A16R - Documenting PRC 29 Request & Baseline SIF - Training Script 4/21/2017 1

Transcription

1 A16R - Documenting PRC 29 Request & Baseline SIF - Training Script 4/21/ Welcome / Introductions Hello, I am Sue Ann Stalnaker, Regional Trainer for Regions 3 and 4. I d like to welcome you to this CECAS Documenting PRC 29 Request and Baseline SIF Data training webinar. We also have another regional trainer on the call that will be assisting me today; Dr. Khalilah O Farrow Boulware, Regional Trainer for Regions 5 & 6. Basic Webinar Instructions Before we begin, I want to go over some basic webinar instructions. For today s session, I will mute everyone to eliminate any background noise. For me to ensure you can hear me clearly, I want to do a sound check. If you can hear me clearly, please raise your hand by clicking the hand icon on the side tab of the GoToWebinar menu bar. Thank you. I will lower the hands now. Now I want to do a Visual check. If you can see the agenda, please raise your hand. Thank you. I will lower the hands now. Next, if you have questions during this session, please type your question in the Question field and a monitoring trainer will respond to your question. To give you practice with the Question field of the Control Panel, please type in the following information: your name; your LEA or Charter School name; and the names of any additional attendees in the room with you. Please do this so that I may update the participant s list and have a complete roster of attendees. If your control panel interrupts your view of my screen, you can minimize it by clicking the orange right-pointing arrow at the top of your control panel. To expand the control panel back, simply click the orange left-pointing arrow. Again, I really appreciate each of you attending today s session, and hope that by the time we finish this session you are more knowledgeable about documenting PRC 29 data in CECAS. Recording the Session One of the benefits to using GoToWebinar is that we have the option of recording our training sessions for later use and for training purposes. I d like to inform everyone that today s session will be recorded. Now, I will begin the recording. There will be a brief pause, or silence, while I start the recording. Hello. I m Sue Ann Stalnaker, Regional Trainer for Regions 3 and 4. I d like to welcome you to this CECAS Documenting PRC 29 Request and Baseline SIF Data training webinar. Please note that this training session will be recorded for training purposes. Agenda Review Before we begin this training session, I d like to first review the agenda and objectives. We will begin with how to document PRC 29 Request along with the Baseline Student Information Form, also known as the Baseline SIF.

2 A16R - Documenting PRC 29 Request & Baseline SIF - Training Script 4/21/ Next, we will review how to maintain PRC 29 data. This includes: o When and how to document PRC 29 Eligible, and o When and how to document PRC 29 Ineligible. We will then review two Behavioral Support Services Reports that are associated with PRC 29 data. These include the Student Information Form Detail Report and the Student Service/Intervention Report. Next, I want to review the training objectives for this session. At the completion of this session: Trainees will be able to identify the process to successfully document the PRC 29 List Screen for a student, including a PRC 29 Request, PRC 29 Eligible and PRC 29 Ineligible. Trainees will be able to identify the process to accurately document requirements for the Baseline Student Information Form (SIF). Trainees will be able to identify the necessary reports to view PRC 29 student information. Now that we have reviewed the agenda and objectives for this training session, let s take a moment to review the associated handouts for this session. These handouts are located on the CECAS Information website. Review CECAS Information Site and Training Handouts To review the associated handouts for this session, I d like to take you to the CECAS Information Website, located at To view the list of associated handouts for this session, click the Training tab and select the Description link. Scroll to the session, A16, PRC 29. We see the course content, the associated handouts, which are A16, P1, P2 and P3, along with the recommended pre-requisite course. To download the handouts, scroll back to the top of the screen and select the link, Handouts. So, let s take a brief look at the associated handouts for today s session: If you will notice A16 has 3 separate Agenda & Objectives handouts. o A16R is the Training Agenda & Objectives handout for our session today, which we ve already reviewed, so I will move on to the next handout. o P1 is the PRC 29 Training Manual. This 15-page document provides step-by-step instructions on how to complete the PRC 29 data screens, and how to run the reports. o P2 is the Timeline Chart for Documenting PRC 29 Data. This 1-page chart is great to help ensure you meet the due dates for data entry, as well as what set of data to use for each of the SIFs. o P3 is Documenting PRC 29 Data. This 3-page document provides concise steps on how to document PRC 29 data. You may choose to use this as a Quick reference guide. Now that we have reviewed the associated handouts for this session, it is time to begin the demonstrations in the CECAS Training site.

