LACA Special Ed Director’s Meeting June 11, 2008

LACA Special Ed LACA Special Ed Director’s MeetingDirector’s Meeting

June 11, 2008June 11, 2008

AGENDAAGENDAMarch Follow UpMarch Follow UpSSEM StatisticsSSEM StatisticsStart of Year Sign-OffsStart of Year Sign-OffsRecords Retention PolicyRecords Retention PolicySummer Release ItemsSummer Release ItemsKnown Bugs ListKnown Bugs ListClarifications from ODEClarifications from ODESummer TrainingSummer Training08-09 Meeting Dates08-09 Meeting Dates

March Follow Up ItemsMarch Follow Up Items

Outstanding Unfinalized IEPsOutstanding Unfinalized IEPs4,775 4,775 (6/4/07 @ 12:20pm)(6/4/07 @ 12:20pm)

398 398 (6/11/08 @ 9:15am)(6/11/08 @ 9:15am)

Zero Outstanding: Zero Outstanding: GR, HE, JO, JV, MA, MC, NR, SW, TV, WMGR, HE, JO, JV, MA, MC, NR, SW, TV, WM

Current Year Unfinalized IEPsCurrent Year Unfinalized IEPs1,359 1,359 (6/11/08 @ 9:15am)(6/11/08 @ 9:15am)

Zero Current Year: ---Zero Current Year: ---

SSEM StatisticsSSEM Statistics

July 2007July 2007289 Districts live on SSEM across 16 ITCs289 Districts live on SSEM across 16 ITCsRepresents 488,889 District ADMRepresents 488,889 District ADM

January 2008January 2008312 Districts live on SSEM across 16 ITCs312 Districts live on SSEM across 16 ITCsRepresents 493,497 District ADMRepresents 493,497 District ADM

July 2008July 2008SSEM across SSEM across 1717 ITCs ITCs

Records Retention Records Retention PolicyPolicyHow many years in current How many years in current

database?database?07-08 = ALL finalized form sets07-08 = ALL finalized form sets08-09 = Last ___ years08-09 = Last ___ years

Purge by inactive/graduated student datePurge by inactive/graduated student datePurge by form finalize datePurge by form finalize date

How many year of archived How many year of archived databases?databases?

Start of Year Sign-OffsStart of Year Sign-Offs

Due back by August 8Due back by August 8thth

Review of District SetupReview of District SetupReview of Staff SSEM AccessReview of Staff SSEM Access

ProgressBook/SSEM Policy for 2008-ProgressBook/SSEM Policy for 2008-20092009

Summer Release Summer Release EnhancementsEnhancementsD3 EMIS Report row selectionD3 EMIS Report row selectionD24 EMIS Extract wording changeD24 EMIS Extract wording changeE17 Finalization Pull if PresentE17 Finalization Pull if PresentE21 Finalize Form Flag (include in E21 Finalize Form Flag (include in

EMIS)EMIS)F6 Default Testing Dates on EMIS F6 Default Testing Dates on EMIS

DCFDCFD29 EMIS Transaction Log SortingD29 EMIS Transaction Log Sorting

Summer Release Summer Release EnhancementsEnhancementsA20 Progress Reports Mass PrintingA20 Progress Reports Mass PrintingA29 Report: Finalized FormsA29 Report: Finalized FormsC12 Create from Existing C12 Create from Existing

RestrictionsRestrictionsD11 Report: Unfinalized FormsD11 Report: Unfinalized FormsE3 View Forms iconsE3 View Forms iconsEMIS Extract by Building optionEMIS Extract by Building option

Summer Release Summer Release EnhancementsEnhancementsD23 Student Name in upper cornerD23 Student Name in upper cornerD7 Parent Email on IEP Cover PageD7 Parent Email on IEP Cover PageD9 Time Textbox on Invitation PageD9 Time Textbox on Invitation PageD28 Second Parent Info on IEP Cover D28 Second Parent Info on IEP Cover

