Special Ed Infinite Campus Refresher

Jul y 25, 2017

Special Education IC Reference Materials

● We’ve created Reference Materials “Cheat Sheets” to help you with Infinite Campus (IC) and how to do things.

● They are located on the NCSD District Website.

● For this training we are going to go over some NEW procedures for IC this 17-18 School Year.

● Anything we do not cover, if you have questions you can go to the IC Reference Materials for help. Or always call Sam, Joe or Shanda

● If there are other IC items/procedures which you need help or want a “Cheat Sheet” made, let us know!

How to access Sped IC Reference Materials & Sped IC Forms on NCSD Website

www.nye.k12.nv.us>Departments>Special Education>Forms

Short URL: https://goo.gl/wM3rBF

Click on Forms under Special Education on left menu.

Forms are broken down into categories. All IC reference materials or “Cheat Sheets” are located under “Infinite Campus Reference Materials.

Copy Button● IEPs cannot overlap

● The Copy button and the Amend button fix this for all IEPs done after an initial IEP

● Copy and Amend buttons copy all previous IEP information forward and allows you to just change what needs to be updated

● USE COPY BUTTON FOR ALL ANNUALS...ALL OTHER IEP [REVISIONS] USE AMEND BUTTON (this is after a student has had an initial IEP...from that point on you will COPY or AMEND all future IEPs on that student)

Click on the IEP you want to copy so it highlights BLUE then click the Copy button above.

A warning box will pop up asking if you want to copy this Education Plan. Click OK.

Select plan type and start date for IEP (once you change start date, it will change start date for all the services below. Enter End Date. End Date is ALWAYS the Annual IEP Due Date.

If the student receives speech/language services, due to that glitch we experienced last year, this “Service 1” box will be blank if you are Copying or Amending any IEP “version” older than NV IEP 2017.2 and it will need to be populated by clicking the drop down menu and selecting “Related-Speech-Language Pathology Service” at the bottom of the drop down menu. DO NOT use the one that says “Speech/Language” only. Scroll further down to Related-Speech Language Pathology Service”.

Once you verify all fields are correct click Copy.

A window will pop up stating the previous plan’s locking state will remain and Services will be ended. Do you want to proceed? Click OK. This is what we want, this will make sure the new IEP and the last IEP dates will not overlap.

Click on Documents Tab and select the IEP you just copied. Click Open.

Now you can make changes, make sure all dates are correct. This will copy forward the previous IEP in its entirety. You just change/update for new IEP. DO NOT just copy it all forward and change dates!!! You must revise all areas that need updating e.g. Meeting type, dates, PLOPs, Goals/Objectives, Services…any and all areas updated for new IEP, saving all pages as you go. Notice this IEP had a comment, make sure you make any changes to those as needed as well.

Amend ButtonClick on the IEP you want to Amend so it highlights BLUE then click the Amend button above.

Click Amend Editor at the top of each page you Amend.

You must put an Amendment Reason before you can amend any page. Start with Education Plan page. Put Meeting Type, Date of Meeting, IEP Services will Begin(Date of Meeting and IEP Services are the same date) and Anticipated Duration of Services (Annual IEP Due Date). This sample had comments from previous IEP that need to be deleted. Save. Now you can amend each page you are addressing in the Amendment. Remember you must click Amend Editor for each page and give an Amendment Reason BEFORE you can amend the page. Saving each page as you go. In every Amendment, go to Student Demographics and Parent/Guardian Information pages and Refresh them. This will ensure any demographics updates are updated in the IEP.

NOTE: As you amend each page, the page in the left hand column will become bold.

When Amendment is complete, with all changes made, and MEETING HAS BEEN HELD, click Review Amendments

After you’ve amended all the pages you needed for the Amendment, if you see this warning on the first page, this will be corrected when you complete the Amendment properly by clicking Review Amendments, reviewing the areas you amended then clicking Complete Amendment. Once you do this, IC will update the Services dates to match the dates of the Amendment you put on the Education Plan page.

Once you have held the meeting and clicked Review Amendments, click Complete Amendment to lock the amendment properly. DO NOT lock by clicking Lock/Unlock from a different screen.

