or on the second item to view the tutorial on an ipad Locate the ASQ Online Glossary click on the Help Quick Link to find the definition of the key words used in the ASQ On
50. ch you would like to receive the text alerts from the drop down menu next to Text me Your options are Daily or Weekly If you choose to receive these text messages daily In the Time column select the time you wish to receive these alerts from the drop down menu If you choose to receive these text messages weekly In the Time column select the day of the week you wish to receive these messages from the Day drop down menu Then select the time of day you wish to receive these messages from the Time drop down menu To ensure you receive these messages set the status to On from the Status drop down menu Click the Save Changes button at the bottom 6 To set an email alert a d e Under the Alert column select the frequency with which you would like to receive the email alerts from the drop down menu next to Email me Your options are Daily or Weekly If you choose to receive these email messages daily In the Time column select the time you wish to receive these alerts from the drop down menu If you choose to receive these email messages weekly In the Time column select the day of the week you wish to receive these messages from the Day drop down menu Then select the time of day you wish to receive these messages from the Time drop down menu To ensure you receive these messages set the status to On from the Status drop down menu
51. child name child ID Alt ID the name of the Provider the task type the previous questionnaire and the previous result the result of their last questionnaire The Tasks Due list includes the due date the child name the child s date of birth DOB the responsible Provider the task type the previous questionnaire and the previous screening result You can edit the task by clicking the Edit icon to the right of the task To create a packet of task materials to be mailed to the caregiver click the link at the top of the page which states To create a packet to mail out materials for tasks due click here to go to the View Print Packets page NOTE The Tasks Due section is only a list of tasks that are due In order to complete the task you will have to go to the View Print Packets page and generate the materials associated with that task 9 4 3 Tasks Complete Tasks Completed refers to any scheduled tasks that have been completed Generating a corresponding packet for the task will automatically complete the task in the ASQ Online system Selecting the Tasks Completed Quick Link will take you to a list of all tasks that have been completed You can search for completed tasks by completed date due date the child s date of birth DOB child name child ID Alt ID the name of the Provider in charge of this task and the task type You can edit any task from this page by clicking the Edit icon to the right of the
52. cians and scheduling another screening in the appropriate time frame By using the system to its fullest potential the screening and referral process becomes seamless and you are left with an electronic record of all actions you ve taken and decisions you ve made pertaining to any one child or group of children in your program The ASQ Online management process is a circular one The decisions you would typically make when using ASQ on paper are the same decisions you should make when working within ASQ Online Your professional judgment should guide your actions The online management system simply aids in the screening process helping you keep track of information and reminding you to complete important tasks Once you have set up your program you can manage your program through the following sections of ASQ Online e Screenings Easily manage all screenings in your program through one central page e Screening Management Schedule screening and non screening tasks generate materials and keep track of the tasks within your program e Family Access Have caregivers parents complete questionnaires online e Reports Generate and review to interpret screening results and decide on appropriate follow up actions or tasks 8 Program Screenings The Screenings page can be accessed via your Home page or the Screening Management page The Screenings page provides you with a complete list of all screenings in your program and lists
53. copies of Information Summary sheet s One copy is given to the parent atthe conference Set a Task 3 Other copy of the Information Summary sheet s for the ASQ 3 and the ASQ SE is placed in child s file 4 Provider prints two copies of the Intervention Activities One copy is given to the parent at the conference to use at home with his her child Located in Documents Section in the Screening Management Tab on the Navigation Bar 5 Other copy of the Intervention Activities is placed in child s file and used to individualize curriculum for this child 6 Rescreen according to the date of the next preprinted ASQ Questionnaire to monitor the child s progress after using the Intervention Activities and reevaluate the Information Summary sheet s based on the ASQ Score Interpretation and Recommendations for Follow up Diagram and the Action Steps Based On the Screening Results See Attachments 3 and 4 Seta Task BLACK AREA 1 Further assessment with a professional is needed 2 Follow steps 2 and 3 under GRAY AREA 3 Provider completes the FDLRS Child Find Referral Form with the parent guardian and has him her sign the Form indicating permission to refer the child 4 Provider faxes the Information Summary sheet s and the FDLRS Child Find Referral Form to FDLRS Child Find and places the FDLRS Child Find Referral Form in the child s file 5 Follow steps 4 and 5 under GRAY AREA 6 Provider continues to use
54. day The family or teacher has a concern regarding the child s development To access the Screenings page 1 6 1 1 On your Home page click the View All tab next to the Screenings tab OR Select Screening Management from the top navigation menu Click the View All tab to the right of the Screenings tab Searching All Child Screenings You can search for screenings in your program by questionnaire type interval s Provider status NEW Finalized or In Progress Screening date range and Concern Concern or No Concern To search for screenings in your program 1 1 2 On your Home page click the View All tab next to the Screenings tab OR Select Screening Management from the top navigation menu and click the View All tab next to the Screenings tab From the Screening Search section you can use the following search fields to locate screenings NOTE You can search using more than one search field at a time to narrow down your results When finished selecting your search options click the Search button ASQ Online will pull up any results matching what you have selected in the search fields 53 6 1 2 View the Child Profile amp Questionnaire for a Screening To view a Child Profile and a questionnaire from the Screenings page 1 On your Home page click the View All tab next to the Screenings tab OR 1 Select Screening Management from the to
55. ding Inclusion Laws and Regulations ADA and IDEA Understanding Individual Education Plans IEP amp Family Service Plans IFSP Enhancing the Curriculum Child Development Information on Local Community Resources Sponsored by the Early Learning Coalition of Broward County Inc and the F of al orice of Early Learning 244 596 100 Federal Funds els Cc el Attachment 11 Equipment Needed From Internet Service Provider The I S P you choose will come to your location and determine how to get internet service to you based on the Infrastructure of your Telecom Room or closet where your telephone system is located and they will provide you with the following item for lease based on the size of your organization and needs Router Gateway or Door to your Internal network and the Internet Can be setup to allow or not allow certain kinds of traffic to and from your network After the service provider confirms that you have Internet connectivity to your location that s it and all they are responsible for This is the DMARC or Demarcation point where the I S P s responsibility ends and the Customers responsibility begins So if you need to connect to the internet wirelessly it is up to the customer or customer s IT Personnel to figure out a solution Wireless access points can be found on the internet Best Buy and Wal Mart Attachment 12 Internet User s Equipment Checklist 1 Internet account with a
56. e View All tab to the right of the Child Profiles tab on your Home page OR 1 Select Child Profiles from the top navigation menu 2 Search for a child or children by entering information in any of the following search fields Child DOB Child last name Child first name Child ID Status select either Active or Archived from the drop down menu Previous screening select the screening result from the drop down menu Caregiver last name Caregiver first name and or Alt ID 3 Click Search 4 Once you have located the child you are looking for click on the child s name to view his or her profile 5 3 Viewing the Child Profiles List To view a list of all the Child Profiles assigned to you 1 Click the View Alltab to the right of the Child Profiles tab on your Home page OR 1 Select Child Profiles from the top navigation menu 5 7 Viewing Tasks Within ASQ Online you can schedule screening and non screening tasks such as follow up actions for the children assigned to you These tasks help you to manage and better serve your children The Screening Management page is where you can add and keep track of all tasks but you can also add and view a child s tasks within their profile Section 7 Screening Management Provider User Manual To view a child s tasks within their profile 1 Click the View All tab to the right of the Child Profiles tab on your Home page OR Select Child Profiles from the top naviga
57. e FL Zip Person s Zip Code Home Phone 954 754 Place Phone Here Work 954 754 X Place Phone Here Cell 954 754 Place Phone Here Alternative Contact Name Put Name of Adult Here Relationship Other Adult s Relationship to Child Phone Place Phone Here Please fill in this information by checking the appropriate boxes and entering the names and numbers for children under 3 ONLY Child Covered by Healthcare Insurance Uy UN LJ Unknown Medicaid Private Dy ON Name of Insurance Plan Plan If the child is receiving Protective Services check the yes box below To determine if a child is receiving Protective Services locate the Child Care Certificate from Family Central Find the Eligibility field If a BG1 code is entered check the yes box on this form as the child is receiving Protective Services Child is currently receiving Protective Service Ll Y LYN Child Net Advocate Add name if known Please Fill in the Squares by Checking the Appropriate Boxes Developmental Educational Concerns LJ Communication U Motor L Self Help Ll Cognitive Ll Social Emotional L Behavioral LJ Other Please Fill in the Squares by Checking the Appropriate Boxes Currently Receiving Developmental Services Uy UN L Physical Therapy Ld Speech Therapy LJ Occupational Therapy L Behavioral Services LJ Unknown Where Add if known Please Fill in the Squares by Checking the Appropriate Boxes Child has a
58. e Screenings Due Quick Link which indicates how many screening tasks are due Screenings that are due are completed once you generate the corresponding packet to mail to a caregiver The Provider must view the list of children with Screenings Due to view the screening tasks that the Provider has scheduled but the materials have not yet been sent to the caregiver for completion a Lists the first 5 scheduled screenings for children to whom the Provider is assigned b Clicking the View All tab will take you to a list of all screenings that are due You can search for screenings due by due date the child s date of birth DOB child name child ID Alt ID the questionnaire and previous result the questionnaire result for the last screening for this child Clicking the Edit link next to any screening task due will allow you to make any changes to the screening task C To create a packet of screening materials to be mailed to the caregiver click the link at the top of the page which states To create a packet to mail out materials for screenings due click here to go to the View Print Packets page For more information on Screenings Due see Section 7 2 2 Screenings Due Section of the Provider User Manual 59 NOTE The Screenings Due section is only a list of screening tasks that are due In order to complete the task you will have to go to the View Print Packets page and generate the materials associated with this t
59. e System Overview of the Provider Role Step 2 Have parent guardian complete an online screen for each child with the Provider Teacher in order to obtain results for each child s screen Step 3 Review and print out the Information Summary Sheet for each child to determine the follow up tasks and to be able to share results with the parent guardian Step 4 Determine follow up steps for each child e g annual screen monitor progress make a referral provider intervention activities Step 5 Set future task s for each child e g set next screening date EARLY LEARNING COALITION of Broward County Inc Education begins at birth Part Ill e Overview of the Early Learning Coalition Role e ASQ Online Program Administrator Protocol e ASQ Online Provider Protocol 6301 NW 5 Way Suite 3400 Fort Lauderdale FL 33309 954 377 2188 Fax 954 377 2192 www elcbroward org Overview of ASQ Information Related to Broward County The Early Learning Coalition of Broward Inc ELC is excited to have the child care providers in Broward County who serve school readiness children participate in the ASQ screening process using the ASQ Online System According to Brookes Publishing the ASQ screening process focuses on the developmental and social emotional needs of children from one month birth to 5 5 years looks at strengths and trouble spots educates parents gu
