Outcomes Web System Users Guide - University of Kansaskskits.dept.ku.edu/OWS/UsersGuide1_8_15.pdfGaining Access to Outcomes Web System—existing login: Individuals who already have

Outcomes Web System User Guide

2014-2015 Version (November 2014)

2

Table of Contents

Table of Contents..................................................................................................................... 2

Key Points ................................................................................................................................ 5

Timelines for Entering Child Outcome Data in the Outcomes Web System ....................... 7

Technical Assistance .............................................................................................................. 7

Registering for Access ............................................................................................................ 8

Gaining Access to Outcomes Web System—new login: ..............................................................................8

Login ID ...................................................................................................................................................9

Security Questions ................................................................................................................................ 10

Gaining Access to Outcomes Web System—existing login: .................................................................... 10

Logging In to the System ...................................................................................................... 11

Introduction ............................................................................................................................ 12

Quick facts about Kansas Individual Data on Students (KIDS): .................................................................. 12

Outcomes Web System: ......................................................................................................................... 12

Obtaining State Student Identifiers: ........................................................................................................ 12

Updating Core Data: ............................................................................................................................... 12

Child Search in OWS .............................................................................................................................. 14

Adding a new Child to KIDS ..................................................................................................................... 16

Updating Child Data .............................................................................................................................. 18

Outcomes Web System (OWS) Data Entry .......................................................................... 20

Chapter 1 – Initial Entry .......................................................................................................................... 20

Obtain the KIDS Student Identifier number ............................................................................................. 20

Select “Data Entry/Review/Print” (from the left side navigation bar) ....................................................... 20

Child Information ................................................................................................................................... 21

History ................................................................................................................................................... 21

New Record - Entering Part C or Part B Services ....................................................................................... 22

Child Outcomes Summary Form (COSF) ................................................................................................... 23


Chapter 2 - Permanent Exit ..................................................................................................................... 27

New Record - Exiting Part C or Part B Services .......................................................................................... 29


3

Child Outcomes Summary Form (COSF) ................................................................................................... 31


Chapter 3 – Organizational Exit/Entry - Move within a Part C Program (network to network) or Part B Program (district to district) .................................................................................................................... 35

Organizational Exit ................................................................................................................................. 37

Organizational Entry ............................................................................................................................... 38


5

Key Points 1. Each child must have a KIDS SSID number before data can be entered into the Outcomes

Web System (OWS).

2. Outcomes Web System (OWS) refers to all fields in the web application.

3. The Child Outcomes Summary Form (COSF) refers to the rating scale developed by theEarly Childhood Outcomes Center.

4. All users must register with the KSDE Authentication System Web Application and all usersmust be approved by KSDE or KDHE.

5. Child outcome summary rating data can be entered into the OWS prior to the first date orafter the last date of service as long as the actual first date or last date of service areentered in the appropriate place. The rating dates must be prior to that date too. For PartC, the last date of service must be before the child’s third birthday. For Part B the child’sfirst date of service (IN THE OWS APPLICATION) must be on or after the third birthday.For Part B the last date of service must be the day before their sixth birthday or before.

We understand that in Part B, children are sometimes served before their third birthday.This practice does not need to change. At this time, the OWS will only accept a first date ofservice on or after their third birthday.

6. The OWS has a session setting of 30 minutes. If there is no server activity for 30 minutes itwill time-out and all data will be lost. Click on a button or link that causes server activityand the 30 minute window resets.

7. The term “program” refers to Part C or Part B services.

8. The term “organization” refers to a specific IT Network or District (including Cooperativesand Interlocals).

9. All children entering Part C or Part B services must have child outcome entry summaryrating data entered in the OWS if they can be in the program for at least 6 months.Remember, the 6 months in a program is defined as the entire time a child is Part C or PartB, not just the time a child is in a specific organization (district/network).

10. If a program knows the child will leave the Part C or Part B program within 6 months (i.e.,will transition to Part B or to kindergarten), do not enter a record for the child into the OWS.If there is any doubt that the child will leave within 6 months, it is highly recommendedthat an entry rating for that child be entered into OWS.

11. Child outcomes entry ratings ideally are determined during the IFSP/IEP process, but mustbe determined within 30 days of the date when services begin (first service date) per theIFSP/IEP.

12. Once a child has an entry COSF completed, each move into or out of an organization (ITnetwork or district) is to be entered into the OWS regardless of how long he/she was in theexiting IT network or district, or how long he/she could be in the new IT network or district.


6

13. Once a child has an entry COSF completed, then exits a Part C or Part B programpermanently and has not been in the program for 6 months, the exit will be entered into theOWS, but no child outcomes summary rating data will be entered (the OWS system will notallow the rating to be entered).

14. Once a child has an entry COSF completed, then exits a Part C program at age 3, the exiting program (IT Network), must submit exiting data in the Outcomes Web System as soon as possible, but no later than 90 days past the child’s 3rd birthday or by August 31st

(whichever occurs first).

15. Permanent exit is considered:• Leaving Part C and transitioning to Part B (with or without parental permission

for release of records to Part B),• Leaving Part C at age 3 and not transitioning to Part B,• Transitioning from preschool services to kindergarten,• A child is in a Part B preschool program and turns age 6 (the child is not in

kindergarten),• Child has completed the IFSP/IEP and no longer requires services under IDEA,• Moved out of state,• Child is withdrawn by parent or guardian, or• Deceased.

16. If a child has been in a Part C or Part B program after April 1, 2006 the “Recent History”grid will be filled in with a history of any previous child outcome entry summary rating data.The system will not allow child exit data on a child without entry data present in the system.

17. The system will not allow an exit record showing a date on or after either the third birthday(for Part C) or the sixth birthday (for Part B). The exit record CAN, however, be enteredafter these dates if the appropriate exit date is entered and it is not after August 31st of thecurrent program year.

18. To exit the OWS click on “Logout” from the left side navigation bar.


7

Timelines for Entering Child Outcome Data in the Outcomes Web System July 31th :

• Last date for submitting child outcome entry summary rating data to KDHE or KSDEfor all newly identified children entering a Part C or B program and

• Last date for submitting child outcome exit summary rating data for childrenpermanently exiting a Part C or B program between July 1st and June 30th of thecurrent year.