Correctly locked Amendment by clicking Review Amendments/Complete Amendment. Notice dates that do not overlap. The IEP that was amended, ends the day before the date of the Amendment.

Incorrectly locked Amendment by clicking Lock/Unlock instead of Review Amendments/Complete Amendment. Notice the red exclamation point with the error showing the service dates did not update on the three services pages. This is automatically done when locked properly. AND they now overlap which they CANNOT. I know this is a weird thing to be concerned about but for reporting purposes this is a big problem.

Uploaded Documents

● Currently, School Psychs, Speech Pathologists, OT, PT are all uploading their reports to IC. In addition, any Blank Forms that are completed are then uploaded to student’s record.

● You can upload three different ways:○ Upload to an Uploads Folder○ Staple to an existing Plan document or Form○ Associate with a specific form type and year

This report was Stapled to the eligibility.

This report was Associated with the Evaluations in 16/17 Year

NOTE:This is NOT the preferred method for uploading forms. Please use Staple or upload to Uploaded Forms folder without stapling or associating the form.

This student’s record has two uploaded reports. The speech report was associated with the 16-17 Evaluations and the other report (psych report) was uploaded without associating or stapling it to any “Plan” and therefore it uploaded to an “Uploaded Forms” folder.

● In 16-17 School Year, NCSD used Simple Forms in IC to create special ed forms. All forms completed on a student were created, locked and kept in a Forms folder for that school year they were created.

● Effective 17-18 School Year we will be changing how we handle forms in the Special Ed Module. Instead of using Simple Forms in IC we will now have all our forms on our district website and they will be accessed there. All forms will now be completed, saved and uploaded to IC from the district website. This allows us to have all forms created for an IEP to be stapled to the IEP in IC. SESS will keep the forms in the district website updated at all times.

● WHY ARE WE DOING THIS? Compare the two samples below. In the first sample, you see how we currently do our forms in IC. All forms you create on a student are kept together in a Forms folder. This folder becomes cumbersome to figure out what PWNs/other forms go to IEP’s, Eligibilities, etc. By stapling them to the IEP/Evaluation (Eligibility) the form is related, you get a cleaner, easier view of the forms that are related and were created for that document (e.g. IEP, Eligibility), whether it’s a PWN, Behavior Plan, MDR, Transportation Request, etc.

Sample of using Simple Forms and saving all forms to a Forms Folder. Notice all forms for the entire year are all kept together in bulk

Sample of Stapling forms to IEPs/Plans. Notice how each form that relates to an IEP is Stapled to that IEP, no sifting through a long list of forms.

● An additional benefit to creating forms this way is since you will be creating and saving forms to your computer, this allows you to share the forms with staff members who do not have access to the special ed module in IC. For example, if you do a Behavior Plan in Simple Forms on a student and save it in IC, regular ed teachers do not have access to that Behavior Plan the way they do the IEP in IC (through Campus Instruction; regular ed teachers do not have access to the special ed module). By creating and saving the form outside IC, you can email the Behavior Plan to those teachers.

● There are some instances where you will not attach the forms and just upload them to an Uploaded Forms folder. If a student does not have an IEP started (or Evaluation if doing any forms for the eligibility), when you upload them, since you have no Plan to attach them, do not choose Staple or Associate, this will upload the form to an Uploaded Forms folder. However, in these instances we prefer you wait to upload the form until the IEP or Eval has been started in IC so you can staple the forms.

● In order to transition into the process of uploading forms instead of using Simple Forms in IC, through Oct. 31, 2017, we will leave Simple Forms in IC.

● Beginning Nov. 1, 2017, Simple Forms will be inactivated and you will no long have access to them in IC. Hopefully by this time you are fully uploading your forms.

How to access Sped IC Reference Materials & Sped IC Forms on NCSD Website

www.nye.k12.nv.us>Departments>Special Education>Forms

Short URL: https://goo.gl/wM3rBF

Click on Forms under Special Education on left menu.

Under Special Education >Forms is where you will find all special education forms and reference materials.

Forms used in IC for IEP’s, eligibilities, etc. are located in Infinite Campus Forms.

How to complete and save IC forms from NCSD Website to upload into IC

From the list of IC Forms, locate the form you need and click Download.

Complete form and when done, click File, Save As and save document where you set up to save them on your computer.