PagePageGoal Page “Description of Service” Goal Page “Description of Service”

labellabelLock Down Services field on Goal PageLock Down Services field on Goal Page

Summer Release FixesSummer Release Fixes

Grade Level Changing with Testing Grade Level Changing with Testing PagePage

Gender Box in Merge & Finalize Gender Box in Merge & Finalize formsforms

Testing Page data on EMIS DCFTesting Page data on EMIS DCFNon-Compliance IDs on EMIS DCFNon-Compliance IDs on EMIS DCF

Summer Release Summer Release ComplianceComplianceFY09 EMIS Compliance ChangesFY09 EMIS Compliance ChangesNew Date Code FormNew Date Code FormNew EMIS Data Collection FormNew EMIS Data Collection FormMinor Revisions to IEP formsMinor Revisions to IEP forms

Summer/Fall Hotfix Summer/Fall Hotfix ItemsItemsMultiple Progress Report VersionsMultiple Progress Report VersionsODE Revised Model Procedure ODE Revised Model Procedure

FormsFormsODE published Optional FormsODE published Optional FormsODE published WEP FormsODE published WEP Forms

Known Bugs (after Known Bugs (after release)release)IEP Due Date Report.IEP Due Date Report.

Fix to run off IEP meeting date instead Fix to run off IEP meeting date instead of IEP end date.of IEP end date.

Fix to run off only IEP/EMIS Sets.Fix to run off only IEP/EMIS Sets.District-to-District Re-Transfer.District-to-District Re-Transfer.

Ability to transfer IEP to same district Ability to transfer IEP to same district after deletion of previous transfer.after deletion of previous transfer.

Workaround to rename set and Workaround to rename set and transfer.transfer.

Known Bugs (after Known Bugs (after release)release)District of Residence/District of District of Residence/District of

Service.Service.Populate based on district logged into.Populate based on district logged into.Waiting for DASL to send info to PB, Waiting for DASL to send info to PB,

then change to demographic fields.then change to demographic fields.Spell Check Settings.Spell Check Settings.

Spell On/Off will default to option Spell On/Off will default to option selected the last time logged off – selected the last time logged off – instead of always on.instead of always on.

Clarifications from ODEClarifications from ODE

On the PR07P6 Testing Page “Met On the PR07P6 Testing Page “Met participation requirements” field, is it a participation requirements” field, is it a specific date or will the month and year specific date or will the month and year address this request?address this request?

The month and year will suffice. The month and year will suffice. NOTE: We will be changing the NOTE: We will be changing the

form to allow for month/year entry.form to allow for month/year entry.


On the PR07P6 Testing Page for OGT On the PR07P6 Testing Page for OGT Alternate Assessment, how should the Alternate Assessment, how should the district mark the subject of the test as district mark the subject of the test as OGT is “Language Arts” and IEP is OGT is “Language Arts” and IEP is “Reading” or “Writing”?“Reading” or “Writing”?

Language Arts usually is reading Language Arts usually is reading and writing, the district should and writing, the district should mark what is applicable to the mark what is applicable to the student in the above listed areas.student in the above listed areas.


On the PR07P6 Testing Page, if the student has On the PR07P6 Testing Page, if the student has already taken the OGT but we don’t know their already taken the OGT but we don’t know their scores (and whether they will have to retake scores (and whether they will have to retake parts) how should the testing page be marked?parts) how should the testing page be marked?

The team should state that the student The team should state that the student has participated. The team could address has participated. The team could address the student’s participation elsewhere in the student’s participation elsewhere in the IEP and document that the scores the IEP and document that the scores were not available for the team to were not available for the team to consider …could reconvene after the consider …could reconvene after the scores were available to determine that scores were available to determine that the action …in order to ensure that the the action …in order to ensure that the student’s needs in this area are met. student’s needs in this area are met.


On the full IEP, do we have to complete On the full IEP, do we have to complete and include ALL pages (ie. PR07P4 and and include ALL pages (ie. PR07P4 and PR07P5) if they don’t apply to the PR07P5) if they don’t apply to the student?student?