August 1st - August 31st

• Data verification occurs during this period.

Please note the following exceptions to the timelines:

When a child exits a Part C program at age 3, the exiting program should enter exiting data into the Outcomes Web System as soon as possible, but no later than 90 days past the child’s 3rd birthday or by August 31st (whichever occurs first).

Technical Assistance

For assistance with Child Outcomes information contact:

Part C: Sarah Walters, KDHE, 785 296-2245, [email protected] Diane Alexander, KDHE, 785-296-6135, [email protected]

Part B: Vera Stroup-Rentier, KSDE, 785-296-5081, [email protected] Beccy Strohm, KSDE, 785-296-6602, [email protected] KSDE, Early Childhood, Special Education, and Title Services, 785-291-3097, http://www.ksde.org/Default.aspx?tabid=514 or 800-203-9462

For assistance with the KSDE Web Application Registration:

KSDE Help Desk: 785-296-7935


mailto:[email protected]



http://www.ksde.org/Default.aspx?tabid=514%20

8

Registering for Access Gaining Access to Outcomes Web System—new login: Individuals who do not have access to KSDE web applications need to register. Use the following web address: https://online.ksde.org/authentication/login.aspx. At this website, click on the Register button, as shown below:

On the Registration page, enter your business contact information (First Name, Last Name, Phone #, and Email Address). Next select the organization and building. For Part B Outcomes the organization this will be the “HOME district” provided by the Special Education Director or Early Childhood Contact. This district will be the one where you are physically located. The Outcome Web System is a District-Level Report. Select “ALL BUILDINGS” in the Building drop down list.

For Part C outcomes, an Infant-Toddler Networks, select the number assigned to your network from the Organization drop-down list and select “ALL BUILDINGS” from the Building drop-down list. Please see Table 1 at the end of this document for Infant-Toddler Network numbers and organization numbers.

A person may register for both Part B and Part C outcomes applications; however, each application


https://online.ksde.org/authentication/login.aspx.

9

requires a separate login and password. Users will be able to move between applications through the authentication window.

A list of available applications is now displayed. Scroll down to “Outcomes Part B or Outcomes Part C and select the checkbox in the first column to choose that application.

From the Application Access Level column, select the level that is appropriate for you. Part C users would choose EC Part C User, and Part B Users would choose EC Part B Users for single districts or EC Part B Multi Org User for access to more than one district (appropriate permission must be given to the State ECSE Coordinator by the director of the Coop/Interlocal for this level).

If you have been given permission to register for the Part C Admin User or the Part B Admin User or Part B Multi-org Admin User choose that access level.

Login ID Enter a user name (login ID) and password. You determine your login ID. Do not use spaces. You will also determine your password, but be sure to follow the password requirements that are shown on the screen.


10

Security Questions When registering for any application you are required to provide two pieces of security information. These are used to help retrieve your password if you forget it, or to make any subsequent changes to your login once it has been established. First, enter your birthdate following the format shown on screen. Second, enter a security question and answer. When you have completed all required information on the registration form, click the “Submit” button at the bottom of the screen.

If all data on the registration form is valid, you will get a message that says “Thank You for Registering.” The registration will be verified by the list of names given to the State Part B or Part C staff by the Local Education Agency or coordinator of the Infant/Toddler network. You will receive an email when your access request is approved and your username and password are ready for use. Approval may take several business days.

Gaining Access to Outcomes Web System—existing login: Individuals who already have access to KSDE web applications at the district level can use the “Manage My Account” option to add Outcomes Part B to their list of applications at that user access level. If the existing username is a school-level access, a new registration will need to be created at a district-level (see the previous section for guidance on creating a new login).

To add Outcomes Part B to your list of available KSDE web applications… • Login on the KSDE W eb Applications page• Click the “Manage My Account” link• Check the box in front of Outcomes Part B• Select your access level• Scroll down and enter birthday and answer security question exactly the way you did

when you registered• Click “Submit”

TIP: You will need to remember the Login ID, password, security question/answer, and birthdate that you entered. KSDE does not store this information for you.

Enter your Birthdate using the MM/DD/YYYY format.

NOTE: If you do not receive the email announcing you are approved within three business days, check to see if the email was sent to your spam or junk folder. If the email is not there, have the LEA special education coordinator or EC Contact or the Infant/Toddler coordinator contact the State Part B or Part C office to see if permission was granted. Contacting the KSDE Help Desk at 785-296-7935 is also permissible.

The question answer is case sensitive.


11

Logging In to the System The Outcome Web System application, like other KSDE web applications, is available on the KSDE Common Authentication page. To access Outcomes Part B or Outcomes Part C, enter your KSDE username and password to the KSDE Web Applications page (https://online.ksde.org/authentication/login.aspx). Once access has been granted, you will see Outcomes Part B or Outcomes Part C on your list of approved KSDE applications (example list shown below), and you will need to click on the application name to open it.

NOTE: Some of the applications may be grayed out. This means that they are either not active applications, or that you have not yet been approved for access to those applications.

TIP: If you forget your KSDE web applications password, click on the link that says “Forgot Your Password?” on the Authentication screen. You will be prompted to supply the answer to a security question (you entered it when you originally registered), type in your birth date, and enter a new password. If your security question answer and birthday match what you originally entered when you registered for KSDE web application access, then your new password will be activated. Keep in mind that KSDE does not know your password, so you are responsible for managing and remembering it.


https://online.ksde.org/authentication/login.aspx

12

Introduction KSDE applications support the following browsers: for Microsoft Windows - Internet Explorer (IE) 8, IE 9, and IE 10 when run in compatibility mode; for Macintosh - Firefox up to v26.0.but not Google Chrome or Safari.

Quick facts about Kansas Individual Data on Students (KIDS): • KIDS is a student-level data collection system• Batch files are uploaded to KIDS—no direct data entry• State student identification (SSID) numbers are generated and assigned to each

child based on basic core data that makes each child unique (first name, last name,date of birth, etc.)