In this sample I have created a 17-18 Sped Forms folder on my desktop to upload all my sped forms I am uploading to IC. Notice I have named my document to indicate student name, form name and date. This allows you to track forms you’re uploading. Save.

ALL (or MAJORITY) FORMS CREATED/USED ARE TO BE

STAPLED TO THE IEP/EVALUATION THEY ARE RELATED.

How to upload Documents

Click Upload Document button to upload a document under Documents Tab.

This is a sample of choosing to Staple to a Plan or Form. Name form. Date form. Choose the document file from computer (Choose File). Click “Staple this document to an existing form”. Choose which document/plan to Staple your form. (This sample was stapled to an eligibility. You will staple to an IEP Plan the majority of the time). Save.

This is the sample of choosing to Associate the document with a plan, document or form type and year.. Name it. Date it. Find file on computer. Choose document you want to associate it.

This is NOT the preferred method for uploading forms. Please use Staple or upload to Uploaded Forms folder without stapling or associating the form.

If you choose to neither Staple or Associate a document, your form will upload to an “Uploaded Forms” folder. · Again for the MAJORITY of the cases do not do this (except as explained above if there is no Plan to Staple a form). By choosing Staple, the form(s) will all be stapled directly to the “Plan” to which they are related.

Remember...the LEGAL documents are the ones in the brown Confidential Folder. Documents created and uploaded to IC are FOR REFERENCE ONLY! You should never print and give documents out of IC to parents as their official copies. All copies made for parents, etc. are to be copied from official documents in student’s Confidential Folder. IC records are unofficial and kept for convenience in reporting and reference purposes only.

New FormsWe have added and revised a couple forms. These forms are in the NCSD Website Special Ed Forms. Please make note of new and revised forms. NCSD Website>Departments>Special Education>Forms>Infinite Campus Forms

1. NV Parental Prior Written Notice - With Meeting: this is the TWO page PWN with the meeting information on the second page. This form is in Spanish, as well.

1. NV Parental Prior Written Notice - Without Meeting: this is a ONE page PWN when you complete PWN for anything other than a meeting. This form is in Spanish, as well.

1. A pre-filled out NV Parental Prior Written Notice for Parent Refusal of Services.

1. 2nd Placement Page

1. NV Parental Prior Written Notice for FBA (to be explained later by Joe)

Annual Goal Checklist

Located on NCSD Website>Departments>Special Education>Forms>Reference Materials>Annual Goal Checklist

Justification for Placement TemplateIn order to ensure all required elements of a Justification for Placement are included in the IEP, we’ve created a Template to use when completing the Justification for Placement section of the Placement page in the IEP.

On the Placement page of the IEP, select the appropriate Placement from the Placement Considerations list. Type in percentage of time student will be in regular education during his/her school day. Click on little Template icon to pull up the Justification for Placement Template.

A Template Bank window will pop up. Click on the + next to IEP Templates.

Click on the Justification Statement Template.

The template with the 6 questions you must answer in your justification statement will populate in the Justification for Placement box. You must answer each question then click Save.

Multiple/Duplicate Documents

If you create/come across duplicate documents/forms, i.e. IEP, PWN’s, Behavior Plan, Progress Reports...anything, DO NOT leave them in the student’s record. DO NOT lock them. You MUST call SESS or email Sam, Joe or Shanda and ask them to delete the extra documents/forms. IC is a running record for each student. The brown folder should mirror the documents in IC. If IC record is kept correctly, anyone looking at that record gets a clear picture of what took place in regards to IEP meetings, etc.

PLEASE, PLEASE, PLEASE, if you create a bunch of duplicate forms…do not just go in and lock them all…let Sam, Joe or me know so we can delete all the unnecessary documents.

There should not be multiple progress reports in a single reporting period. One progress report per quarter. You must pay attention when you go to input your info into a current quarter progress report to make sure someone else on the team has not already started one. If one is started, you must add to that one…do not start a new one. Communicate between members. This prevents having to give the parent multiple progress reports with everyone’s information on different reports. There should be only 4 progress reports each year.

When you see a red exclamation point warning, if you hover your cursor over the IEP with the warning, the reason for the warning will pop up. This one is telling you the IEP is overdue…this one is because an amendment has been started but it’s not locked yet….once it is locked, that red exclamation point will go away.