3 A16R - Documenting PRC 29 Request & Baseline SIF - Training Script 4/21/ Logging into the Training Site You may login to the CECAS Training site from the CECAS Information site at Click the Training tab once you reach the CECAS Information site. From the Training tab, you ll see the link, Login. Once you click that link, it will take you directly to the CECAS Training site. Now, I will login with my User ID and Password. o User Name: MMBmom User name is not case sensitive o Password: Remember Password is Case Sensitive 3 attempts and you are locked out. You will need to contact your LEA CECAS contact, your regional trainer or the CECAS support desk to have your password reset. Documenting PRC 29 Data - Request To document PRC 29 data in CECAS, you need certain user roles with permissions to access the PRC 29 screens and Behavior Support Reports. The CECAS User Role of EC Director, EC Administrator, School Lead Teacher, Behavior Support Admin or Behavior Support Teacher gives permissions to access the PRC 29 screens and Behavior Support Reports. To move forward with the demonstration, I will search for the student record. o NC Student ID or After locating the student record, I will navigate to the Special Ed screen to review what must be documented in the record before entering PRC 29 data. o The Current Status must display as Active. o The Most Recent IEP must displays as current. o The PRC 29 Eligibility check box, located in the General section of the Special Ed screen, is unchecked. Once the PRC 29 Request is updated to PRC 29 Eligible, this box will be checked. Now that we ve reviewed the Special Ed screen, let s navigate to the PRC 29 List screen. o Click to expand the Go To drop list, located at the top left of the screen. o Scroll toward the bottom of the list and select PRC 29. PRC-29 List screen Let s take a moment to review the different sections of the PRC 29 List screen. o The top portion displays basic demographic data of the selected student. o The middle section of the screen displays the following buttons: New Navigates to the PRC 29 Detail screen to allow users to document a new PRC 29 Eligibility. If you do not see a New button on the PRC 29 List screen, check to ensure that you have one of the appropriate User Roles. As previously mentioned, the user roles that provide permission to update the PRC 29 screens and access Behavior Support Reports are the following: EC Director, EC Administrator, School Lead Teacher, Behavior Support Admin or Behavior Support Teacher.

4 A16R - Documenting PRC 29 Request & Baseline SIF - Training Script 4/21/ If you have one of the appropriate User Roles, but still do not see the New button, check to ensure the student s Plan documented in CECAS is current. Cancel Navigates back to the Child Search screen or Recent Child List screen. o The lower portion displays current and previous grant data. Right now, this section displays the message of No records found, because this student record has not had any PRC 29 data documented yet. Before moving forward with documenting the PRC 29 Request, if you have any questions, type your question in the question field so we may respond. To document PRC 29 Request, click the New button to navigate to the PRC 29 Detail screen. PRC 29 Detail screen A new PRC 29 Request and Baseline SIF is to be documented for each student you plan to serve with PRC 29 funds for the upcoming school year and is due May 1 st. This year, May 1 st falls on a Monday so your data will be due no later than Monday, May 1, Created In defaults to the student s current Region, LEA and School. The PRC29 Eligibility drop list, displays the following three options: o Eligible this is selected after LEA receives notification of funding approval. o Ineligible this is selected when the student is not eligible for PRC29 services, no longer receiving PRC29 services, or exits LEA. o Request this is selected when funding for the upcoming school year is requested. The Begin Date field is documented when PRC 29 Eligible or PRC 29 Ineligible is selected. For PRC 29 Request, leave the Begin Date field blank. The End Date field is always LEFT BLANK. The Request Date field defaults to the current date. Click Save. The PRC 29 List screen displays, and we see the PRC 29 Request just added, along with the SIF button. The SIF button allows users to add a Baseline, Mid-Year or End of Year Student Information Form (SIF). Before we move forward with documenting the Baseline SIF, if you have any questions, be sure to type your question in the question field so that we may respond. Adding Baseline SIF From PRC 29 List screen, select the radio button in front of PRC 29 Request, then click the SIF button to display the Student Information Form List screen. The Student Information Form List screen displays SIF data for the selected PRC 29 Eligibility record. Right now, this section displays the message of No records found, because this student record has not had any PRC 29 data documented yet. To document the Baseline SIF for the upcoming school year, click the New button to display the SIF Detail screen. The Baseline SIF data for next year s grant request is to be pulled from 1st semester of the current school year ( ) through April 20 th. So, PRC 29 Requests and Baseline SIFs for the school year should not have been documented in CECAS prior to April 20 th.