• KIDS is considered to be the master data system for a child’s data, and all othersystems do not have the same level of authority as KIDS

Outcomes Web System: • Every child participating in an Infant Toddler Part C or Part B program will need to

have a KIDS SSID associated with the child in the Outcomes Web System. • Coordinators or teachers will enter data and generate SSIDs in OWS.

Obtaining State Student Identifiers: This is the information that is required to generate an SSID:

• Legal First Name• Legal Middle Name (not a required field)• Legal Last Name• Generation Code (not a required field)• Gender• Date of Birth• Grade Level• Race• Ethnicity

These data elements are also called Core Data Elements

Updating Core Data: Once an SSID has been generated for a child, it may be necessary to update/change one of the core data elements. KIDS authoritative source will be followed when it comes to updating a child’s core data. Once a child has been entered into OWS, the ability to change or update child data will be dependent upon authoritative source because there is a hierarchy in place when it comes to KSDE data.

Authoritative Source means that KIDS is considered to be the master data system for a child’s core data, and all other systems do not have the same level of authority as KIDS. The result is:

• If a district or consortium creates or claims an SSID for a child in KIDS (ASGT viaKIDS Collection or KIDS Assignment), no other system is allowed to change the core data—including OWS. KIDS is considered the Source System.


13

• If the child’s SSID was created or is claimed in a system other than KIDS, such asOWS, then changes to core data (along with non-core data) can be made from withinthat system. OWS would be considered the Source System in this example.

This means that if one district creates or claims an SSID in OWS, changes to the core data of that student can be made in OWS. If any updates are made to the core data in another system, such as Early Childhood: Foundations for School Success, changes to the core data of that student can be made in OWS. If any updates are made to the core data in KIDS Collection (for example, if an ASGT is sent to update core data), then KIDS becomes the authoritative source system regardless of where the SSID was initially created.

So how can you tell what is the Source System displayed in KIDS? The KIDS Coordinator for a district is able to login and use the ‘Search Core Data’ feature. Non KIDS users do not have the ability to search for the Source System.

Same Level

Master System

KIDS

Outcomes Web System

Foundations for School

Success

Migrant System


14

Child Search in OWS When you are presented with a child to enter into the Outcomes Web System, you will want to know if they are already entered in the Outcomes Web System. First look in the Home page of the Outcomes Part B and Part C application. Click on “Search for Child” in the navigation bar.

In the “Search For Child” slot you can enter a Last name, First name or SSID number. For example: if you enter ADAMS as a last name, you will be given the list of all the ADAMS entered in the OWS application. You can review the list that will include their First names, Birthdate, and SSID number. To look at the data entered for any one child, click on VIEW HISTORY and the list of entries and exits will appear below the list of names.

If the child you are looking for is in the list, you can copy the SSID number by highlighting it and hitting control + C. The number will then be available to paste into the “Which Child?” slot on the “Data Entry/Review/Print” link, on the blue navigation bar.

Click on the “Get Child” button. The “Child Information as Stored in KIDS” screen will come up.


15

Click on the “Get History” button. Whatever has been entered into the OWS application for this child will display at the bottom of the screen. Clicking on the blue word “View” the Outcomes and Family information will display. There will also be a [+] Create New Record button.

Creating new records is explained in detail later in the User’s Guide.

Appears when View is clicked

Click to enter a new record


16

Adding a new Child to KIDS We have a new procedure for obtaining SSID numbers for children who have not previously been given one. We can now obtain SSID numbers through the Outcomes Web System as well as through the school district’s KIDS assignment coordinator.

To obtain a SSID number for a child through the OWS application, first search for the child as described in the section above, then click on the “Search KIDS/Add Child to KIDS” link on the navigation bar.

The yellow Child Search form will appear on the screen.

Click here to obtain an SSID number for a new child


17

NOTE: This data is considered “core data” necessary to obtain a KIDS SSID. The data entered in the name fields must match what is on the legal document used to enroll the child. The following fields are required to be entered on this screen:

• Child’s Legal First Name• Child’s Legal Last Name• Gender• Date of Birth• Building• Child’s Race• Child’s Ethnicity

The items marked with a red dot are required to obtain an SSID number

Information required for obtaining the SSID

number


18

Once all of the data has been entered for the child, select the “Find Now” button.

The system will now search KIDS to determine if that child already exists in KIDS with a State Student Identifier (SSID) or if this is a new child without an existing SSID.

If the data entered does not closely match a child in KIDS, the only options displayed will be:

• “Search Again” - select this option if you do not want to take any action at this time.• “Request New ID from KIDS” - select this option if the child is not in the list of

displayed near matches, and a new SSID is needed.

Updating Child Data Once a child has been entered into OWS, the ability to change or update child data will be dependent upon the responsible entity. There is a hierarchy in place when it comes to KSDE data. KIDS is considered to be the master data system for a child’s core data, and all other systems do not have the same level of authority as KIDS. This means that if a district created an SSID for a child in KIDS, no other system is allowed to change core data—including Outcomes Web System. However, if the child’s SSID was created in a system other than KIDS, such as in the Migrant or Foundation for School Success, then changes to core data can be made from within that system. However, if a district changes the core data using KIDS after the child was created in OWS, then OWS no longer can be used to make corrections to the core data as it is now governed by KIDS.

Core data are the data that are displayed in the “Child List.” In the example below, the child’s middle name is found to be incorrectly entered. The middle name should be Layne instead of Lane.


19

To change core data of a child that had the SSID created in Outcomes Web System (or in another system other than KIDS), select the “Add Child” button that is below the “Child” table. The “Add Child” entry screen will be displayed. Enter the correct or updated data for the child and then click on the “Find Now” button. The “Search Results” screen will be displayed with the data that is currently in the KIDS system for the child. To change the data to the updated/correct information, select the “Update this Record” link under the column “Update the record in KIDS Assignment.”

Updated middle name with correct spelling that was just entered.

Middle name as it exists in KIDS with incorrect spelling.

After selecting “Update this Record,” the requested change will now be displayed in both sections of the screen.

Correct spelling of middle name Correct spelling

of middle name

You will also see a message indicating that “The KIDS Assignment student data was updated for the child with KIDS ID (5338469618).

NOTE: When a change is made to the core data in the KIDS Assignment System, you will also need to let the State Office (KSDE or KDHE) know about the change so that they can update the history data in the Outcome Web System too. This does not happen automatically.