Red Exclamation Point Warning

In this particular case, there was an Amendment started. Once the Amendment is locked, the red exclamation point warning is corrected and gone.

This warning shows to remind you to make sure the start and end dates for the three services pages match the dates of the IEP.

Enrollment Status IEP Page

● The last page of the IEP in IC is the Enrollment Status Page. This is a very important page and must be completed in ALL IEPs.

● Enrollment Status page populates the student’s special ed enrollment in the district once the IEP is locked and is what the state uses to indicate/show this student is special ed.

● The district uses the fields (especially the Special Ed Status field) when pulling information regarding special ed students for things like standardized testing. This field is a crucial element in creating the IEP.

Must complete Primary Disability (student’s eligibility), Special Ed Status (1:Yes if eligible, 2:No is not eligible), and Special Ed Setting. WE DO NOT EVER USE the “Secondary Disability” box. All of our students are to only be given ONE Primary Disability. Ignore the Secondary Disability box (even if they come to us with a secondary disability from another instate district!)

When you populate the last page of the IEP (Enrollment Status), it populates the Special Ed Fields in the student's Enrollments Tab after you lock the IEP. (Student Information>General>Enrollments Tab>Special Ed Fields at the bottom of the Enrollments Screen). This is the information the state uses for all their reporting of special ed students including using it for funding our special ed students. This is a crucial step in creating the IEP.

When you follow the withdrawal steps correctly and request your registrar to enter exit date and reason this is where she does this and again, the state pulls this information for reporting purposes.

● Locking IEP populates Special Ed Enrollment● Locking IEP populates Caseload Summary

Report● Locking IEP populates Special Ed column in

roster in Campus Instruction allowing students’ regular ed teachers see their IEP

Importance of Locking IEPs

Student had eligibility and IEP held on 1/8/17. Neither were locked. It is now May 20th and student was not reported as being special ed. It was discovered AFTER standardized testing was complete.

Special Ed Fields under student’s special ed enrollment (Student Information>General>Enrollments Tab) were not populated.

Case Manager’s Caseload Summary Report was not populated.

This is what regular ed teachers see on their Roster indicating student has an IEP. This appears after the IEP is locked. When they double click on it, the IEP opens up and they see the whole IEP. This is also a reason it’s so CRUCIAL to add all regular ed teachers to students’ teams…if they are not a member of the team, they cannot view the IEP.

Regular Ed teacher had no idea she was found eligible and had an IEP because it wasn’t locked. No IEP is indicated on the teacher’s Roster.

Progress Reports

● One Progress Report must be done per Quarter on every Special Ed student on your caseload.

● If multiple team members contribute to a student’s Progress Report, all team members work in the SAME Progress Report. This means you must look at the student’s record and see if someone has started a Progress Report for that reporting period already when you go in to report on your IEP Goals/Objectives. If you are ready to do your part of the Progress Report and it hasn’t been started, start the Progress Report and communicate to team members that you’ve already started the student’s Progress Report so they don’t start a second Progress Report on the student. They pull up the Progress Report that’s been started and enter Progress information on their Goals/Objectives. If multiple Progress Reports are created for a single reporting period, this means parent and Confidential Folder will get multiple Progress Reports. If this happens, Case Manager needs to communicate to team members which Progress Report to enter their progress information, then contact SESS to delete the extra Progress Report.

Special Ed>General>Documents>Create New Progress Report. Check Progress Report and make sure student’s current enrollment shows>Create Document

Select IEP you are reporting on, Date you’re doing report.

Make sure current enrollment for student shows. Save.

Click Goal/Objective Assessment>New Goal/Objective Assessment

Choose each Goal you are reporting on; when you click the Goal, the Objectives will display. Click the Objective(s) you are reporting on. State Progress toward the annual goal and type in your comments. Save between each Goal/Objectives. Each team member will go in and do this for his/her Goals/Objectives on that student all in the same Progress Report. Case Manager is responsible for putting in the Confidential Folder and providing parent copy.