5 A16R - Documenting PRC 29 Request & Baseline SIF - Training Script 4/21/ On the Student Information Form Detail screen, document the required fields. o From the SIF Type drop list, select Baseline. Baseline is the only available option in the SIF Type drop list when it is attached to PRC 29 Request. o From the School Year drop list, select the upcoming grant year, In the School Year drop list, only three options display; the previous grant year, the current grant year and the upcoming grant year. o The SIF Date is the date that the information is documented in CECAS. So, enter the current date (4/21/2017). o The next several fields are pre-populated with data. Review the data in these fields to ensure accuracy. Some of these are yellow shaded. If you find a yellow shaded field with incorrect data, please work with your LEA or Charter School CECAS Contact to have the data updated on the correct screen before you save the SIF. Take note that although pre-populated, the Exceptionality field can be changed on this screen, as well as the IEP Begin Date, IEP End Date, and Free or Reduced Lunch fields. The demographic data in these fields comes from PowerSchool and the exceptional children data comes from the most recent IEP Plan in the student record. o Next, document the service(s) you are requesting for this student for the upcoming school year. To do this, click the Add button to access the Behavioral Interventions (PRC 29 funded services only) screen. If you click the Add button and do not see this screen display, make sure your web browser popup blockers are turned off. If you are not able to remove the popup blocker, hold the Ctrl key from the keyboard as you click the Add button to bypass the popup blocker. For MAC users, hold down the Command key from the keyboard as you click the Add button to bypass the popup blocker. Only document services to be provided through PRC29 funding. DO NOT include services to be provided from other sources of funding. Again, this is only for services provided through PRC 29 funding. Simply select the check box in front of the item(s) in the Services Received section. If you select an item in error, simply click to remove the check from the box. The Interventions sections of this screen are not to be selected when documenting Baseline SIFs. Baseline SIFs do not contain any Interventions, ONLY items from the Services Received section. Services Received along with Interventions are documented in Mid-Year and End of Year SIFs. With your selections made, click the Save button at the top of this screen. You see the data populate in the Behavioral Interventions (PRC 29 funded services only) field. o Document Days Absent, Days Suspended, Incidence of Violence & Hours in School Day. For Days Absent and Days Suspended, document as whole numbers only. These fields do not accept decimals.