60. e child ID Alt ID the task type the previous questionnaire and the previous result the result of their last questionnaire Edit the task by clicking the Edit icon to the right of the task 62 To create a packet of task materials to be mailed to the caregiver click the link at the top of the page which states To create a packet to mail out materials for tasks due click here to go to the View Print Packets page NOTE The Tasks Due section is only a list of tasks that are due In order to complete the task you will have to go to the View Print Packets page and generate the materials associated with that task 7 4 3 Tasks Completed Tasks Completed refers to any scheduled tasks that have been completed Generating a corresponding packet for the task will automatically complete the task in the ASQ Online system Selecting the Tasks Completed Quick Link will take you to a list of all tasks that have been completed You can edit any task from this page by clicking the Edit icon to the right of the task 7 5 Packets Packets are groups of documents that can be printed and mailed together to aid in the screening management of your program There are three types of packets for Providers in ASQ Online System Packets Program Packets and My Packets e System packets are packets provided by the ASQ Online system e Program packets are packets that a Program Administrator can create and customize and can be gene
61. e Quick Links section to select and view another screening Section 6 3 Viewing a Screening Provider User Manual pages 43 44 ROD 6 4 Printing a Screening There are two ways to print a completed screening for a child via the Child Profile section From a Child Profile the Provider can e Print a completed screening including a coversheet all areas of the questionnaire and the Overall section e Print only the Information Summary Sheet 56 To print a screening from a Child Profile 1 OahWNM N Click the View All tab to the right of the Child Profiles tab on the Provider s Home page OR Select Child Profiles from the top navigation menu Browse the Child Profiles list or search for a Child Profile Click on the child s name to access his or her profile Locate the screening the Provider wants to print in the Child Screenings list Click Print next to the name of the questionnaire he she would like to print A pop up window will appear asking the Provider if he she wants to open or save the PDF of the completed questionnaire Select Open When the PDF is visible either select the Prinf icon or go to File gt Print To print only the Information Summary Sheet 1 View the screening that contains the Information Summary Sheet the Provider wishes to print Section 6 3 Viewing a Screening Provider User Manual pages 43 44 2 Select the Print I
62. e a screening b Email me each time finalize a screening This email will include a link to Tasks so can schedule a follow up action Next to each option is a Status drop down box To receive a text message each time you finalize a screening select On from the Status drop down menu to the right of Text me each time finalize a screening To receive an email each time you finalize a screening select On from the Status drop down menu to the right of Email me each time finalize a screening If you wish to receive both a text message and an email when you finalize a screening set both of the Status drop down menus to On 45 9 Click the Save Changes button at the bottom of the page NOTE If you have selected to be alerted via text message you must have a mobile phone number saved in your profile 3 4 Your Role Provider As a Provider you are responsible for managing the screening of children to whom you are assigned Your main responsibilities will include entering in child and caregiver information entering screening results for your children and making decisions regarding future screenings follow up and referrals You also have the ability to create tasks for your children as well as the ability to create and organize documents and other materials that you will use for screenings follow ups and referrals As a Family Access subscriber as a Provider you will be able w
63. e ability to accept questionnaires that have come in without immediately assigning these questionnaires to a Provider This allows you to review the screening in its entirety before deciding which Provider in your program should be in charge of this child If you chose Accept as a new child profile without assigning a provider when accepting this screening it will be in a pending status until you have assigned it To view pending unassigned screenings and assign them to a Provider 1 Select Family Access from the top navigation menu 2 Click the link You have family access screenings to assign 3 You will be taken to a list of pending screenings This list includes the child s name the questionnaire the screening date and the name of the caregiver who completed the screening 4 You can view the full contents of the screening in a new browser window by clicking the screening interval under the Questionnaire column 5 To assign the screening to a Provider select the Provider from the drop down menu and click the Assign button 11 Reports Not only does ASQ Online have powerful features that make it easy to record score and track ASQ screenings it also enables you and your users to quickly generate reports for individual children individual programs and or groups of children across multiple programs As Program Administrator there are multiple reports you can generate pulling together aggregate d
64. e added to the Child Profile you have selected If you choose Accept as a new child profile and assign to provider a drop down menu will appear with a list of Provider s in your program Select the Provider you wish to assign this child to from the drop down menu and click the Process button This child and his or her screening will now be a part of your program If you choose Accept as a new child profile without assigning to a provider and click the Process button the screening will remain in a pending status until it has been assigned to a Provider Section 10 9 Assigning Pending Screenings to a Provider Program Administrator User Manual If you choose Reject entirely the screening will not be included as part of your program and you will not have access to the data on that questionnaire The option to Reject entirely and notify the caregiver via email will only be available if that child s caregiver chose to include an email when they submitted the 38 Family Access screening If you choose this option the screening will not be included as part of your program and you will not have access to the data on that questionnaire The caregiver will be emailed either the generic letter or the custom letter that you created when creating or editing the Family Access landing page informing them that the screening was not accepted by your program 10 9 Assigning Pending Screenings to a Provider Family Access gives you th
65. e as nlemon Sections 4 2 3 4 2 6 Program Users Program Administrator User Manual 4 2 7 Adding Access to an Existing Program User If a user already exists within a program as a Program Administrator Provider or Reviewer you may add additional access to that user e g you want your Program Administrator to also have the access rights of a Provider To add additional access 1 Select Program from the top navigation menu 2 Depending on the type of access you want to add to a user select one of the following Quick Links a Add Program Administrator Access b Add Provider Access c Add Reviewer Access 3 Alist of available program users will appear You can also search for available program users by last name and or first name 4 Click the check box to the left of the user s name you wish to add access to ensuring a check mark appears You can select as many users as you want to add additional access 5 Click the Add button in the top right corner of the Program Users list 6 You will be taken back to the Program page and a message will appear at the top saying User access was successfully added 4 2 9 Assigning Multiple Children to a Provider As Program Administrator you have the ability to assign more than one child to a Provider at the same time To assign multiple children to a Provider 1 Select Program from the top navigation menu 2 Select the Search Program Users Quick Link to
66. e name of the caregiver who completed the screening and whether this screening was marked Concern You can use this page to quickly and easily locate children and their screenings assign any pending Family Access screenings to a Provider view the questionnaire in its entirety and print the Information Summary Sheet for a child Screening Management The Screening Management page of ASQ Online is where you can schedule and manage all of the screening and follow up tasks for the children in your program From this page Program Administrators can e Schedule a screening or non screening task e View a list of screenings due to be mailed to caregivers screenings that have been mailed to caregivers but not yet returned and scheduled screening tasks that have been completed e View a list of non screening tasks that are due and tasks that have been Completed e View and print system created packets and create program packets for all users in your program e View and print documents provided by the ASQ Online system as well as create program documents for all users in your program Family Access Family Access is an online questionnaire completion system an additional module that is seamlessly integrated with your ASQ Enterprise or Pro account for an additional subscription fee Family Access allows programs to create websites where they can direct caregivers to complete screenings for their children online Once accepted by you th
67. e screens that were entered via Family Access automatically become part of your program screens There is no additional data entry necessary to enter screening results Reports Not only does ASQ Online have powerful features that make it easy to record score and track ASQ screenings it also enables you and your users to quickly generate reports for individual children individual programs and or groups of children across multiple programs 13 14 Attachment 2 As Program Administrator there are multiple reports you can generate pulling together aggregate data from your program Additional Support There are several online help and support resources available to you and the registered users of you ASQ Online account User manuals FAQs and self guided online tutorials are always accessible within the Help section of your ASQ Online account To view the support resources available select the He p Quick Link from any page within ASQ Online Contact Information Technical Support 1 866 404 9853 Sales and Customer Service 1 866 638 3775 or custserv brookespublishing com ASQ Online Implementation Manager 1 866 638 3775 or implementation brookespublishing com Training 1 800 638 2775 or seminars brookespublishing com Attachment 3 ASQ ONLINE PROVIDER USER MANUAL SUMMARY OF EACH SECTION Introduction 1 1 Welcome to ASQ Online ASQ Online is a web based data management system for the Ages amp Stages Questionnaires
68. e the parent time to think concerns about his or her child this might about this and even speak with the child s other caregivers help you respond Let the parent know that he or she should talk with the child s y health care professional doctor or nurse soon if there are any Mrs Smith you wanted to speak with me privately about Taylor SAREE dd p r MIL nIB needed Listen to her concerns See if she has noticed the same Remind the parent that you do your job because you love and behaviors you have and share examples that are the same as core for children and that you want to make sure that the or different from hers child does his or her very best It is also okay to say that you may be overly concerned but that it is best to check with the child s doctor or nurse to be sure since early action is so important if there is a real delay I am glad to know we are both on the same page have some information that might help you when you re watching Taylor at home this week This fact sheet shows the developmental milestones for his age Each child develops at his or her own pace so Taylor might not have met all these milestones it s worth taking a closer look Let s meet again next set a date after gen you ve had time to read this and think about it y s HEALTH x ty M www cdc gov actearly
69. ed to these steps in Section 7 of the Provider User Manual entitled Screening Management pages 45 70 7 2 4 Screenings Section The Screenings section is identical to the one found on your Home page and lists the 5 most recent screenings for the children to whom you are assigned Clicking the View All tab will take you to the complete list of screenings You can search for screenings by questionnaire type interval s Provider status NEW Finalized or In Progress Screening date range and Concern Concern or No Concern You can print the Information Summary Sheet directly from this page by clicking the Print link Clicking the child s name will take you to that child s profile and clicking the questionnaire will take you to the Information Summary Sheet where you can view the screening in its entirety 7 2 2 Screenings Due Section Screenings Due refers to screening tasks that you have scheduled but the materials have not yet been sent to the caregiver for completion The Screenings Due section lists the first 5 scheduled screenings for children to whom you are assigned Clicking the View All tab will take you to a list of all screenings that are due Search for screenings due by due date the child s date of birth DOB child name child ID Alt ID the questionnaire and previous result the questionnaire result for the last screening for this child Clicking the Edit
70. eening tasks that have been completed You can search for completed screening tasks by the returned date the date the materials were sent the due date the child s date of birth DOB the child s name child ID Alt ID and the questionnaire The Screening Tasks Completed list includes the returned date the date the materials were sent to the caregiver the due date of the task the child s name the child s date of birth DOB and the questionnaire Click the Edit link to make any changes to this screening task To view the Information Summary Sheet for the screening and the screening in its entirety click the View Summary link next to the questionnaire 7 4 Tasks Tasks refer to any non screening action that you can schedule ASQ Online provides you with system tasks and Program Administrators have the ability to create custom tasks to fit the needs of your program 60 If your Program Administrator has created any custom tasks they will appear at the bottom of the list of task types when adding a task NOTE If any required information was not entered or if any information was not entered correctly an error message will occur If an error message appears make the specified corrections and then click Save 7 4 1 Adding a Task For Broward Early Childhood Providers Create Follow up Tasks The Provider interprets the screening results in order to set tasks for each child A Task is a non screening follow up act