20

Outcomes Web System (OWS) Data Entry

Chapter 1 – Initial Entry

Obtain the KIDS Student Identifier number • Before entering a new record for a child, there has to be a KIDS identification

number (SSID number) assigned to that child. If the child does not already have a SSID number, you can enter the child’s information into the “Search KIDS/ADD Child to KIDS” link and obtain a SSID number for them as illustrated earlier in the User’s Guide.

Select “Data Entry/Review/Print” (from the left side navigation bar)

• On the first screen, the ONLY field to enter is the “KIDS ID”.• Select “Get Child” (this brings up the child information)

1234567891

IMPORTANT NOTE: The Outcomes Web System (OWS) has a session setting of 30 minutes. If there is no server activity for 30 minutes it will time-out and all data will be lost. Click on a button or link to restore server activity for 30 minutes. Users cannot exit the Outcomes Web System, then go back in to enter more information for the same record.

TIP: Child outcomes summary rating data can be entered prior to the first date of service as long as the correct first date of service is entered as stated on the IFSP/IEP.

Terms Used: “Program” is Part C early intervention services or Part B special education services. “Organization” is a Part C Infant/Toddler Network or a Part B school district.


21

Child Information The “Child Information” screen displays child information associated with the KIDS ID number entered. This information includes:

• KIDS ID• Name: Last, First MI• District (Could be the local network or the district)• Local Student ID• DOB• Age

1234567891 Doe, Jane, M D0501 XXXXXXXXX MM/DD/YYYY 4

History If a child has been in a Part C Infant Toddler Program or a Part B Preschool Program the “History” section of the Outcomes Web System (OWS) will be shown below. The “History” grid will be filled in with a history of any previous child outcome entry summary rating data (program entry) or exit summary rating data (program exit) entered, as well as any exits from Infant/Toddler network or district (organization exit), or entrance into an Infant/Toddler network or district (organization entry).

To see the data entered for a particular entry date or exit date click on “View” on the line of the data you want to review.

TIP: Check the information to be sure this is the correct child. If it is not the correct child, click on the “Cancel” button to go back to a blank “Child Information” page and reenter a KIDS ID number. If this is the correct child, click on the “Get History” button


22

Select: “(+) Create New Record”

Select: “Data Entry/Review/Print” on the left side navigation bar to exit child information to reset the screen.

Selecting “Create New Record” will allow the user to start a new record for a child that is newly identified as eligible for Part C or Part B services. When a child is entering Part C or Part B services for the first time and does not have any data in the recent history section (has never received any Part C or B services, or reentering after a permanent exit from Part C or Part B services), the next screen will have the area to enter a “New Record”.

New Record - Entering Part C or Part B Services

When a child enters Part C or Part B services a “New Record” must be completed.

A new entry record is required when the child: • Is newly identified as eligible for Part C or Part B services• Transitions from Part C to Part B and is determined eligible for Part B services by

the Part B program• Re-enters a program after a permanent exit• Enters a Kansas program from another state

1. Select the appropriate “Circumstance”, which would be “Child Entering into a Program PartC” or “Child Entering into a Program Part B”.

2. Then enter the first date of early intervention or special education services provided by thePart C or B program as stated on the IFSP/IEP.

3. Enter the district number or the network number of the child for whom data is being enteredin the “Dist ID” box.

TIP: If a program knows the child will leave the Part C or Part B program within 6 months (i.e., will transition to Part B or to kindergarten), do not enter a record for the child into the OWS.


23

4. Enter the date that the Child Outcome Summary Form (COSF) rating was determinedfor each of the three outcomes.

“Click on “New Record” to bring up the Child Outcomes Summary Form.

The “Cancel” button will return you to the KIDS ID entry and ALL INFORMATION WILL BE DISCARDED!

Click “Submit” when finished with the entire record. Note comes up- “remember to click ‘Submit’ when you are finished.”

Child Outcomes Summary Form (COSF)

Across the top of this section are tabs containing fields required to complete the COSF rating for the child.

NOTE: A child’s data can be entered into the OWS application prior to or after the first date of service if the correct date of services, listed on the IFSP/IEP, is entered in the appropriate place.

NOTE: Part B programs may select the “Use Last Summary” if the child is transitioning from a Part C to Part B program and the Part B program elects to use the exit summary rating data from the Part C program. Click on “New Record”. Then click on “Submit” to save entry with the previous summary. The exit summary rating data from the Part C program becomes the child outcome entry summary rating data for the Part B program.

The Part B program may use the Part C exit summary rating as the Part B entry summary rating if the first date of service in the Part B program is within 6 months of the last date of service in the Part C program. This option IS NOT possible if Part C has not received Parental Permission.


24

Persons Involved in deciding the Summary Rating (a minimum of two personsMUST be entered)

• Enter the first name, middle initial (if known) and last name for each person involvedin deciding the outcomes summary ratings.

A minimum of two persons is required. Parent/Legal Guardian should only beincluded here IF they were involved in deciding the ratings (1-7).

Next, select a role for each person from the drop-down list (See Table 2 in the appendix).

• After information for each person involved is entered, click on “[Add PersonInvolved]” to save each entry.

.

• To delete an entry click on the “Delete” button next to the first name.

• DO NOT HIT “SUBMIT” (this is for when the entire record is complete).

TIP: If there is not an appropriate role available for the person, select a role that closely relates. For example a transition coordinator, community instructor, itinerant teacher, collaboration coordinator, or community consultant may all be considered an ECSE teacher.

NOTE: Clicking on “[Add Person Involved]” displays the saved data in the name and role grids. Only the information which appears in the grids will become part of the database record. Enter as many people as needed.


25

Family Information

Indicate how information was obtained from the family to include in determining the summary ratings about how the child functions by clicking in the box beside all that apply.

• Received in team meeting• Collected separately• Incorporated into assessment(s)• Not included

Outcome 1 - Positive Socio-Emotional Skills (Including Social Relationships) Outcome 2 - Acquiring and Using Knowledge and Skills Outcome 3 - Taking Appropriate Action to Meet Needs

The Infant/Toddler network or the district must provide a child outcome entry summary rating for EACH of the three outcome areas. The team determines the rating that indicates to what extent this child shows behaviors and skills, related to this outcome, appropriate for his or her age across a variety of settings and situations.