Draft IEP prior to Eligibility Determination in IC

● If you start an IEP before an eligibility determination (Evaluation Folder) has been started in IC by the school psychologist, for either an initial or a re-evaluation, the eligibility dates will NOT prepopulate on the first page of the IEP.

● The eligibility dates will populate only if the IEP is started after an Evaluation has been started. If you hand enter those dates and then a school psychologist enters an Evaluation in IC and let’s say it was done on a different date than what you hand entered previously, the fact that they did an evaluation in IC will not populate those date fields with the actual new evaluation date. If you do this, you MUST check those dates and make sure they match the actual date of the eligibility/evaluation.

● If you start a DRAFT IEP in IC prior to an Eligibility and the student is found NOT Eligible you must call or email Sam, Joe or Shanda and have one of them DELETE the DRAFT IEP…it CANNOT stay in IC if the student is NOT Eligible.

I have an eligibility coming up. I go into IC and start a DRAFT IEP in case student qualifies. The school psych has NOT started an Evaluation in IC so the Eligibility dates do not prepopulate. I enter the dates the meeting is scheduled to be held (6/2/17-6/2/20). Meeting is postponed a day. School Psych goes in and does the Eligibility (Evaluation) in IC on 6/3/17. This will not re-populate the correct dates in IC. You must update the eligibility dates you put in when you started the DRAFT IEP.

Eligibility meeting is held on 6/3/17. School Psych does Eligibility (Evaluation in IC).

I manually fix the dates I originally entered into IC. If I had entered dates in the three SPED Services Pages for original meeting date (6/2/17), I HAVE to also go to those pages and fix those dates to the correct meeting date (6/3/17).

Second/Additional Placement

There are situations when you need to indicate a second placement within the timeframe of an IEP, e.g. ECSE going to regular Kindergarten the next school year. The IEP in IC only allows for one placement. If you need to do a second placement on a student within the IEP timeframe, you can attach (Staple) a second placement page to the IEP.

If you need to indicate a second placement on an IEP, see SPED Reference Materials on NCSD Website>Departments>Special Education>Forms>Infinite Campus Reference Materials>2nd Placement Page for instructions; Infinite Campus Forms for the 2nd Placement Page Form

Process Alerts● We have set up one Process Alert to send an email and post a

message on your IC Campus Tools Message Center 30 calendar days prior to an IEP Due Date.

● Process Alerts must be manually deleted● We will be setting up more Process Alerts with reminders of

upcoming events

On your Campus Instruction Home Page/Message Center, you can see all posted messages or click on Process Alerts. Click on “Action Required in Campus Tools”. The specifics of the Process Alert will come up. Once you have completed the item you have to manually delete the message..

Contact Log● This is a convenient, powerful tool that we want utilized. It’s imperative that all

communication with parents are logged.

● Get in the habit of logging all conversations, phone calls, documents sent home, any communication regarding students’ special education services, IEPs, etc.

● They are to be printed and put in brown confidential folder at the end of each year to become part of the student’s permanent special ed record.

● Once a Contact Log entry has been made it cannot be changed/amended/altered. You only have rights to ADD contact logs entries not change ones that have been entered and saved.

● If you make an error in a contact log entry and save it, then later realize you made a mistake in the entry, you must have Sam, Joe or me delete the entry then you can re-enter a new entry, back dating it. You can copy and paste from the entry before it’s deleted if that helps in doing the new entry.

Click New to enter new Contact Log Entry.

Enter Date/Time (if backdating, otherwise current date/time will show), Contact Type, Contact (who you contacted), Details of contact. Then click Save. Right now there is a glitch where the Save button on this particular screen is grayed out indicating you don’t have rights to use it, but that is being fixed. You can click Save on this screen and it will work and save your entry.

Once you have entered and saved a Contact Log entry, it cannot be changed. If you click on it and make any changes, it will not let you Save the changes. You will get this error message saying you do not have rights to do this. This prevents anyone from making changes to Contact Log entries you have made. If you make a mistake in an entry, you will need to ask Sam, Joe or me to delete your erroneous entry and you’ll need to complete a new entry. You can copy and paste into a new entry prior to it being deleted. (In this screen, the grayed out Save button will not work….ever.)

The printout of the Contact Log is accurate, clean, detailed. This placed in the Confidential Folder is clear, concise documentation of parent contact.