71. eld at a time to narrow down your results a Questionnaire type Select either ASQ 3 English ASQ 3 Spanish ASQ SE English or ASQ SE Spanish from the drop down menu b Interval s Select the questionnaire interval You can select multiple intervals at one time c Provider Select the child s Provider from the drop down menu d Status Select either NEW Finalized or In Progress from the drop down menu e Screening date range Enter a date range f Concern Select the result of either Concern or No Concern from the dropdown menu When finished selecting your search options click the Search button ASQ Online will pull up any results matching what you have selected in the search fields 8 2 Assign Pending Family Access Screenings To assign any pending Family Access screenings to a Provider via the Screenings page 1 1 2 On your Home page click the View All tab next to the Screenings tab OR Select Screening Management from the top navigation menu and click the View All tab next to the Screenings tab If there are any pending Family Access screenings to assign there will be a link 25 under the Screenings Search section informing you There are family access screenings to assign Click the link You will be taken to a list of pending screenings This list includes the child s name the questionnaire the screening date and the name of the caregiver who completed the screeni
72. ent Questionnaire Cover Letter ASQ 3 English 64 ASQ 3 Typical Follow up Packet Parent Feedback Letter Typical ASQ 3 English ASQ 3 Parent Conference Sheet English Intervention Activities ASQ 3 Monitoring Packet Parent Feedback Letter Monitoring ASQ 3 English ASQ 3 Parent Conference Sheet English Intervention Activities ASQ 3 Follow up Packet for Family of Child Referred to FDLRS Child Find Parent Feedback Letter Monitoring ASQ 3 English ASQ 3 Parent Conference Sheet English Intervention Activities ASQ 3 Rescreening Packet Parent Questionnaire Cover Letter ASQ 3 English Questionnaire ASQ SE Welcome and Initial Screening Packet Parent Welcome Letter ASQ SE English Parent Questionnaire Cover Letter ASQ SE English ASQ SE Typical Follow up Packet Parent Feedback Letter Typical ASQ 3 English Intervention Activities ASQ SE Monitoring Packet Parent Feedback Letter Monitoring ASQ 3 English Intervention Activities ASQ SE Follow up Packet for Family of Child Referred to FDLRS Child Find Parent Feedback Letter Monitoring ASQ 3 English Intervention Activities ASQ SE Rescreening Packet Parent Questionnaire Cover Letter ASQ 3 English Questionnaire Best Practice for the Development of Packets It is recommended that the Program Administrator creates a packet of documents for each developmental screening questionnaire by
73. erson who fills out the questionnaire for the child Adding a New Caregiver 1 Select Child Profiles from the top navigation menu 2 Browse the Child Profiles list under the Child Profiles tab or search for a Child Profile under the Child Profile Search at the top of the page 47 3 Click on the child s name to access his or her profile 4 Go to Quick Links and Click on Add New Caregiver 5 Complete the required fields and Click Save If this is the Primary Caregiver check the box to the right of the field Primary Caregiver Profile for located at the bottom of the Add Caregiver Profile page The checkbox will list the child whose profile you are adding the caregiver to There can only be one Primary Caregiver within each Child Profile To change the Primary Caregiver within a Child Profile click the Edit tab within the Caregiver Profile Details of the caregiver that you would like to be primary and check the box next to Primary Caregiver Profile for Then click Save NOTE Marking a caregiver as Primary Caregiver for a child means that when you generate a packet that contains a letter to the child s caregiver it will be automatically addressed to this caregiver 5 9 2 Adding an Existing Caregiver Section 5 9 2 Adding an Existing Caregiver Provider User Manual page 25 To add an existing caregiver Select Child Profiles from the top navigation menu Browse
74. es you like 10 Printer Attachment 13 Internet Service Providers Broward County West Hollywood Internet Service Providers CenturyLink Business 866 668 8393 Satellite Country 800 570 6571 Satellite Star Internet Hughes Net 877 786 8409 World Communications Center Inc 480 857 6656 All Bundles 877 578 2154 TIME WARNER CABLE 877 495 6635 Comcast XFINITY 877 495 6637 The Word to the Word Organization 708 748 7700 Hallandale Beach Internet Service Providers Benjamino Uniques 954 454 8195 Mimosa 954 367 3352 Attachment 13 CenturyLink Business 866 668 8393 Satellite Country 800 570 6571 Satellite Star Internet Hughes Net 877 786 8409 World Communications Center Inc 480 857 6656 All Bundles 877 578 2154 TIME WARNER CABLE 877 495 6635 Comcast XFINITY 877 495 6637 The Word to the Word Organization 708 748 7700 Dania Internet Service Providers ZOOMRETURN COM 954 924 2231 Fred s Legs Inc 954 646 1026 CenturyLink Business 866 668 8393 Satellite Country 800 570 6571 Satellite Star Internet Hughes Net 877 786 8409 Attachment 13 World Communications Center Inc 480 857 6656 All Bundles 877 578 2154 TIME WARNER CABLE 877 495 6635 Comcast XFINITY 877 495 6637 The Word to the Word Organization 708 748 7700 Fort Lauderdale Internet Service Providers Digital Mojo ATTUverse 888 684 0683
75. esired position 6 If you would like to remove a document from the packet click the Remove link to the right of the document 7 When finished click the Create button Boum This packet will appear under Program Packets on the View Print Packets page 7 5 5 Generating amp Downloading Packets Generating a packet will serve two purposes First it will automatically complete the task associated with that packet Second it will allow you to download the packet as a PDF file so that you can print and mail it to the caregiver To generate a packet Select Screening Management from the top navigation menu Click the View Print Packets Quick Link Locate the packet you would like to generate and click the Generate link Locate the child for whom you would like to generate this packet and click the Download link 5 When the packet has finished generating click the Download File link You can then open the PDF file or save it to your computer When you click the Generate link next to a packet you will be taken to a page where you select the child or children for whom you would like to generate this ROD 66 packet You will see four tabs and multiple search fields to assist you in quickly and easily locating the children for whom you are generating the packet The four tabs are Screenings Due Tasks Due Child Profiles and Completed Screenings 7 5 6 Viewing the Child List If you wish t
76. f the child s name click the Print link under the Print Summary column A pop up window will appear and you can choose to open the file to print or save it to your computer 9 Screening Management The Screening Management page of ASQ Online is where you can schedule and manage all of the screening and follow up tasks for the children in your program From this page Program Administrators can Schedule a screening or non screening task View a list of screenings due to be mailed to caregivers screenings that have 26 been mailed to caregivers but not yet returned and scheduled screening tasks that have been completed e View a list of non screening tasks that are due and tasks that have been completed e View and print system created packets and create program packets for all users in your program e View and print documents provided by the ASQ Online system as well as create program documents for all users in your program 9 2 Screening Management Main Page Selecting Screening Management from the top navigation menu will take you to the Screening Management main page This page has two sections Screenings and Screening Due 9 2 1 Screening Section The Screenings section is identical to the one found on your Home page and lists the 5 most recent screenings for the children in your program Clicking the View All tab will take you to the complete list of screenings You can search for screening
77. for your program you can create a program packet 9 5 3 Program Packets Program Administrators can create customized program packets which can be generated and downloaded by all users of their program Program packets can include any system documents as well as any program documents created by the Program Administrator Once a program packet is created it will appear in the Program Packets section on the View Print Packets page From there you can view the packet generate the packet edit or delete the packet and view a list of children for whom the packet has been generated Customized Provider Packets The Early Learning Coalition has developed packets to meet some of the Provider s needs These packets can be customized with the Provider s logo and saved The Program Administrator should create these packets which will be found under Program Packets and are recommended for use 32 ASQ 3 Welcome and Initial Screening Packet Parent Welcome Letter ASQ 3 English What is ASQ 3 English Parent Questionnaire Cover Letter ASQ 3 English ASQ 3 Typical Follow up Packet Parent Feedback Letter Typical ASQ 3 English ASQ 3 Parent Conference Sheet English Intervention Activities ASQ 3 Monitoring Packet Parent Feedback Letter Monitoring ASQ 3 English ASQ 3 Parent Conference Sheet English Intervention Activities ASQ 3 Follow up Packet for Family of Child Referred to FDLRS Child
78. g Follow up or Other and document type System or Program To create a program packet Select Screening Management from the top navigation menu Select the Create Packet Quick Link Enter a name for the packet in the Packet name field Select the documents to add to the packet from the Available Documents section a You can search for documents by document name questionnaire type category and document type To search within a column begin typing the name of what you are searching for ASQ Online will automatically pull up any documents fitting the information you have typed in the search field b Click the Add link to the right of the document that you wish to add You can add as many documents as you would like to your program packet 5 Once you have added the documents to the packet you can change the order in which they will appear when the packet is generated by dragging the documents To drag the documents click and hold the arrow icon to the left of the document and move the document to the desired position 6 If you would like to remove a document from the packet click the Remove link to the right of the document 7 When finished click the Create button Po gect This packet will now appear under Program Packets on the View Print Packets page Section 9 5 3 2 Viewing Editing amp Deleting Program Packets Program Administrator User Manual 9 5 4 Generating amp Downloading Pac
79. he ASQ Online System become familiar with all the features of the Online Screening System that will assist the Provider in learning how to complete the steps involved The Provider is defined as the teacher of the child This protocol focuses on the key roles of a Provider however the Provider User Manual located in the ASQ Online System contains a great deal of additional material pertinent to all the key roles Login to the ASQ Online System The Provider should have received an email from donotreply asqgonline com providing him her with the Providers username and steps to create a password when the Provider goes to www asgonline com This will allow the Provider to access the ASQ Online System 1 View the drop down box on the top of the Home page marked Program 2 Select the role as Provider If the Provider did not receive that email he she will contact the Provider s Program Administrator The Program Administrator is defined as the person who has the user role responsible for managing the child care facility s program Locate the Provider User Manual On the Home page the Provider should go the Help tab on the right side of the screen and click on User Manual to link directly to the Provider User Manual 41 Print the Provider User Manual This will make it easier for the Provider 1 To follow the steps in the process as he she is learning the new system 2 To have the User Manual accessible while n
80. ick on Intervention Activities and select the Interval for the child age range The Intervention Activities sheet appears Print two copies of the appropriate Intervention Activities for the child based on age for both the ASQ 3 and the ASQ SE Place one copy of the Intervention Activities for the ASQ 3 and for the ASQ SE in each child s file The second copy of the Intervention Activities for the ASQ 3 and for the ASQ SE should be shared with the caregiver at the conference held to discuss the screening results Use this information to develop lesson plans that will meet the needs of the child The Conference 1 The conference should occur once the Provider has interpreted the results a Based on the information in the ASQ 3 Score Interpretation and Recommendations for Follow up Diagram See Attachment 4 to determine the tasks needed for each child b Based on the information in the document entitled ASQ 3 Action Steps Based on the Screening Results See Attachment 5 to determine the tasks needed for each child c Based on the information in the ASQ SE Score Interpretation and Recommendations for Follow up Diagram See Attachment 6 to determine the tasks needed for each child 71 d Based on the information in the document entitled ASQ SE Action Steps Based on the Screening Results See Attachment 7 to determine the tasks needed for each child 2 The conference should occur
81. iew All tab to the right of the Child Profiles tab on your Home page 22 OR Select Child Profiles from the top navigation menu Browse the Child Profiles list or search for a Child Profile Click on the child s name to access his or her profile Select the Add Existing Caregiver Quick Link This will bring you to the Caregiver Profile Search page 5 Search for the caregiver by first or last name or locate the caregiver under the Caregiver Profile List for Child last name first name tab 6 To associate the caregiver to the child Click the Add link under the Associate to Child last name first name column 7 You will be returned to the Child Profile Details page for this child and a message will appear at the top saying that the child was successfully associated with the caregiver OND To make this caregiver the Primary Caregiver see section 6 9 4 Editing a Caregiver Profile Program Administrator User Manual Other information regarding Caregiver Profiles can be found in this section 6 11 Merging Child Profiles If for any reason you have duplicates of the same Child Profile you can merge those profiles together to create one Child Profile without losing the data from either profile To merge Child Profiles Select Child Profiles from the top navigation menu Select the name of a Child Profile you wish to merge Next to Child Profile Details click the Merge tab Y