6 A16R - Documenting PRC 29 Request & Baseline SIF - Training Script 4/21/ For categories of Incidence of Violence, refer to the Annual Report on School Violence. Report the total number per child, not specific incidents. The Hours in School Day field refers to school hours per day; not hours per week, year or semester. This field does accept decimals. o From the Math and Reading Test Score drop list options, select the EOG Grades 3 8 test scores. This field may or may not be red bolded. It is based on the current grade that the student is in. So any record in a grade with state testing, these two fields are red bolded. If the test scores have not yet been received or you do not have the current year test scores, use the test scores from the previous school year. To enter, select the appropriate score of 1, 2, 3, or 4 from the drop list. You see the option of Not Tested. If you select Not Tested for whatever reason, please enter the Comments field at the bottom of the screen why you selected this option. There may be a very good reason to select this option. An example is a student currently in the 3 rd grade. The test score fields are enabled on this screen; however, there are no test scores to document, as the child was not tested in 2 nd grade. This is an example of when you would use Not Tested and document in the Comments field that the child was in Grade 2 during the previous school year, indicating why they were not tested. o Select the grades for each academic subject the student participated in. As a reminder, for the Baseline SIF, these grades are based on the 1 st semester of the current school year through April 20 th. Once you select a letter grade, you ll see that it converts to a numeric score. Take note that the letter E in the list represents Excellent, as the numeric score is 95; and S in the list represents Satisfactory, as the numeric score is 80. If you need to change the numeric score, select the blank space, which is the very first line in the list above the letter A, tab to the small field on the right of the subject area, and then enter the appropriate numeric score. If the student is taking an elective course, select or document the appropriate grade. Then, document the name of the elective course in the Comments field. o The Comments field is an optional field. Feel free to add any additional comments needed in this field. o When all the required fields are complete, scroll back to the top of the screen, and click the Save button. o After the screen refreshes, the Student Information Form List screen displays with the Baseline SIF that was just created. If you have any questions, feel free to type your question in the Question field so we may respond. Documenting PRC 29 Eligible Next on the agenda is documenting PRC 29 Eligible. Now, I will search for the student record.

7 A16R - Documenting PRC 29 Request & Baseline SIF - Training Script 4/21/ o NC Student ID After locating the student record, I will navigate to the PRC 29 List screen to demonstrate how to change PRC 29 Request to PRC 29 Eligible. o Changing PRC 29 Request to PRC 29 Eligible should be done at the beginning of the school year. o With every grant year, a request for PRC 29 funds is submitted by May 1 st, and then funding is approved through the legislature. Funds are then allocated to the LEAs and Charter Schools. o After funding is approved and allocated, LEAs and Charters are to change PRC 29 Request to PRC 29 Eligible in CECAS. o So, I will take a moment to demonstrate how this is completed. I see for this student record, the PRC 29 Request was documented, but the Request has not yet been changed to Eligible. Also, let me show you there is a Baseline SIF in this record, as every grant request requires a Baseline SIF to be completed at the time of the Request. Click Cancel to return to the PRC 29 List screen. To change the PRC 29 Request to Eligible, click the hyperlink to navigate to the PRC 29 Detail screen. On the PRC 29 Detail screen, we have the drop list, PRC 29 Eligibility. We also have a Begin Date, an End Date and a Request Date. From the PRC29 Eligibility drop list, change the option from Request to Eligible The Begin Date field has now changed to red bold and is required to save. Enter the Begin Date as the 1 st day of school (8/21/2016) Do not enter an End Date. CECAS will fill-in End Dates each time a new Request is made. Do not change the Request Date. It s important not to change the Request date. That way we know you completed these items in a timely manner. Click Save. We now see the Request changed to Eligible. If you have any questions, feel free to type your question in the Question field so we may respond. Documenting PRC 29 Ineligible Next on the agenda is documenting PRC 29 Ineligible. The 1 st scenario to cover for PRC 29 Ineligible is when funding is denied. o I will take a moment to search for the student record and then navigate to the PRC 29 List screen ABC o From the PRC 29 List screen, click the link of the PRC 29 Request to navigate to the PRC 29 Detail screen. o From the PRC 29 Eligibility drop list, change Request to Ineligible. o Document the Begin Date as the 1 st day of school. 8/21/2016 o Leave the End Date field blank. o Do not change the Request Date field. o Then, click the Save button to see the record is now changed to PRC 29 Ineligible.