The team could include and The team could include and designate as not applicable for this designate as not applicable for this student if the page is not student if the page is not applicable. applicable.


On a periodic review of an IEP, is there a maximum On a periodic review of an IEP, is there a maximum timeline between the meeting date and IEP start timeline between the meeting date and IEP start date? date?

IEPs should be implemented as soon as IEPs should be implemented as soon as possible after the meeting date…an IEP possible after the meeting date…an IEP must be in effect (a) for every student at the must be in effect (a) for every student at the beginning of the school year and (b) for beginning of the school year and (b) for students by the third birthday. If the district students by the third birthday. If the district ensures that those requirements are met ensures that those requirements are met they will be in compliance regarding the they will be in compliance regarding the effective dates of the IEP. effective dates of the IEP.


If the meeting occurs in the spring (April) can If the meeting occurs in the spring (April) can the IEP effective dates be for the following the IEP effective dates be for the following school year (Aug - Jun)? school year (Aug - Jun)?

The district can conduct IEP meetings at The district can conduct IEP meetings at any time during the year. If the team any time during the year. If the team determines that the meeting is to be determines that the meeting is to be conducted prior to the beginning of the conducted prior to the beginning of the next school year, it must ensure that next school year, it must ensure that the IEP contains the necessary [info] to the IEP contains the necessary [info] to ensure that the student’s IEP can be ensure that the student’s IEP can be appropriately implemented during the appropriately implemented during the next school year.next school year.


Can the district continue with the current IEP for Can the district continue with the current IEP for the remainder of the school year?the remainder of the school year?

The team could however there is a The team could however there is a caution that the district should address: If caution that the district should address: If the team determines that a new service the team determines that a new service or a change in the duration/frequency of or a change in the duration/frequency of a service is necessary for FAPE per the a service is necessary for FAPE per the new IEP, the team must be able to new IEP, the team must be able to document why they did not revise the document why they did not revise the current IEP to include those services.current IEP to include those services.


When writing an IEP for the full following When writing an IEP for the full following year, should the effective dates be year, should the effective dates be written as 04/12/2008 – 04/written as 04/12/2008 – 04/1212/2009 or /2009 or as 04/12/2008 – 04/as 04/12/2008 – 04/1111/2009?/2009?

The effective dates of the IEP The effective dates of the IEP should be written as 04/12/08 to should be written as 04/12/08 to 04/11/09 in accordance with the 04/11/09 in accordance with the rules specified per EMIS. rules specified per EMIS.


On a periodic review of an IEP, can the On a periodic review of an IEP, can the IEP meeting date be the same date as IEP meeting date be the same date as the IEP effective start date?the IEP effective start date?

Yes if the team will implement on Yes if the team will implement on that date. that date.


Reviewed in March:Reviewed in March:No preschool assessments receive No preschool assessments receive

IEP accommodationsIEP accommodationsNo preschool assessments should No preschool assessments should

appear on the IEP testing pagesappear on the IEP testing pages

Summer Training at Summer Training at LACALACANew User TrainingNew User Training

Tuesday, July 29Tuesday, July 29thth @ 1:00 – 3:30 @ 1:00 – 3:30Tuesday, Aug 19Tuesday, Aug 19thth @ 8:30 – 11:00 @ 8:30 – 11:00

Clean Up/Admin WorkshopClean Up/Admin WorkshopWednesday, July 30Wednesday, July 30thth @ 9:00 – 3:00 @ 9:00 – 3:00

08-09 Meeting Dates08-09 Meeting Dates

Combined Special Ed & EMIS Combined Special Ed & EMIS meetings?meetings?ODE End of Year ChecklistODE End of Year Checklist

Schedule for 08-09?Schedule for 08-09?Additions/Changes to meetings?Additions/Changes to meetings?

Questions or Questions or Comments?Comments?

Documents

LACA Special Ed Director’s Meeting June 11, 2008