82. ile Attachment 1 Screening Management This section assists with scheduling screening and follow up tasks and mailing materials to caregivers Short Form A quick data entry option within ASQ Online where Providers enter in the results of completed ASQ 3 and or ASQ SE screenings The Short Form includes only the item numbers from the questionnaires and is intended for efficient and easy data entry Tasks Schedule a screening or schedule non screening tasks such as follow up actions for the children to whom you are assigned Task reminder A reminder of when a task is due Program Administrators and Providers can choose to have the task reminder sent via text message email or both Attachment 2 ASQ ONLINE PROGRAM ADMINISTRATOR USER MANUAL SUMMARY OF EACH SECTION 1 Introduction 1 1 Welcome to ASQ Online ASQ Online is a web based management system for the Ages and Stages Questionnaires that makes it easier for ASQ users to manage and track child data ASQ Online has all the integrity of ASQ 3 and ASQ SE plus the convenience of automated scoring and a powerful functionality that transforms ASQ findings into child screening reports 1 2 About this User Manual Within this manual you will find basic information on how to create users enter child records create tasks and print materials for the screening management of your program and generate program reports You will also find detailed instructions on how to naviga
83. inalize it click OK If he she wishes to go back and make changes or do not want to finalize it at this time click Cancel Once the Provider has finalized a screening he she will be taken to the Information Summary page where he she can schedule a follow up task for the child Once the Provider has finalized a screening the screening and its results will be included in reports and he she cannot go back into the questionnaire to make any changes 6 3 Viewing a Screening To view a screening 1 Click the View All tab to the right of the Child Profiles tab on the Provider s Home page OR Select Child Profiles from the top navigation menu Browse the Child Profiles list or search for a Child Profile Click on the child s name to access his or her profile Scroll down to the Child Screenings section of the Child Profile The child s 5 most recent screenings will be listed To see all screenings for the child click the View All tab next to the Child Screenings tab 5 Inthe Child Screenings list under the Questionnaire column click on the name of the screening that the Provider would like to view 6 The Provider will automatically be brought to the Information Summary page for that screening By clicking on the tabs to the left of the Summary tab the Provider may view item by item how the caregiver completed the screening 7 Select Return to Child s Profile from th
84. ion e g phone call to caregiver Section 7 4 Tasks Provider User Manual pages 51 53 Interpret Screening Results The Provider should review the Information Summary for the ASQ 3 and the ASQ SE to interpret the screening results in order to determine the follow up tasks that need to be created 1 The Provider should use the ASQ 3 and ASQ SE Score Interpretation and Recommendations for Follow up Diagrams See Attachments 4 and 6 to determine the tasks needed for each child 2 The Provider should use the ASQ 3 and ASQ SE Action Steps Based on the Screening Results See Attachments 5 and 7 for steps to take to set tasks for a child 3 Selecting a Task ASQ Online provides the Provider with system tasks and Program Administrators have the ability to create custom tasks to fit the needs of the Provider s program 4 The following task types are provided by ASQ Online Intro to Physician Follow up Caregiver Concern Follow up Caregiver Concern Follow up Caregiver No Concern Follow up Physician Concern Follow up Physician No Concern Meeting Team Meeting Caregiver 9 Referral 10 Phone Call 11 Email CONOaRWD 61 The Early Learning Coalition of Broward has added custom tasks Found at bottom of task list e Activity packet prepared for Child e Referred Child to FDLRS Child Find e Repeat after 2 months e Repeat after 4 month e Repeat yearly on 1 day of bi
85. ion select the Fit to Printable Area option from the Page Scaling drop down menu 3 Click the OK button Best Practices for Broward Early Childhood Providers A parent and teacher conference should occur when the results of a screening are obtained See the section below and use the information as a guide Caregiver and Provider Conference Information Summary 1 Print two copies of the Information Summary for the ASQ 3 and the ASQ SE for each child from this page by clicking the Print Summary link a Go to Screening Management on the Navigation Bar 70 b Go the Screenings tab c Find achild s name and look to the right d Find Print Summary Sheet heading and click on the Prin heading The Information Summary appears e Go to Quick Links and click on Print Information Summary to print Place one copy of the Information Summary for the ASQ 3 and for the ASQ SE in each child s file The second copy of the Information Summary for the ASQ 3 and for the ASQ SE should be shared with the caregiver at the conference held to discuss the screening results Intervention Activities 6 Identify the appropriate Intervention Activities for a child a Go to Screening Management on the Navigation Bar b Go to Go to Quick Links and click on View Print Documents 1 Go to page 2 of Documents to locate the Intervention Activities 2 Cl
86. is responsible for the care of the child Caregiver Profile A page providing all the details for a specific caregiver including the caregiver s demographic information profile notes and associated Child Profiles Child ID A unique identification number automatically generated by the ASQ Online system for each child These ID numbers can help differentiate between children with the same or similar last names and can also help ensure confidentiality when necessary Attachment 1 Child Profile A page providing all the details for a specific child including the child s demographic information screenings events profile notes Caregiver Profiles and assigned Provider and Reviewer profiles Child Profile notes A section of a child s ASQ Online profile where the Program Administrators and Providers can add and store notes regarding the child Cutoff Point Also known as referral cutoff point A derived score that indicates when a child s performance is suspect and referral for further assessment is appropriate Developmental assessment An assessment that establishes baseline or entry level of measurement of a child s skills across developmental areas e g Communication Gross Motor Fine Motor Problem Solving Personal Social Documents The forms that are provided by ASQ Online as well as any documents created for your program by the Program Administrator and any documents that you have created as a Provider Form A
87. ith a pop up reminder to add a task for this child when you are navigating away from the Information Summary page 6 2 4 Saving a Partially Completed Screening in Progress When entering screening results the Provider may click Save in Progress at any time to save what you have entered so far for the screening Once the Provider clicks Save in Progress he she may exit out of the screening and he she will find it listed under the Child s Screenings tab marked Incomplete Since it is incomplete this screening and its results will not be included in any reports until it is finalized If the Provider has a partially completed screening saved click on the name of the questionnaire at any time to resume entering screening results 6 2 5 Finalizing a Screening Once the Provider has finished entering a screening he she can finalize it Finalizing a screening will mark the Status as Complete under the Child Screenings tab on the Child Profile page Section 6 2 5 Finalizing a Screening Provider User Manual page 43 To finalize a screening make sure all items from the questionnaire have been filled in and any subsequent responses have been entered 55 At the bottom of the questionnaire page click the Finalize button A pop up window will appear saying You will not be able to alter your answers after you finalize this questionnaire Do you want to finalize this questionnaire If the Provider wishes to f
88. kets Generating a packet will serve two purposes First it will automatically complete the task associated with that packet Second it will allow you to download the packet as a PDF file so that you can print and mail it to the caregiver To generate a packet Select Screening Management from the top navigation menu Click the View Print Packets Quick Link Locate the packet you would like to generate and click the Generate link Locate the child for whom you would like to generate this packet and click the Download link 5 When the packet has finished generating click the Download File link Then open the PDF file or save it to your computer BUD 34 When you click the Generate link next to a packet you will be taken to a page where you select the child or children for whom you would like to generate this packet You will see four tabs and multiple search fields to assist you in quickly and easily locating the children for whom you are generating the packet The four tabs are Screenings Due Tasks Due Child Profiles and Completed Screenings Sections 9 5 4 1 9 5 4 4 Program Administrator User Manual 9 5 5 View Child List If you wish to see a list of all children for whom you have generated a packet you can click the Child List link to the right of that packet The Child List page will show you each child for whom that packet has been generated the child s date of birth and the date the packet wa
89. line System Navigating the ASQ Online System The Provider must learn how to navigate the ASQ Online system by using the top navigation menu on each page in order to complete specific tasks This menu will take the Provider to the different pages of ASQ Online The pages include Home Page My Profile Child Profiles Screening Management Reports and Family Access 42 e Home Access Child Profiles Screenings and Help items from this page which is customized to the Provider s role as Provider e My Profile View and edit your profile information change the Provider s password create and manage your personal notes and files view your user access view a list of children assigned to the Provider and create personal alert messages regarding various functions in ASQ Online e Program View your program details and view and search a list of all users in your program e Child Profiles Manage all Child Profiles assigned to the Provider and add new Child Profiles add caregivers and add and view child screenings e Screening Management Schedule screening tasks and non screening tasks generate and print screening and follow up materials create your own personal documents and groups of documents and keep track of the scheduled tasks for all children assigned to the Provider e Reports Generate individual child reports and aggregate child reports for all children you are assigned to e Family Access Create and manage your Fa
90. mily Access web page used for online questionnaire completion and accept or reject screens that have been submitted to your through Family Access Quick Links On the left side of each ASQ Online web page you will find the Quick Links The list of Quick Links provided is specific to the web page you are currently viewing Quick Links are designed to help you complete various tasks within the different pages of the site The Help Quick Link will always appear as the last Quick Link no matter what page of ASQ Online you are viewing The Help page provides up to date information on ASQ Online including FAQs Tutorials User Manuals contact information and other online help documentation 3 ASQ Online for Providers When you are logged in to ASQ Online as a Provider the different pages of the site are specifically designed for the Provider role 43 3 2 My Profile You can access your user profile by selecting My Profile from the top navigation menu Your My Profile page contains four tabbed sections e My Profile section contains your personal information e My Notes section is a place for your personal notes pertaining to a number of things within ASQ Online e My Files section is a place for any personal files that you have uploaded into the system e My Access List section contains a list of the program s you have access to and your role s within those programs 3 2 1 Editing Your Profile The My Profile secti
91. n will appear under the Child List tab Screening Preferences The screening preferences feature provides Program Administrators the ability to set automatic screening tasks for Child Profiles so that children are screened per the screening standards of the program Program Administrators can set preferences so that screening tasks are automatically created for Child Profiles when The child enters the program The child reaches a certain age The child is age appropriate for the program s recommended screening intervals The child needs to be re screened based on the prior screening scores when e Scores below cutoff for ASQ 3 questionnaires e Scores above cutoff for ASQ SE questionnaires Automatic screening tasks based on the child s age e Example Create ASQ 3 screening tasks due when a child is x months and x days old Automatic screening tasks based on the child s tenure in the program NOTE This preference will only work for Child Profiles whose Date of Admission to monitoring program field is filled in e Example Create ASQ 3 screening tasks due x months and x days after a child s entry to the monitoring program Automatic screening tasks based on the child s recommended interval e Example Create ASQ 3 screening tasks due when a child s recommended interval is x months Automatic re screen tasks based on the child s screening results 18 e Example Create tasks for ASQ 3 screenings