• Click on the radio button number (1 – 7) that corresponds to the rating for eachoutcome as determined by the team.


26

• Select the supporting evidence used to determine the summary rating from the drop-down list (See Table 4 from the appendix.). Supporting evidence must include oneof the eight approved Curriculum Based Assessments (CBA) for each outcome. Donot be concerned about which edition of an instrument was used. The eight approved Curriculum Based Assessments are marked with an asterisk (*).

Jacob engages in vocal exchanges by babbling, uses gestures and/or vocalizations to protest actions and/or reject objects or people. He responds to familiar adults social behavior… (KITS COSF sample)

• Enter a date for any supporting evidence that is documented in the Child OutcomesSummary Form (COSF). The date documented must be the most recent date thatinformation was obtained.

The supporting evidence used must be as current as possible to reflect maximumchild progress, but not more than 3 months before the entry summary rating date.

• Enter a narrative in the “Summary” box that reflects the child’s functional behaviorsin relation to same age peers for each outcome area.

• Click on “[Add Supporting Evidence]” to save the entry. The responses willautomatically be reflected in the “Summary of Relevant Results” grid.


• Repeat above steps to add additional supporting evidence.

• To delete an entry, click on the “Delete” next to the evidence entered.

• REMEMBER to REPEAT these steps for each of the three outcomes tabs.

• When all the correct data has been entered, click on the “Submit” button.

• Exit the OWS by clicking on “Logout” from the left side navigation bar.


27

Outcomes Web System (OWS) Data Entry Chapter 2 - Permanent Exit

Obtain the KIDS SSID number for the child to be exited You should already have the SSID number for the child that will be exited. But if you do not you can use the “Search KIDS/ADD Child to KIDS” link on the navigation bar or the “Search for Child” link also on the navigation bar. These functions are explained previously in the Outcomes Web System User’s Guide.

Enter the SSID number in the “Data Entry/Review/Print” or the “Search for Child” link

• Select “Get Child” (this brings up the child information)

1234567891


TIP: Child outcomes summary rating data can be entered prior to the first date of service as long as the correct first date of service is entered as stated on the IFSP/IEP.



28


• KIDS ID• Name: Last, First MI• District (Could be the local network or the district)• Local Student ID• Date of Birth• Age


History If a child has been in a Part C Infant/Toddler Program or a Part B Preschool Program the “History” section of the Outcomes Web System (OWS) appears as shown below. The “History” grid will be filled in with a history of any previous child outcome entry summary rating data (program entry) or exit summary rating data (program exit) entered, as well as any exits from an Infant/Toddler Program or Part B Preschool Program (organization exit), or entrance into an Infant/Toddler Program or a Part B Preschool Program (organization entry).


XXXXXX X OOO


TIP: Check the information to be sure this is the correct child. If it is not the correct child, click on the “Cancel” button to go back to a blank “Child Information” page and reenter a KIDS ID number. If this is the correct child, click on the “Get History” button.


29

To reset the screen, select the “Data Entry/Review/Print” option from the left side navigation bar.

Selecting “Create New Record” will allow the user to start a new record for a child that is permanently exiting Part C or Part B services.

New Record - Exiting Part C or Part B Services When a child permanently exits Part C or Part B services a “New Record” and a Child Outcome Summary Form (COSF) must be completed provided the child was served 6 months or more cumulative time in a Part C OR Part B program not necessarily in a specific network or district.

If the child exits permanently after less than 6 months cumulative time in the Part C or Part B program enter the last date of service. No COSF ratings are allowed by the Outcomes Web System.

An exit COSF may only be completed if an entry COSF rating is present in the history record.

When a child exits a Part C program at age 3, the infant toddler network must record the exit COSF data into the Outcomes Web System as soon as possible, but no later than 90 days pastthe child’s 3

rd birthday or by August 31st (whichever occurs first).

NOTE: A permanent exit is required when the child is: • leaving Part C at age 3 and transitioning to Part B (with or without

parental permission for release of records to Part B) • leaving Part C at age 3 and not transitioning to Part B• transitioning from preschool services to kindergarten• in Part B preschool program and turns age 6 (the child is not in

kindergarten)• no longer in need of services under IDEA (completed the IFSP/IEP)• moving out of state• withdrawn by parent or guardian• deceased


30

1. Select the appropriate “Circumstance”, which would be “Child Exiting a Program Part C” or“Child Exiting a Program Part B”.

2. Then enter the last date of early intervention or special education services provided by thePart C or B program.

3. Enter the network number or district number of the child for whom data is being entered inthe “Dist ID” box.

4. Enter the date the COSF exit summary rating was determined for the three outcomes.

5. PART C – Has Parental Permission Been Given? (Select radio button- Yes or No)

Click on “New Record” to bring up the Child Outcomes Summary Form.

NOTE: Exit record can be entered prior to the last date of service if the actual date of the last date of service is used in the appropriate place.

TIP: Parental Permission for Release of Records: When a child has been in the Part C program, parental permission must be provided before any information is shared with the Part B program. When a Part C Program selects the circumstance “Child Exiting Permanently from Program Part C” you will be prompted to answer the question “Has parental permission been given?” Select “yes” or “no” in order to continue with the record. This decision may not be changed after clicking “Submit”.


31

The “Cancel” button will return you to the KIDS ID entry and ALL INFORMATION WILL BE DISCARDED!

Click “Submit” when finished with the entire record.

This message will appear:

Child Outcomes Summary Form (COSF) Across the top of this section are tabs containing fields required to complete the COSF rating for the child.

Persons Involved in deciding the Summary Rating (a minimum of two persons MUSTbe entered)

• Enter the first name, middle initial (if known) and last name for each person involvedin deciding the outcomes summary ratings.

A minimum of two persons is required. Parent/Legal Guardian should only beincluded here IF they were involved in deciding the ratings (1-7).

• Next, select a role for each person from the drop-down list (See Table 2 in the appendix).