Caseload Summary Report

● This is your special ed caseload.

● You need to manage it and keep it current.

● Even if you list yourself as Case Manager for a student and the student’s name shows when you click on Caseload in the index, this does not add them to your Caseload Summary Report until you have started an IEP on that student. The student is not officially on your Caseload until he/she has an IEP.

Access Caseload Summary Report by going to Index>Student Information>Reports>Caseload Summary

Select Grade, Team Role (Case Manager), scroll to your name in Sped Staff, Select your school/schools (Ctrl key to select multiple schools), Generate Report

You can filter by dates, active only, Ad Hoc Filters, but for the most part you’ll just pull up your caseload as listed above.

Once you have pulled up your Caseload Summary Report, you can review it for students, IEPs, eligibilities, anything that is missing/incomplete

The Re-Eval Date is populated when school psychologists/speech pathologists do Evaluations/Eligibility in IC. Therefore, this column will populate over the course of the next 3 years as all students have their 3 Year Evaluations completed in IC. Until that time, this column will not be fully populated.

Notice the header tracks how many students you have on your caseload and how many total plans (it tracks all IEPs held on a student during the school year). Number of students is your caseload.

Managing Team MembersYou must manage the team members of the students on your Caseload.

● You “Fetch Classroom Teachers” to add student’s Regular Ed Teachers

○ When you Fetch Classroom Teachers, this populates the Start and End Dates for the dates that student is scheduled in IC with that Regular Ed Teacher (for the year, for a Semester/Quarter, etc.). IC keeps a running records of Regular Ed Teachers. This prepopulates for the year if set up in IC with their schedule.

○ IF there are teacher changes, unexpected throughout the year on a student(Parent meets with principal and determine student needs to change teachers, etc.), you as the case manager MUST go into Team Member Tab and Fetch Classroom Teachers in order for this student’s new teacher(s) to be added to the Team and have access to his/her IEP in IC.

● You use “Find & Link New Team Member” to add Case Manager, Related Service Personnel, parents.

○ If you are a Self-Contained Classroom Teacher, you will be listed twice in your student’s Team. Once as Classroom Teacher and once as Case Manager when you add yourself as such. When you click Fetch Classroom Teachers, you will see yourself added as the Regular Ed Teacher. Leave this as is. Do not click on yourself here and just change your Role to Case Manager. To make yourself Case Manager, click Find and Link New Team Member. Assign yourself the Role of Case Manager here. You will now be listed twice.

■ Once as “Teacher” with Role as “Read Only” this makes the student show up on your Roster so you can take attendance.

■ Once as “TEACHER (SPEDSTAFF)” with Role as “Case Manager”. This allows you to manage the student’s special ed module and shows student on your Caseload Summary Report. You control the end date so when/if student gets new Case Manager you can go in and End Date yourself and the new Case Manager can be added.

● You only use “Enter New Team Member” when adding a member OUTSIDE special ed staff area (i.e. advocate, physician, outside agency service provider, etc.)

Click Find & Link New Team Member to add Parent/Guardian, Student (if age appropriate) in Census. Special Ed Staff would be case manager, related service personnel, etc. Everyone must be assigned a role. Parent/Guardian/Students are “Read Only”. Do not use “View Only”. Related Service Providers are “Service Provider”. You can give other sped personnel “Read Only” rights if they need to see student’s record e.g mentor teacher, but only one staff member can be listed as “Case Manager”. DO NOT add special ed staff using Enter New Team Member.

Notice this student’s case manager is also their classroom teacher (self-contained).

This is how it looks when regular ed teachers are added properly using Fetch Classroom Teachers. End Dates are prepopulated according to their class schedule in IC. Never adjust these dates.

This is how it looks when sped staff team members are added properly using “Find & Link New Team Member” making sure you assign everyone a correct role. You do not put end dates until that team member is no longer on that team, e.g. if student withdraws, exits, switches case manager, related service personnel change/exit, etc.

Infinite Campus Withdrawal Procedures

Things to remember:

● We’ve created a more complete procedural checklist for withdrawing sped students in IC.

● All steps are crucial!

Have a great 17-18 School Year!

...and remember...if you need any help with anything in IC, call Sam, Joe or me

@ SESS!!