92. n individual document that may assist in the management of your screening program Form template An existing individual document that you may want to include in a campaign Identified Also known as screened Descriptive of children whose score on a screening tool such as ASQ 3 or ASQ SE falls below the cutoff score and who are identified as needing further assessment Information Summary Sheet A summary of a questionnaire that is generated once a screening is finalized This summary shows total scores for each developmental area that is evaluated and indicates where the scores fall in relation to the cutoff scores for referral and monitoring Information Summary Sheets for ASQ 3 questionnaires also include the caregiver s responses to the Overall questions and a grid which records individual item responses Attachment 1 Keycode A unique number that comes in each box of ASQ 3 and ASQ SE questionnaires that allow the user to unlock those paper questionnaires and all their corresponding components forms documents and packets within the ASQ Online system Previously set up by the Early Learning Coalition staff for the early childhood programs Long Form A data entry option within ASQ Online where Providers enter the results of completed ASQ 3 or ASQ SE screenings The Long Form is similar to the paper versions of the questionnaires containing all screenings items and text boxes in which a caregiver s comments can be entered
93. nd Conditions Attachment 2 ASQ Online Program Administrator User Manual Summary of Each Section Attachment 3 ASQ Online Provider User Manual Summary of Each Section Attachment 4 ASQ 3 Score Interpretation and Recommendations for Follow up Diagram Attachment 5 ASQ 3 Action Steps Based on the Screening Results Attachment 6 ASQ SE Score Interpretation and Recommendations for Follow up Diagram Attachment 7 ASQ SE Action Steps Based on the Screening Results Attachment 8 Attachment 9 Attachment 10 Attachment 11 Attachment 12 Attachment 13 Attachment 14 Attachment 15 Attachment 16 FDLRS Child Find Referral Form Customized Provider Packets Inclusion Warm Line Services Flyer Equipment Needed From Internet Service Providers Internet User s Equipment Checklist Internet Service Providers List of Computer Services Companies Websites with Information about Developmental Milestones Tips for Talking with Parents EARLY LEARNING COALITION of Broward County Inc Education begins at birth Part 1 Broward Program Administrator Owner or Designee 6301 NW 5 Way Suite 3400 Fort Lauderdale FL 33309 954 377 2188 Fax 954 377 2192 www elcbroward org EARLY LEARNING COALITION of Broward County Inc Education begins at birth Broward Program Administrator Owner or Designee ASQ Online User Manual The Brookes Publishing Company Program Administrator User Manual for
94. nformation Summary Quick Link 3 A pop up window will appear asking if the Provider wants to open or save the PDF of the completed questionnaire Select Open 4 When the PDF is visible either select the Print icon or go to File Print Section 6 4 Printing a Screening Provider User Manual pages 44 45 7 Screening Management The Screening Management page of ASQ Online is where you can schedule and manage all of the screening and follow up tasks for the children to whom you are assigned From this page Providers can Schedule a screening or non screening task View a list of screenings due to be mailed to caregivers screenings that have been mailed to caregivers but not yet returned and scheduled screening tasks that have been completed View a list of non screening tasks that are due and tasks that have been completed View and print system created packets and view and print program packets created by your Program Administrator Create your own packets to send to caregivers of children to whom you are assigned View and print documents provided by the ASQ Online system view and print program documents created by your Program Administrator and view print and create personal documents bs The Provider must become familiar with how to schedule a screening track screenings for the children interpret screen results create follow up tasks and generate materials The Provider will find all the details relat
95. ng 4 You can view the full contents of the screening in a new browser window by clicking the screening interval under the Questionnaire column 5 To assign the screening to a Provider select the Provider from the drop down menu and click the Assign button 8 3 View the Child Profile amp Questionnaire for a Screening To view a Child Profile and a questionnaire from the Screenings page 1 1 2 3 On your Home page click the View All tab next to the Screenings tab OR Select Screening Management from the top navigation menu and click the View All tab next to the Screenings tab Under the Screenings section click on the child s name to view their profile To view the questionnaire for a child under the Screenings section click on the questionnaire next to the child s name This will pull up the Information Summary Sheet for that questionnaire and you can click through the area tabs to view the screening in its entirety 8 4 Print the Information Summary Sheet To print an Information Summary Sheet from the Screenings page 1 1 2 3 4 On your Home page click the View All tab next to the Screenings tab OR Select Screening Management from the top navigation menu and click the View All tab next to the Screenings tab Under the Screenings section locate the child whose Information Summary Sheet you would like to print To the left o
96. ng Management Tab on the Navigation Bar Attachment 8 rens diagnostic 8 treatment center THE SCHOOL BOARD OF BROWARD COUNTY FLORIDA Exceptional Student Education and Support Services FDLRS Child Find Referral Form Support for Florida a OA Children Ages Birth to 5 Years Referred By Director s Name Child Care Facility Facility E Mail Phone FAX Referring Source ELC BROWARD ASQ3 SE Attached Uy UN U New LJ Annual Authorization to Refer Print Parent Custodial Caregiver s Name Signature Relationship Date Child s Name DOB Age Se OM OF Language Spoken at Home Family receives SR financial assistance UO vU N LI Parent LI Foster Parent LI Relative L1 Guardian Home Address Apt City State FL Zip Home Phone 954 754 Work 954 754 Cell 954 754 Alternative Contact Name Relationship Phone Child Covered by Healthcare Insurance Uy Un OU Unknown Medicaid Private Dy ON Name of Insurance Plan Plan Child is currently receiving protective service L Y LYN ChildNet Advocate Developmental Educational Concerns L Communication LJ Motor LJ Self Help Ll Cognitive L1 Social Emotional L Behavioral LJ Other Currently Receiving Developmental Services Oy LN Physical Therapy Speech Therapy Occupational Therapy L Behavioral Services L1 Unknown Where Child has a Medical
97. ng should be completed online by the caregiver and the Provider at the child care facility Option 2 Family Access allows programs to create websites where they can direct caregivers to complete screening for their children online Section 8 Family Access Provider User Manual pages 70 79 a Caregiver can go the web page following directions given to them by the Provider b Caregiver can enter the screening information for his her child c Once a caregiver submits a screening via a Family Access URL that the Provider has created the Provider can choose to accept or reject the screening with several options 1 Accept and attach to an existing child profile 2 Accept as a new child profile and assign to the Provider 52 3 Reject entirely and the screening will not be included as part of the program 4 Reject entirely and notify caregiver via email that the screening was not accepted by the Provider Option 3 Provider may complete the screening If a caregiver does not complete the screening with the Provider within the first 5 days of enrollment at the child care facility or return the screen via the Family Access System within the specified timeframe the Provider may complete the screens for children if a b The child has attended the facility at least part time for 30 or more days The currently enrolled child has been in care at the facility 10 months or more by the first day of the month of his her next birth
98. nistrator to locate information more easily See Attachment 2 Locate the Online Tutorials section Watch the tutorial as the tutorial reviews the critical steps in the Online Screening System 1 Go to Quick Links on the left hand side of the Home page 2 Click on Online Tutorials found on that page 3 Click on Program Administrator Tutorial 4 Click on the first icon link to view the tutorial on the Program Administrator s computer or on the second item to view the tutorial on an ipad Locate the ASQ Online Glossary click on the Help Quick Link to find the definition of the key words used in the ASQ Online System 2 Navigating the ASQ Online System The Program Administrator must learn how to navigate the ASQ Online system by using the top navigation menu on each page in Top Navigation Menu This menu will take the Program Administrator to the different pages of ASQ Online The pages include Home Page My Profile Child Profiles Screening Management Reports and Family Access e Home Access Child Profiles Screenings and Help items from this page which is customized to your role as Program Administrator e My Profile View and edit your profile information change your password create and manage your personal notes and files manage your user access and create personal alert messages regarding various functions in ASQ Online e Program Find information regarding your program add program users add custom
99. o see a list of all children for whom you have generated a packet you can click the Child List link to the right of that packet The Child List page will show you each child for whom that packet has been generated the child s date of birth and the date the packet was generated for that child You can also search for specific children by date generated child DOB child name child ID and child alt ID 7 6 Documents ASQ Online provides a number of documents to aid you in the screening management of your program These documents include the forms found in the ASQ User s Guides as well as other system documents program documents that the Program Administrator has created and personal documents that you have created as a Provider Documents are what make up packets but you can also download and print any document on its own without generating a packet There are 3 categories of documents Screening Follow up and Other e Screening documents are all documents that are associated with the screening of children e Follow up documents are all documents intended to be used when following up on a screening with the child s caregiver e Other documents are additional documents that don t fall into either Screening or Follow up categories but are still helpful to your program 7 6 1 View Print Documents The View Print Documents page lists all the system program and personal documents in alphabetical order The document
100. ollow since you will need to set up your program before any screening information can be entered 3 ASQ Online for Program Administrators When you are logged in to ASQ Online as a Program Administrator the different pages of the site are specifically designed for the Program Administrator role 10 3 1 Home Page Immediately after you log in to your ASQ Online account you will be directed to your Home page which is personalized according to your role within the system It is from this page that you will have quick access to the important information you need to manage your ASQ Online program including Child Profiles Screenings and Help documentation Child Profiles At the top of your Home page you will see a Child Profiles section which lists the first five Child Profiles within your program Within this section you also have the option to view all Child Profiles within your program by clicking on the View All tab Clicking View All will take you to the Child Profiles page where you will have the option to search for children using various search options To the right of the View All tab is the Add tab which allows you to add a new Child Profile Screenings On the bottom left hand side of your Home page you will see the Screenings section This section lists the five most recent screenings in your program including the child s name the questionnaire the status NEW Finalized or In Progress the
101. on contains your personal information including your username and password To edit any of the fields in the My Profile section 1 Select My Profile from the top navigation menu 2 Click the Edit tab to the right of the My Profile tab 3 Make the desired changes 4 Click the Save button 3 3 My Alerts As a Provider you have the ability to set up personal alert messages regarding various ASQ Online functions which can be sent to yourself via text message or email These messages can be task reminders screening alerts and Family Access alerts In addition you can select your preferred time zone for texting and emailing NOTE Standard text messaging rates apply to each text message alert received as provided in your wireless rate plan contact your carrier for pricing plans and details Email alerts will be subject to standard Internet access and usage charges imposed by your Internet service provider 3 3 1 Task Reminders Task reminders alert you to when a task is due You can choose to have the reminder sent to you via text email or both When setting a task reminder you choose the task as well as when you would like to receive the alert You may add as many different combinations of task reminders as you would like 44 To set a task reminder alert 1 Select My Profile from the top navigation menu 2 3 The first section on the My Alerts page is Task Reminders Under this section Select the My Alerts
102. once the Provider has selected the appropriate Intervention Activities 3 The Provider should share the screening results tasks needed and the 10 Intervention Activities with the Caregiver in a way that the Caregiver can understand and answer all the Caregiver s questions Referral If a score indicates that a referral needs to be made for a child to FDLRS Child Find the Provider must follow the procedures developed by Broward County to make a referral to FDLRS Child Find and share this information with the caregiver at a conference See FDLRS Child Find Referral Form Attachment 8 If a Provider or caregiver identifies a vision or hearing concern refer the caregiver to his her pediatrician If the Provider or caregiver identifies an issue with a child s behavior the Provider should call the Warm Line Services at Family Central at 954 724 7540 1 The Provider should complete the FDLRS Child Find Referral Form and obtain the signature of the caregiver at the caregiver teacher conference See Attachment 8 2 The Provider will fax the FDLRS Child Find Referral Form and the appropriate Information Summary to FDLRS Child Find within a week 3 The Provider must then set a Task for the child in the Online System Referred Child to FDLRS Child Find 4 Follow the steps in 7 4 1 on pages 20 22 of this Protocol 72 EARLY LEARNING COALITION of Broward County Inc Education begins at birth Part