NOTE: If there is not an appropriate role available for the person, select a role that closely relates. For example a transition coordinator, community instructor, itinerant teacher, collaboration coordinator, or community consultant may all be considered an ECSE teacher.


32

• After information for each person involved is entered, click on “[Add PersonInvolved]” to save each entry.

.

• To delete an entry click on the “Delete” button next to the first name.

• DO NOT HIT “SUBMIT” (this is for when the entire record is complete).

Family Information

Indicate how information was obtained from the family to include in determining the summary ratings about how the child functions by clicking in the box beside all that apply.

• Received in team meeting• Collected separately• Incorporated into assessment(s)• Not included

NOTE: Clicking on “[Add Person Involved]” displays the saved data in the name and role grids. Only the information which appears in the grids will become part of the database record. Enter as many people as needed.


33

Outcome 1 - Positive Socio-Emotional Skills (Including Social Relationships) Outcome 2 - Acquiring and Using Knowledge and Skills Outcome 3 - Taking Appropriate Action to Meet Needs

The Infant/Toddler network or the district must provide a child outcome entry summary rating for EACH of the three outcome areas. The team determines the rating that indicates to what extent this child shows behaviors and skills, related to this outcome, appropriate for his or her age across a variety of settings and situations.

• Click on the radio button number (1 – 7) that corresponds to the rating for eachoutcome as determined by the team.

• Select the supporting evidence used to determine the summary rating from the drop-down list (See Table 3.). Supporting evidence must include one of the eightapproved Curriculum Based Assessments (CBA) for each outcome. Do not beconcerned about which edition of an instrument was used. The eight approvedCurriculum Based Assessments are marked with an asterisk (*).


• Enter a date for any supporting evidence that is documented in the Child OutcomesSummary Form (COSF). The date documented must be the most recent date thatinformation was obtained.

• Enter a narrative in the “Summary” box that reflects the child’s functional behaviorsin relation to same age peers for each outcome area.

• Click on “[Add Supporting Evidence]” to save the entry. The responses willautomatically be reflected in the “Summary of Relevant Results” grid.

TIP: The supporting evidence used must be as current as possible to reflect maximum child progress, but not more than 1 year before the exit summary rating date.


34


• Repeat above steps to add additional supporting evidence.

• To delete an entry, click on the “Delete” next to the evidence entered.


Question “b” in each of the outcome areas

In the Question “b” section, indicate whether the child has shown any new skills or behaviors related to the outcome areas since the entry outcomes summary rating. (See “Impossible Combinations” in Table 5 of the appendix.)

• If a child has the same rating at entry and exit or the rating at exit is higher than atentry, the answer to the skills question has to be “yes”.

• If the child has a lower rating at exit than at entry, the answer to the skills questionmay be “yes” or “no” depending on if the child has shown any new skills orbehaviors between entry and exit related to this outcome.

• Enter a narrative description of the progress made by the child, which is directlyrelated to this outcome. This should include new skills information, not what iscontained in the summary of relevant results.

Specify new skills observed.


• When all the correct data has been entered, click on the “Submit” button.

• Exit the OWS by clicking on “Logout” from the left side navigation bar.


35

Outcomes Web System (OWS) Data Entry Chapter 3 – Organizational Exit/Entry - Move within a Part C Program (network to network) or Part B Program (district to district)

Select “Data Entry/Review/Print” (from the left side navigation bar)

• Enter the child’s KIDS number in the space provided.• Select “Get Child” (this brings up the child information).



NOTE Children already in Part C or Part B services who have an initial Child Outcome Summary Form (COSF) rating and move from a network to another network or move from a district to another district must have each move entered into the OWS regardless of how long the child was in the network or district.


36


• KIDS ID• Name: Last, First MI• District (Could be the local network or the district)• Local Student ID• DOB• Age


History If a child has been in a Part C Infant Toddler Program or a Part B Preschool Program the “History” section of the Outcomes Web System (OWS) is displayed as shown. The History” grid will be filled in with a history of any previous child outcome entry summary rating data (program entry) or exit summary rating data (program exit) entered, as well as any exits from Infant/Toddler network or district (organization exit), or entrance into an Infant/Toddler network or district (organization entry).


TIP: Check the information to be sure this is the correct child. If it is not the correct child, click on the “Cancel” button to go back to a blank “Child Information” page and reenter a KIDS ID number. If this is the correct child, click on the “Get History” button.


37


To reset the screen and exit child information, select “Data Entry/Review/Print” on the left side navigation bar.

Selecting “Create New Record” will allow the user to start a new record for a child that is moving from a network to another network or moving from a district to another district. The next screen will have the area to enter a “New Record”.

Organizational Exit Enter the appropriate “Circumstance” - Child Exiting an Organization (network) not a Program (Part C) or Child Exiting an Organization (district) not a Program (Part B) from the drop-down list.

• Enter the last date of early intervention or special education services provided bythe exiting organization.

• Enter the network/district number of the child for whom data is being entered in the“Dist ID” box.

Select “New Record”. A message box saying “Child exiting a (Part C/Part B) organization. Click submit to save Organization Exit history” will appear. Click on the OK button in the message box.


38

• Select “Submit” to save the record. A message box will appear saying “Recordentry has been successfully entered into the database!”

• Click the “OK” button.

Organizational Entry Enter the appropriate “Circumstance” - Child Entering an Organization (network) not a Program (Part C) or Child Entering an Organization (district) not Program (Part B) from the drop-down list.

• Enter the first date of early intervention or special education services provided bythe receiving organization.

• Enter the network/district number of the child for whom data is being entered in the“Dist ID” box.

• Select “New Record” A message box saying “Child is entering a (Part C/Part B)organization will appear. Click Submit to save Organization Entry history” willappear. Click on the “OK” button in the message box.


39

• Select “Submit” to save the record. A message box saying “Record entry has beensuccessfully entered into the database!” will appear.

• Click the “OK” button.