103. onference to use at home with his her child Located in Documents Section in the Screening Management Tab on the Navigation Bar 5 Other copy of Intervention Activities is placed in child s file and used to individualize curriculum activities for this child ABOVE THE CUTOFF SCORE AND MEETS THE REFERRAL CRITERIA If the child s score falls above the Cutoff Score and the Referral Criteria on the ASQ SE Information Summary sheet has been considered the child may be developing with concerns 1 Further assessment with a professional is needed 2 Provider schedules a conference with the parent to share the results of the Information Summary sheet for the ASQ SE Provider prints two copies ofthe Information Summary sheet One copy is given to the parent at the conference Set a Task 3 Other copy of the Information Summary sheet s for the ASQ SE is placed in the child s file and used to individualize curriculum for this child 4 Provider completes the FDLRS Child Find Referral Form with the parent and has him her sign the Form indicating permission to refer the child 5 Provider faxes the ASQ SE Information Summary and the FDLRS Child Find Referral Form to FDLRS Child Find and places the FDLRS Child Find Referral Form in the child s file 6 Provider prints two copies of the Intervention Activities One copy is given to the parent at the conference to use with his her child Located in Documents Section in the Screeni
104. ork with the Program Administrator to design Family Access pages that you can be sent to the caregivers in your program so that they can fill out ASQ questionnaires online 5 Managing Child Profiles The Provider is responsible for entering child and caregiver information A caregiver is a parent grandparent foster parent or other person who lives with the child and is responsible for the care of the child The following scenarios pertain to Broward early childhood providers and how to ensure every school readiness child has a child profile and can be screened Viewing Child Profiles The Provider must ensure that each child assigned to him her has a Child Profile so that the screening data can be entered The Provider can view a list of all the Child Profiles assigned to him her to ensure that each child assigned to the Provider has a Child Profile Section 5 3 Viewing the Child Profiles List Provider User Manual page 20 1 The Provider will use the top navigation menu on the top of the page and click on the Home page 2 The first five Child Profiles that are assigned to the Provider will be listed 3 Within this section the Provider has the option to view all Child Profiles assigned to him her by clicking on the View AIP tab 4 This will take the Provider to the Child Profiles page where the Provider has the option to search for children using various search options 46 HINT The easiest way to search for
105. ou will be taken to a list of Child Profiles within your program This page lists the child s name DOB Child ID and Alt ID The page will prompt you to select a target Child Profile for the merge 5 Any Child Profiles that share the same birth date or name with the profile you are trying to merge will be in boldface 6 Select the button next to the Child Profile you would like to merge 7 Click the Merge Child Profiles button at the bottom of the page Bx ge Please note that when merging 2 profiles the Child Profile that you are merging into is the data that will prevail If the merging profile has separate demographic data than the profile being merged into the demographic data will be overwritten PART Il MANAGING YOUR SCREENING PROGRAM ASQ Online is referred to as an online management system for ASQ because instead of managing the administration of ASQ questionnaires the results and any follow up decisions you make on paper ASQ Online allows you to manage all components of ASQ within the system itself 23 The online management system that is ASQ Online helps you capture and perform a process The central part of this process is conducting an ASQ screening ASQ Online helps you prepare for and conduct a screening gives you access to resources you can use to interpret the screening results and make a follow up decision and allows you to schedule follow up tasks including sending results to parents or physi
106. p navigation menu and click the View All tab next to the Screenings tab 2 Under the Screenings section click on the child s name to view their profile 3 To view the questionnaire for a child under the Screenings section click on the questionnaire next to the child s name This will pull up the Information Summary Sheet for that questionnaire and you can click through the area tabs to view the screening in its entirety 6 1 3 Print the Information Summary Sheet To print an Information Summary Sheet from the Screenings page 1 On your Home page click the View All tab next to the Screenings tab OR 1 Select Screening Management from the top navigation menu and click the View All tab next to the Screenings tab 2 Under the Screenings section locate the child whose Information Summary Sheet you would like to print 3 To the left of the child s name click the Print link under the Print Summary column 4 A pop up window will appear and you can choose to open the file to print or save it to your computer 6 2 Adding a Screening There are two methods for entering ASQ 3 and ASQ SE screening results for a child the Long Form or the Short Form 6 2 1 Adding an ASQ 3 or ASQ SE Screening via the Long Form The ASQ 3 amp ASQ SE Online Long Forms are similar to the paper versions of the questionnaires but without the graphics The Long Form contains all ques
107. p of each column 11 2 Recent Reports On the Reports page you will see two tabs Available Reports and Recent Reports The Recent Reports section will list all reports that you have generated within the last two weeks with the option to Preview Download PDF or Download CSV This allows you to see your most recently generated reports without having to select the search criteria and generate the report again Section 11 Reports for a description of all the reports 11 4 11 13 11 14 Printing Reports When you generate a report as a PDF file all reports will be 8 5 x 14 In order to print the report on 8 5 x 11 paper 1 After generating the report and opening as a PDF in Adobe Reader select File gt Print 2 Inthe Page Handling section select the Fit to Printable Area option from the Page Scaling drop down menu 3 Click the OK button 40 Early Learning Coalition of Broward Inc ASQ Online Provider Protocol Subject Use of the ASQ Online System for Developmental Screening of Children Birth through Five Years in the School Readiness Program Date November 20 2013 Purpose To ensure consistency in the management of data for the Ages amp Stages Questionnaire for children participating in the school readiness program by reviewing the key steps in the ASQ Online System Action Steps 1 Introduction Become familiar with ASQ Online System features It is important that all Provider users of t
108. pmental it this sample conversation can give you screening which can answer some questions about his progress ideas of how to talk with the child s parent and whether you need to do onything else Let me know if you Good afternoon Ms Jones We love having Taylor in class need daa from me for that doctor s appointment Thank you He really enjoys story time and follows directions well He is for talking with me today We ll all do our best to help Taylor working hard on coloring but is having a difficult time and gets He is a great kid frustrated have also noticed a few things about Taylor s social _ skills that would like to discuss with you Do you have a few Tips for these conversations with parents minutes Cite specific behaviors and when they occurred a Highlight some of the child s strengths letting the parent know what the child does well a Use materials like the Learn the Signs Act Early fact sheets Ms Jones here is some information that shows the developmental This will help the parent know that you are basing your milestones for a child Taylor s age Let s plan to meet again next comments on facts and not just feelings week set a time after you ve had time to read it and think it Talk ab ifie beheviors h h Bservedihca over Provide information such as the fact sheets SSO UE SPITE venaviorsiinat youi hoveroosery oe for the child Use the milestones fact sheets as a guide Ms Jones know
109. rated and downloaded by all users in the program e My Packets are packets that only you as a Provider can create customize and generate No other system users will be able to view or generate any packets that you create 7 5 1 View Print Packets The View Print Packets page is where you will go to generate and download packets Once a packet is generated its corresponding task will be completed in the system You can view all children that you have generated a packet for by clicking the Child List link next to the packet Clicking the View Print Packets Quick Link on the Screening Management page will take you to a list of all system packets program packets and personal packets My Packets The first five packets will be listed including the name of the packet the questionnaire type if applicable and options to view the packet generate the packet and view the child list 63 Use the Next button below the list of packets to scroll through all system and program packets available 7 5 2 System Packets System packets are packets provided by the ASQ Online system These packets include groups of documents to aid you in completing the associated task You can t edit system packets if you wish to customize a packet for your children and caregivers you can create a personal packet My Packets 7 5 3 Program Packets Program Administrators can create customized program packets which you can generate and download
110. rators can set preferences so that screening tasks are automatically created for Child Profiles when e The child enters the program e The child reaches a certain age e The child is age appropriate for the program s recommended screening intervals e The child needs to be re screened based on the prior screening scores 6 Managing Child Profiles The Child Profiles page contains a list of Child Profiles that you or other users have added to the system It also includes a section to search for Child Profiles Each child has their own individual Child Profile page These pages include Caregiver Profiles and all screenings that have been entered into ASQ Online or accepted through Family Access for a child As Program Administrator you can create Child and Caregiver Profiles assign users access to Child Profiles and view screenings that have been entered by Providers As Program Administrator you do not have the ability to enter child screenings for children in your program as only a Provider has access to that feature 7 Import Export As Program Administrator you have the ability to import child caregiver and screening data directly into your ASQ Online program as well as export child caregiver and screening data from your program You can import data using Data Templates available directly from ASQ Online The Data Templates can also be used to update existing child caregiver and screening data PART Il MANAGING YOUR SCREENI
111. re assigned as well as view print and delete screenings You can add screenings from a child s profile page and you can manage screenings from the child s profile page or the Screenings page Screening Management The Screening Management page of ASQ Online is where you can schedule and manage all of the screening and follow up tasks for the children to whom you are assigned From this page Providers can e Schedule a screening or non screening task e View a list of screenings due to be mailed to caregivers screenings that have been mailed to caregivers but not yet returned and scheduled screening tasks that have been completed e View a list of non screening tasks that are due and tasks that have been completed e View and print system created packets and view and print program packets created by your Program Administrator e Create your own packets to send to caregivers of children to whom you are assigned e View and print documents provided by the ASQ Online system view and print program documents created by your Program Administrator and view print and create personal documents Family Access Family Access is an online questionnaire completion system an additional module that is seamlessly integrated with your ASQ Enterprise or Pro account for an additional subscription fee Reports Not only does ASQ Online have powerful features that make it easy to record score and track ASQ screenings it also enable
112. re sheet as filled out by the caregiver for each area When finished viewing the screening click the Return to Child s Profile Quick Link to select and view another screening 6 6 1 Printing Child Screenings There are two ways to print a completed screening for a child From a Child Profile you can Print a completed screening including a coversheet all areas of the questionnaire and the Overall section Print only the Information Summary Sheet To print a screening from a Child Profile Click the View All tab to the right of the Child Profiles tab on your Home page OR Select Child Profiles from the top navigation menu 2 Browse the Child Profiles list or search for a Child Profile 3 Click on the child s name to access his or her profile 4 Locate the screening you want to print in the Child Screenings list 5 Click Print next to the name of the questionnaire you would like to print 6 A pop up window will appear asking you if you want to open or save the PDF of the completed questionnaire Select Open 7 When the PDF is visible either select the Print icon or go to File gt Print 1 1 To print just the Information Summary Sheet Click the View All tab to the right of the Child Profiles tab on your Home page OR Select Child Profiles from the top navigation menu 2 Browse the Child Profiles list or search for a Child Profile 3 Click on the child s name to