Table 1 Infant/Toddler Networks/Organization Numbers

40

Network ID

Building number

Organization number

Organization Name

KS01 9903 C0001 Arrowhead West, Inc. KS02 9931 C0002 Butler County Infant Toddler Services KS03 9932 C0003 Russell Child Development Center KS04 9933 C0004 Clay Washington Infant Toddler KS05 9079 C0005 Cloud Republic Infant Toddler Services KS06 9385 C0006 Dickinson County KS07 9244 C0007 Douglas County Infant Toddler Coordinating Co KS08 9267 C0008 City of Atchison Infant Toddler Program KS09 9934 C0009 Northwest KS Education Service Center KS10 9935 C0010 Northeast Kansas Infant Toddler Services KS11 9936 C0011 Flint Hills Special Education Coop KS12 9284 C0012 Geary County Infant Toddler Services KS13 9320 C0013 Harvey County Infant Toddler Program KS14 7978 C0014 Hays Interagency Coordinating Council KS15 9351 C0015 Salina Regional Health Center Infant Child KS16 9369 C0016 Johnson County Infant Toddler Services KS17 9985 C0017 Infant Toddler Services Network Riley Cnty KS18 9374 C0018 Jewell Lincoln Mitchell County ICC KS19 9902 C0019 Kid Link DSNWK KS20 9937 C0020 Lakemary Center Infant Toddler Services KS21 9718 C0021 Leavenworth County Infant Toddler Services KS22 9778 C0022 Marion County Early Intervention Services KS23 9820 C0023 MCKIDS Infant Development Services KS25 9938 C0025 Osage County ICC Infant Toddler Services KS26 9828 C0026 Ottawa Wellsville Infant Toddler Program *KS27 9268 C0027 Parents and Children Together, Inc. KS28 9879 C0028 Pottawatomie Wabaunsee Infant-Toddler Program KS29 9980 C0029 Prairie Band Pottawatomie Indians KS30 9914 C0030 REACH tiny k Infant Toddler Services KS31 9905 C0031 Reno County Early Intervention Program KS32 9499 C0032 Sedgwick County Early Childhood Coordinating KS33 9983 C0033 Shawnee County Infant Toddler Services KS34 9913 C0034 Southeast KS Birth to Three Program KS35 9906 C0035 Sumner County ICC KS36 9917 C0036 Sunflower Diversified Services KS37 9939 C0037 Wyandotte County Infant Toddler Services KS38 9383 C0038 Marshall County Infant Toddler Services

*No longer active.


Table 2 Roles For Persons Involved In Deciding The Summary Ratings

41

Assistive Technology Facilitator Infant/Toddler Coordinator Assist Director of Special Education Services Infant/Toddler Teacher Audiologist Mental Health Provider Behavioral Specialist Nurse Childcare Provider Nutritionist Community Preschool Director Occupational Therapist Community Preschool Teacher Orientation and Mobility Specialist Consultant (i.e. vision, hearing) Para-educator Counselor Parent/Legal Guardian Director of Special Education Services Parent Educator Early Childhood Teacher Physical Therapist Early Head Start Coordinator Physician Early Head Start Specialist/Home Visitor Psychologist ECSE Coordinator Sign Language Interpreter ECSE Teacher Social Worker Elementary School Principal Speech Language Pathologist Family Service Coordinator SRS Representative Family Supports /Respite Care Provider Student Teacher/Practicum Student Head Start Administrator Head Start Disabilities Coordinator Head Start Teacher

s


Table 4 Required Curriculum Based Assessments for Child Outcome

Summary Form Ratings

42

Organizations must use one of the following eight approved curriculum based assessments:

• Assessment and Evaluation Programming System (AEPS)

• Carolina Curriculum for Infants and Toddlers/Preschoolers with Special Needs

• Child Observation Record

• Creative Curriculum

• Hawaii Early Learning Profile (HELP)

• Individual Growth and Development Indicators (IGDI)

• Transdisciplinary Play-Based Assessment (TPBA)

• Work Sampling System

Note: The requirement for the curriculum based assessment is waived for children with articulation only speech concerns if the team can confidently rate the child a 6 or 7 in all three outcome areas on the basis of record review, interview, observation and screening.


43

Table 5 Impossible Combinations of Child Outcome Summary Form (COSF) Responses

If the COSF rating at Time 1 is…


If the answer to the new skills question is…

Explanation why this combination of COSF responses is impossible

#1 7 or 6 7 or 6 No A “no” response to the new skills question means the child has not shown any new skills or behaviors related to the outcome between entry and exit. This combination of responses is impossible since a child has to have acquired new skills to receive a rating of age expected development (over the minimum time span which is 6 months); children must acquire new skills over time to maintain age expected development.

#2 5 6 or 7 No A “no” response to the new skills question means the child has not shown any new skills or behaviors related to the outcome between entry and exit. A higher rating at time 2 means he/she acquired new skills.

#3 5 5 No A “no” response to the new skills question means the child has not shown any new skills or behaviors related to the outcome between entry and exit. To receive the same rating on the scale at two time points, the child has to have acquired new skills because as children get older it takes more skills to receive the same rating.

#4 4 5, 6, or 7 No A “no” response to the new skills question means the child has not shown any new skills or behaviors related to the outcome between entry and exit. A higher rating at time 2 means he/she acquired new skills.


#6 3 4, 5, 6, or 7 No A “no” response to the new skills question means the child has not shown any new skills or behaviors related to the outcome between entry and exit. A higher rating at time 2 means he/she acquired new skills.


44

Table 5 Impossible Combinations of Child Outcome Summary Form (COSF) Responses



If the answer to the new skills question is…

Explanation why this combination of COSF responses is impossible


#8 2 3, 4, 5, 6, or 7 No A “no” response to the new skills question means the child has not shown any new skills or behaviors related to the outcome between entry and exit. A higher rating at time 2 means he/she acquired new skills.


#10 1 2, 3, 4, 5, 6, or 7

No A “no” response to the new skills question means the child has not shown any new skills or behaviors related to the outcome between entry and exit. A higher rating at time 2 means he/she acquired new skills.


45

Table 6 Data Element Definitions

Tabl e 6: Dat a El em ent D efinition s

Data Elements Definition Data Entered

[Add] Saves each entry for supporting evidence instrument, date, summary. Saves each entry for persons involved, first, MI, last name, and role.

Click on [Add] to save each entry.

Age Current age of the child when the record in the Outcomes Web System (OWS) is entered.