113. right of the file you would like to download 3 A pop up box will appear and you can choose to open this file or save it to your computer To edit or delete a file 1 Select My Profile from the top navigation menu 2 Scroll down to the My Files section and click on the file you wish to edit or delete 3 To edit the file click the Edit tab Make any changes and then click the Save button 4 To delete the file click the Delete tab 3 2 4 My Access List This list shows you the program s that you have access to and what roles you have within those programs To toggle between your user roles click the View Access link next to the role you wish to switch to You will then be directed to the Home page of the role you just selected 3 3 My Alerts As Program Administrator you have the ability to set up personal alert messages regarding various ASQ Online functions which can be sent to yourself via text message or email These messages can be task reminders Family Access alerts or transfer alerts In addition you can select your preferred time zone that will be used when you set alerts scheduled at a specific time of day NOTE Standard text messaging rates apply to each text message alert received as provided in your wireless rate plan contact your carrier for pricing plans and details Email alerts will be subject to standard Internet access and usage charges imposed by your Internet service provider
114. rofile Click on the child s name to access his or her profile Scroll down to the Tasks section The child s first 5 tasks will be listed here Click the View All tab to view a list of all tasks for this child To view the details of an individual task click on the task type From the Task Details page you can edit or delete this child s task ROD o1 6 7 1 Adding Tasks via the Child Profile To add a task from a child s profile 1 Click the View All tab to the right of the Child Profiles tab on your Home page OR Select Child Profiles from the top navigation menu Browse the Child Profiles list or search for a Child Profile Click on the child s name to access his or her profile Scroll down to the tasks Tasks Click the Add tab Enter in the requested information items marked with an asterisk are required OAN 21 NOTE If you select a screening task you will need to also select the questionnaire type and interval ASQ Online will recommend an interval You can also enter a Returned date if you are creating this screening task after the screening has been completed for tracking and reporting purposes 6 9 Caregivers 6 9 1 Adding a New Caregiver Before a screening can be entered into ASQ Online for a child there must be at least one caregiver assigned to the child To add a new caregiver 1 Click the View All tab to the right of the Child Profiles tab on yo
115. rthday month BEST PRACTICE FOR BROWARD PROVIDERS Broward Providers should select Referred Child to FDLRS Child Find and not Referral to record where the referral has been sent Best Practice is to set a task to rescreen annually on the 1 day of the child s birthday month This task will meet the requirement to screen currently enrolled children 45 days within their birthdate To add a task Select Screening Management from the top navigation menu Select the Add Task Quick Link Enter in the following information items marked with an asterisk are required Click Save PON This task will appear in the Tasks Due section NOTE If you select a screening task you will need to also select the questionnaire type and interval ASQ Online will recommend an interval You can also enter a Returned date if you are creating this screening task after the screening has been completed for tracking and reporting purposes 7 4 2 Tasks Due Tasks Due refers to non screening tasks that have been scheduled but have not yet been completed You ll notice a number next to the Tasks Due Quick Link which indicates how many tasks have been scheduled but not yet completed A task will be marked complete when you have generated a corresponding packet Selecting the Tasks Due Quick Link will take you to a list of all tasks that are due Search for tasks due by due date child date of birth DOB child nam
116. s by questionnaire type interval s Provider status NEW Finalized or In Progress Screening date range and Concern Concern or No Concern The Screenings section lists the child s name the questionnaire the interval the status whether or not this screening came in through Family Access the screening date the name of the Provider who entered the screening the name of the caregiver who completed the screening and whether this screening was marked Concern You can print the Information Summary Sheet directly from this page by clicking the Print link Clicking the child s name will take you to that child s profile and clicking the questionnaire will take you to the Information Summary Sheet where you can view the screening in its entirety 9 2 2 Screenings Due Section Screenings Due refers to screening tasks that have been scheduled but the materials have not yet been sent to the caregiver for completion 27 The Screenings Due section lists the first 5 scheduled screenings Clicking the View All tab will take you to a list of all screenings that are due You can search for screenings due by due date the child s date of birth DOB child name child ID Alt ID the name of the Provider assigned to this screening task the questionnaire and previous result the questionnaire result for the last screening for this child Clicking the Edit link next to any screening task due
117. s generated for that child You can also search for specific children by date generated child DOB child name child ID and child alt ID To view a packet s Child List 1 Select Screening Management from the top navigation menu 2 Select the View Print Packets Quick Link 3 Locate the system or program packet with the child list you would like to view 4 Click the Child List link to the right of the packet 9 6 Documents ASQ Online provides a number of documents to aid you in the screening management of your program These documents include the forms found in the ASQ User s Guides as well as other system documents and any program documents that the Program Administrator creates Documents are what make up packets but you can also download and print any document on its own without generating a packet There are 3 categories of documents Screening Follow up and Other e Screening documents are all documents that are associated with the screening of children e Follow up documents are all documents intended to be used when following up on a screening with the child s caregiver e Other documents are additional documents that don t fall into either Screening or Follow up categories but are still helpful to your program Sections 9 6 1 9 6 2 3 Program Administrator User Manual 35 9 6 1 View Print Documents The View Print Documents page lists all the system and program documents in alphabetical order
118. s list includes the name description of the document for program and personal documents only the questionnaire type associated with the document if applicable the category Screening Follow up or Other and the document type System Program or Personal 67 Each document will also include a Download link so that you can generate the document as a PDF file and print it or save it to your computer Any documents that contain dynamic content will have a Download Preview link to the right of the document Clicking this will allow you to see what the document will look like when it is generated with child caregiver or program information within a packet by using fake data as an example Section 7 6 2 1 Dynamic Content Provider User Manual pages 67 69 To access the View Print Documents page Select Screening Management from the top navigation menu Select the View Print Documents Quick Link Locate the system document you would like to download You can easily narrow down your search to only system documents by selecting System from the Document Type drop down menu 4 Click the Download link to the right of the document pec 5 A pop up window will appear and you can choose to open the PDF file or save it to your computer NOTE If the document includes dynamic content it will have a Download Preview link to the right of the document This will allow you to preview what the doc
119. s users to quickly generate reports for individual children individual programs and or groups of children across multiple programs Attachment 3 10 Username amp Password Management 11 12 For security reasons you should never share your username and or password with anyone Should a professional at your organization need to use ASQ Online or access ASQ data the Program Administrator should create a profile and username for them Additional Support There are several online help and support resources available to you and the registered users of your ASQ Online account User manuals FAQs and self guided online tutorials are always accessible within the Help section of your ASQ Online account To view the support resources available select the Help Quick Link from any page within ASQ Online Contact Information Technical Support 1 866 404 9853 or click here Sales and Customer Service 1 866 638 3775 or custserv brookespublishing com ASQ Online Implementation Manager 1 866 638 3775 or implementation brookespublishing com Training 1 800 638 2775 or seminars brookespublishing com Attachment 4 ASQ 3 SCORE INTERPRETATION AND RECOMMENDATIONS FOR FOLLOW UP DIAGRAM The ASQ 3 Information Summary provides scores in 5 areas Communication Gross Motor Fine Motor Problem Solving and Personal Social The scores in each area inform the Provider and parent guardian of the status of the child regarding the child
120. screening date and a link to print the Information Summary Sheet If you click View All it will take you to a page of all screenings in your program From this page you can search for child screenings and view and print the Information Summary Sheet You can also easily identify which screenings have come in through Family Access as well as assign any pending screenings Help On the bottom right hand corner of your Home page is the Help section Here you will find the links Online Tutorial FAQs User Manual and Email our Tech Support Team 3 2 My Profile You can access your user profile by selecting My Profile from the top navigation menu You re My Profile page contains four tabbed sections The My Profile section contains your personal information The My Notes section is a place for your personal notes pertaining to a number of things within ASQ Online The My Files section is a place for any personal files that you have uploaded into the system And the My Access List section contains a list of the program s you have access to and your role s within those programs 11 3 2 1 Editing Your Profile The My Profile section contains your personal information including your username and password To edit any of the fields in the My Profile section Select My Profile from the top navigation menu Click the Edit tab to the right of the My Profile tab Make the desired changes Click the Save
121. see a list of all users in the program 3 Under the Program Users tab click on the user s name you wish to assign children to You can also search for users by last name first name and or role NOTE You can only assign children to a Provider 4 On the User Details page of the Provider you selected there is a tab at 17 5 the bottom called Child List which lists all of the children currently assigned to that Provider To assign more children click on either the Assign Children tab next to the Child List tab or select the Assign Children to Provider Quick Link 5 On the Assign Children page there is a list of all of the children available to be assigned to this Provider under the Available Child List tab The list will include the child s name ID alternate ID and Primary Caregiver 6 There is acolumn on the right hand side of the Available Child List section that says Assign to Provider last name first name with checkboxes underneath that correspond to each child listed 7 Put a checkmark in the box next to each child you wish to assign to this Provider If you wish to assign all of the available children to this Provider you may click the Select all button at the bottom of the page Once you are finished selecting the children to assign click the Add button at the bottom of the page 8 You will be returned to the User Details page and the newly assigned childre
122. t to interpret the results Then use this information to guide your NEXT STEPS If the child s scores fall in the white area itis above the cut off and the child s development appears to be on schedule WHITE AREA 1 Schedule an annual rescreen based on the first day of the month of the child s birthday the following year 2 Provider schedules a conference with the parent guardian share the results of the Information Summary Sheet for the ASQ 3 and or ASQ SE Provider prints two copies of the Information Summary sheet s One copy is given to the parent at the conference Seta Task 3 Other copy of the Information Summary sheet s for the ASQ 3 and the ASQ SE is placed in the child s file 4 Provider prints two copies of the Intervention Activities One copy is given to the parent guardian at the conference to use at home with his her child Located in Documents Section in the Screening Management Tab on the Navigation Bar 5 Other copy of Intervention Activities is placed in child s file and used to individualize curriculum activities for child GRAY AREA 1 Provider continues to use Intervention Activities in classroom to individualize curriculum for this child Located in Documents Section in the Screening Management tab on the Navigation Bar 2 Provider schedules a conference with the parentto share results of the Information Summary sheet for the ASQ 3 and or ASQ SE Provider prints two
123. task 9 5 Packets Packets are groups of documents that can be printed and mailed together to aid in the screening management of your program There are two types of packets for Program Administrators in ASQ Online System Packets and Program Packets 31 e System packets are packets provided by the ASQ Online system e Program packets are packets that a Program Administrator can create and customize and can be generated and downloaded by all users in the program 9 5 1 View Print Packets The View Print Packets page is where you will go to generate and download packets Once a packet is generated its corresponding task will be completed in the system You can view all children that you have generated a packet for by clicking the Child List link next to the packet Clicking the View Print Packets Quick Link on the Screening Management page will take you to a list of all system packets and program packets The first five packets will be listed including the name of the packet the questionnaire type and options to view the packet generate the packet and view the child list Use the Next button below the list of packets to scroll through all system and program packets available 9 5 2 System Packets System packets are packets provided by the ASQ Online system These packets include groups of documents to aid you in completing the associated task You can t edit system packets if you wish to customize a packet
124. te through each area of ASQ Online This manual also provides information on additional training professional development online support and help and several other resources that will prove very useful to you as a Program Administrator 2 Navigating ASQ Online is set up so that you can easily navigate through the system using the top navigation menu and the Quick Links PART I SETTING UP YOUR PROGRAM Part of this manual is designed to help you set up your program for use If you are a new ASQ Online user you will want to pay special attention to the instructions that follow since you will need to set up your program before any screening information can be entered 3 ASQ Online for Program Administrators When you are logged in to ASQ Online as a Program Administrator the different pages of the site are specifically designed for the Program Administrator role 4 Managing Your Program The Program page of ASQ Online is where you will go to set up your program and manage all aspects of your program It is within the Program page of ASQ Online that you can view and edit your program details add all program users and view and add program notes and files as well as custom tasks Attachment 2 5 Screening Preferences The screening preferences feature provides Program Administrators the ability to set automatic screening tasks for Child Profiles so that children are screened per the screening standards of the program Program Administ
125. that are below cutoff due x days later Using the same interval e Example Create tasks for ASQ SE screenings that are above cutoff due x days later Using the recommended interval 6 Managing Child Profiles The Child Profiles page contains a list of Child Profiles that you or other users have added to the system It also includes a section to search for Child Profiles Each child has his her own individual Child Profile page These pages include Caregiver Profiles and all screenings that have been entered into ASQ Online or accepted through Family Access for a child As Program Administrator you can create Child and Caregiver Profiles assign users access to Child Profiles and view screenings that have been entered by Providers As Program Administrator you do not have the ability to enter child screenings for children in your program as only a Provider has access to that feature 6 1 Adding a Child Profile To add a new Child Profile to ASQ Online 1 Click the Add tab to the right of the Child Profiles tab on your Home page OR 1 Select the Child Profiles link from the top navigation menu 2 Select the Add Child Profile Quick Link 3 You will be directed to the Add Child Profile page Fill out all required fields indicated by an asterisk and any additional fields 4 Click Save NOTE If any required information was not entered or if any information was not entered correctly an error mess
126. the Child Profiles list or search for a Child Profile Click on the child s name to access his or her profile Select the Add Existing Caregiver Quick Link This will bring you to the Caregiver Profile Search page Search for the caregiver by first or last name or locate the caregiver under the Caregiver Profile List for Child last name first name tab 6 To associate the caregiver to the child Click the Add link under the Associate to Child last name first name column 7 You will be returned to the Child Profile Details page for this child and a message will appear at the top saying that the child was successfully associated with the caregiver AUN c1 Adding a Child Profile for Children who are Currently Enrolled but not Assigned to the Provider This is the Provider s role so that screening data can be entered into the ASQ Online System 1 The Provider can search for a specific child or children to whom he she was assigned 2 Ifa currently enrolled child is not assigned to the Provider the Provider should follow the steps outlined in section 5 1 above 3 The Provider should refer to section 5 Managing Child Profiles Provider User Manual pages 18 34 for details on other key tasks e g Viewing and Editing Child Profile Details and Archiving or Deleting a Child Profile 48 5 2 Searching for a Child Profile To search for a specific child or children to whom you are assigned 1 Click th
127. the child s name the questionnaire the interval the status whether or not this screening came in through Family Access the screening date the name of the Provider who entered the screening the name of the caregiver who completed the screening and whether this screening was marked Concern You can use this page to quickly and easily locate children and their screenings assign any pending Family Access screenings to a Provider view the questionnaire in its entirety and print the Information Summary Sheet for a child 24 To access the Screenings page 1 On your Home page click the View All tab next to the Screenings tab OR 2 Select Screening Management from the top navigation menu 3 Click the View All tab to the right of the Screenings tab 8 1 Searching All Screenings in Your Program You can search for screenings in your program by questionnaire type interval s Provider status NEW Finalized or In Progress Screening date range and Concern Concern or No Concern To search for screenings in your program 1 1 2 3 On your Home page click the View All tab next to the Screenings tab OR Select Screening Management from the top navigation menu and click the View All tab next to the Screenings tab From the Screening Search section you can use the following search fields to locate screenings NOTE You can search using more than one search fi
128. this is hard to talk about and may be Example If you are telling the parent I have noticed that over reacting but think it would also be a good idea to talk to Taylor does not play pretend games with the other children Taylor s doctor about this in the next few weeks You can take this you could show the parent the line on the milestones fact sheet Have you noticed any of these at home information with you when you go The doctor can give Taylor for a four year old that says that a child that age engages in a developmental screening which can answer some questions fantasy play about his progress and whether you need to do anything else Try to make it a discussion Pause a lot giving the parent time Maybe there is no problem but getting help early can make a to think and to respond big difference if there is so it s really important to find out for ee Expect that if the child is the oldest in the family the parent sure let me know if you need anything from me for that might not have experience to know the milestones the child i i t doctor s appointmen should be reaching Thank you for agreeing to talk with me today We ll all do our a Listen to and watch the parent to decide on how to proceed best to help Taylor He is a great kid Pay attention to tone of voice and body language 3 This might be the first time the parent has become aware that If a parent approaches you with the child might have a delay Giv
129. tion menu Browse the Child Profiles list or search for a Child Profile Click on the child s name to access his or her profile Scroll down to the tasks section The child s first 5 tasks will be listed here Click the View All tab to view a list of all tasks for this child 5 To view the details of an individual task click on the task type From the Task Details page you can edit or delete this child s task Bp 49 5 7 1 Adding Tasks via the Child Profile To add a task from a child s profile 1 CUTS eU D Click the View All tab to the right of the Child Profiles tab on your Home page OR Select Child Profiles from the top navigation menu Browse the Child Profiles list or search for a Child Profile Click on the child s name to access his or her profile Scroll down to the tasks section Click the Add tab Enter in the following information items marked with an asterisk are required NOTE If you select a screening task you will need to also select the questionnaire type and interval ASQ Online will recommend an interval You can also enter a Returned date if you are creating this screening task after the screening has been completed for tracking and reporting purposes 5 11 Merging Child Profiles Before a screening can be entered into ASQ Online for a child there must be at least one caregiver assigned to the child If for any reason you have duplicates of the same Child Profile you can
130. tionnaire items in addition to a Comments section in which a parent s comments can be entered The answers you enter for each item are automatically converted to their numerical value and automatically totaled according to the ASQ 3 or ASQ SE scoring logic Section 6 2 1 Adding an ASQ 3 or ASQ SE Screening via the Long Form Provider User Manual 54 TIP You are strongly encouraged to enter a task for this child after reviewing his or her Information Summary Sheet The decision you make after reviewing the child s scores and the cutoff scores can be easily recorded as a task that you are then reminded to complete 6 2 3 Adding an ASQ SE Screening via the Short Form By entering the ASQ SE screening results for a child via the Short Form you are choosing to view only the item numbers from the ASQ SE questionnaire The Short Form is intended for quick and easy data entry The answers you select for each item are automatically converted to their numerical value and automatically totaled according to the ASQ SE scoring logic Section 6 2 3 Adding an ASQ 3 or ASQ SE Screening via the Short Form Provider User Manual TIP You are strongly encouraged to enter a task for this child after reviewing his or her Information Summary Sheet The decision you make after reviewing the child s scores and the cutoff scores can be easily recorded as a task that you are then reminded to complete ASQ Online will provide you w
131. ument will look like when populated with child caregiver and program data But the download preview will only provide you with fake data You would need to generate this document as part of a packet in order to have it populate with information from your program 7 6 2 Creating Documents As a Provider you can create your own documents that you can print or attach to any personal packets Any documents that you create cannot be viewed or downloaded by anyone else in the system you are the only user with access to personal documents To create a personal document 1 Select Screening Management from the top navigation menu 2 Select the Create Document Quick Link 3 Enter the title of your document in the Name field 4 Enter an optional description of this document in the Description field 5 Select the document category from the drop down menu Your options are Screening Follow up or Other 6 Select a questionnaire type from the drop down menu ASQ 3 English Spanish ASQ SE English Spanish 7 Inthe Content field enter the text of your document and format it to your liking 8 If you wish to add dynamic content click the icon of the baby and choose the 68 dynamic content Section 7 6 2 1 Dynamic Content Provider User Manual pages 67 69 9 When finished click the Submit button This document will now be included on the View Print documents page and will be listed as a Personal document You
132. ur Home page OR Select Child Profiles from the top navigation menu Browse the Child Profiles list or search for a Child Profile Click on the child s name to access his or her profile Click on the Add tab next to the Child s Caregivers tab OR Select the Add New Caregiver Quick Link You will be directed to the Add Caregiver Profile page Fill out all required fields indicated by an asterisk and any additional fields you also wish to record regarding the caregiver 3 Then click Save AUN Nh If this is the primary caregiver check the box to the right of the field Primary Caregiver Profile for located at the bottom of the Add Caregiver Profile page The checkbox will list the child whose profile you are adding the caregiver to There can only be one primary caregiver within each Child Profile To change the primary caregiver within a Child Profile click the Edit tab within the Caregiver Profile Details of the caregiver that you would like to be primary and check the box next to Primary Caregiver Profile Then click Save NOTE Marking a caregiver as Primary Caregiver for a child means that when you generate a packet that contains a letter to the child s caregiver it will be automatically addressed to this caregiver 6 9 2 Adding an Existing Caregiver To add a caregiver who already exists within ASQ Online as a caregiver for another child 1 Click the V
133. y from the drop down menu Your options are Screening Follow up or Other 6 Select a questionnaire type from the drop down menu ASQ 3 English Spanish ASQ SE English Spanish 7 Inthe Content field enter the text of your document and format it to your liking 8 If you wish to add dynamic content click the icon of the baby and choose the dynamic content Section 9 6 2 1 Dynamic Content Program Administrator User Manual 9 When finished click the Submit button This document will now be included on the View Print documents page and will be listed as a Program document You can add this document to any program packet that you have created 36 10 Family Access Family Access is an online questionnaire completion system an additional module that is seamlessly integrated with your ASQ Enterprise account Family Access allows programs to create websites where they can direct caregivers to complete screenings for their children online Once accepted by you the screens that were entered via Family Access automatically become part of your program screens There is no additional data entry necessary to enter screening results 10 1 Family Access Landing Page The Family Access page in ASQ Online is where you are able to create your Family Access landing page The landing page is a page that a user will visit or land on when they access the URL provided to them by the program It is through the landing page that

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