This field will automatically fill in based on the data from the KIDS assignment system for the child whose KIDS ID number was entered.

Child Entering an Organization not Program (Part C or B)

When a child with an IFSP or IEP is entering an IT Network or district from another Kansas IT network or district.

Select circumstance from the drop down box.

Child Exiting an Organization not a Program (Part C or B)

When a child leaves an IT Network or district without being dismissed from Part C or Part B services. Includes moving to another network or district.

Select circumstance from the drop down box.

Circumstance Indicates the purpose of the new record. Indicates whether a child entered or exited a Part C or a Part B program or organization (IT network or district).

This field is filled in based on the “Circumstance” selected when the new record was entered. Select one from a drop-down list: *Child Entering into a Program (Part C or B)*Child Exiting Permanently from Program (Part C or B)

Collected separately Information from the parents about how the child functions was received separately. Not part of a meeting or part of an assessment(s). This might include a home visit or use of a survey.

Click in the box beside all that apply.

Date The month, day and year the supporting evidence was collected.

Enter month, day, year (MM/DD/YYYY)

Date of Birth (DOB) The month, day, and year on which the child was born as indicated on a birth certificate or other legal document. (MM/DD/YYYY)

This field will automatically fill in with the data from the KIDS assignment system for the child whose KIDS ID number was entered.


46




Date of Rating The date on which the ratings for the 3 outcomes was made. (Not the date of entry of COSF into the OWS.)

Enter the month, day, year MM/DD/YYYY.

Describe Progress A narrative description of any progress the child made since the last outcomes summary.

At permanent exit from a Part C or B program, enter a description of progress in the text box.

Dist ID The district number of the child for whom data is being entered. If the user has registered for only one district that district number will automatically appear in the box. If the user is a Part B multi-user, the user will select the district number from the drop down box of district numbers the user has been approved to enter data for.

DOB Child’s legal date of birth. This field will automatically fill in with the data from the KIDS assignment system for the child whose KIDS ID number was entered in this record.

Family Information Identifies how information was received from the family about how the child functions.

Click in the box beside all that apply: *Received in a team meeting*Collected separately*Incorporated into assessment(s)*Not included.

First, Last, MI The first name, last name and middle initial of each person involved in deciding the summary ratings.

Enter the first name, last name and middle initial of all of the people involved.

First/Last Service Date The first date of early intervention or special education services when a child enters a Part C or B program or an IT network or district. The last date of early intervention or special education services when a child exits a Part C or B program or an IT network or district.

Enter the first or last date of services, month, day, year (MM/DD/YYYY). As stated in the IFSP/IEP.


47




Incorporated into assessment(s)

Information from the parents about how the child functions was received during the administration of assessment(s).


KIDS ID State student identification (SSID) number assigned to a child through the KIDS Assignment System. It is 10 characters in length.

Enter the KIDS ID number that is assigned to a specific child.

Legal First, Middle, Last Name

Name given on the child’s birth certificate or other legal document.


New Record Creates a set of data each time a student enters or exits a program or organization.

Data includes: Part C or B program; Date of Rating (if applicable); Use Last Summary (if applicable); appropriate Circumstance; and first/last service date.

New Skills

b. Has the child shownany new skills or behaviors related to positive social- emotional skills (including positive social relationships) since the last outcomes summary?

Indicate whether the child has acquired any new skills since the last outcomes summary.

When the child permanently exits the program (Part C or B) the IT network or district will provide a description of relevant results to describe any new skills or behaviors since the last outcomes summary.

At permanent exit from a Part C or B program, enter “No” or “Yes” to indicate if new skills or behaviors.

Not included No information from the parents about how the child functions was included in determining the summary ratings.


Org ID A unique number assigned to the IT network or district (Organization) by the Kansas State Department of Education.



48




Organization Number A unique number assigned to each IT network and district by the state.

This field will automatically fill in with the data from the KIDS assignment system for the child whose KIDS ID number was entered in this record.

Parental Permission for Release of Records to Part B (Part C screen only)

The Part C program must indicate whether they did or did not receive parental permission for release of records to Part B.

The Part C program will select from the drop down box whether there is or is not parental permission to release records to Part B.

Part Part C or B program. This field fills in automatically by the application accessed.

Part B Special education services for eligible children ages 3 through 5. Part B, automatically entered

Part C Early intervention services for eligible infants and toddlers ages birth through 2.

Part C, automatically entered

Persons involved in deciding the summary ratings

A list of all of the people who were involved in deciding the summary ratings and their role.

Enter the first name, last name and middle initial of all of the people involved. Select a role for each person from the drop-down list.

Rating Date Date of the rating of the 3 outcomes. This field is filled in with the date entered into the new record.

Received in a team meeting

Information from the parents about how the child functions was received at a meeting, which could be an IFSP/IEP meeting, a transition meeting or a meeting to determine summary ratings for the 3 indicators.



49




Recent History Grid Individual child record of all program entry and exit summary data and all moves between networks and moves between districts (organizations)

This grid fills in automatically from data entered into the “New Record” for a child entering or exiting a program or organization.

Role The role or position of each person involved in deciding the summary ratings.

Select a role for each person from a drop-down list or select “Other” and enter the appropriate role of the person. See Table 2.

Service Date Date of the first service provided per IFSP/IEP when child enters program or organization. Date of the last service provided when child exits program or organization.

This field is filled in with the date entered into the new record.

Summary of Relevant Results

A narrative summary of the relevant results of the assessment data.

Enter a narrative summary of up to 500 characters in the text box.

Summary, No No, if no COSF data was entered for this record. Yes or No is automatically generated.

Summary, Yes Yes, if a COSF data was entered for this record. Yes or No is automatically generated.

Supporting Evidence The assessments data, including tests, interviews (including parents and other caregivers), observations and record reviews that were used to determine the summary rating.

Select all that apply from a drop-down list and enter supporting evidence. (See Table 3) Click [Add] to save entry.

View When you click on “View” you will see the complete record summary for the child if a summary is available.

Click on “View”.


Documents

Outcomes Web System Users Guide - University of Kansaskskits.dept.ku.edu/OWS/UsersGuide1_8_15.pdfGaining Access to Outcomes Web System—existing login: Individuals who already have