8 A16R - Documenting PRC 29 Request & Baseline SIF - Training Script 4/21/ The 2 nd scenario to cover for PRC 29 Ineligible is when the student no longer needs PRC 29 services because they have improved academically or behaviorally, or the student moves from the state, or the student transferred to Regular Education and is no longer receiving EC services. So, for any of the reasons just mentioned, here is how to document Ineligible. Let me stress that this must be completed before the record is Exited from CECAS. o I will take a moment to search for the student record and then navigate to the PRC 29 List screen o You will want to document any Mid-Year and/or End of Year SIF information. o From the PRC 29 List screen, click the New button to navigate to the PRC 29 Detail screen. o From the PRC 29 Eligibility drop list, select Ineligible. o Document the Begin Date as the date the student no longer received PRC 29 services, the date the student moved, graduated or transferred to Regular Ed. o Leave the End Date field blank. o Do not change the Request Date field. o Then, click the Save button to see the record is now changed to PRC 29 Ineligible. If you have any questions, feel free to type your question in the Question field so we may respond. Adding PRC 29 student(s) after funding has been approved Next on the agenda is how to add a PRC 29 student after funding has been approved. It is the same process as when you complete the grant request in May. At any time during the school year, you may need to add a student to the PRC 29 grant. For example, a student transfers to you from another LEA or Charter and meets the requirements for the PRC 29 services after going through the Entrance/Exit Tool. So, I will take a moment to search for the student record and then navigate to the PRC 29 List screen From the PRC 29 List screen, click the New button to navigate to the PRC 29 Detail screen. From the PRC 29 Eligibility drop list, select Eligible. o Select Eligible rather than Request when there is already a set of services in place for a group of students, and the new student will be included in these same services. o Select Request for new students who were referred or not previously PRC 29 and now meets the eligibility requirements for PRC 29 services after going through the Entrance/Exit Tool. Document the Begin Date as the date you are adding the student to your program or PRC 29 services. Leave the End Date field blank. Do not change the Request Date field. Then, click the Save button. From PRC 29 List screen, select the radio button in front of PRC 29 record just created. Click the SIF button to display the Student Information Form List screen. On the Student Information Form List screen, click New to display the SIF Detail screen. On the Student Information Form Detail screen, document the required fields. o From the SIF Type drop list, select Baseline.

9 A16R - Documenting PRC 29 Request & Baseline SIF - Training Script 4/21/ o From the School Year drop list, select the current grant year o Document the SIF Date as the current date. (4/21/2017). o Document the Services Received (PRC 29 funded services only) section. Since this is a Baseline SIF, only select from Services Received. Do not select any Interventions for Baseline SIF. After the selections under Services Received have been made, click the Save button at the top of this screen. o Document Days Absent, Days Suspended, Incidence of Violence and Hours in School Day. o Select the Math and Reading Test Scores. o Select the grades for each academic subject the student participates in. o When all the required fields are complete, scroll back to the top of the screen, and click the Save button. o After the screen refreshes, the Student Information Form List screen displays with the Baseline SIF record that was just created. If you have any questions, feel free to type your question in the Question field so we may respond. Next, we will look at a couple of Behavioral Support Services reports to review PRC 29 data. Reviewing Behavioral Support Services Reports One of the system requirements to reviewing CECAS reports in PDF format is to have access to Adobe Reader. The first report we will review is the Student Information Form Detail Report Student Information Form Detail Report This report is one of the Behavioral Support Services reports. To access this report from the left navigation menu: o Click the Reports section to expand. o Click the arrow in front of Behavioral Support Services to expand. o Then, select Student Information Form Detail from the list of reports. The Student Information Form Detail report displays information from the SIF for one or more selected students who meet the report criteria. There are two ways to generate this report. You can search by a student name, or select from a list of students who meet your search criteria. Take note that this report query screen is broken into two sections. There is the top half that contains the fields used to query the report with a Search button. The lower section, labeled the Search List, displays the results of a query. Now, let s query this report. o Select the Region and LEA. You have the option to select a particular School or leave it default to All. Southwest / SW-EC Training LEA o Select the School Year o Select the Service/Intervention Type. Mid Year o You have the option to select the PRC 29 Eligibility or leave it default to Eligible. o Click the Search button. The students that meet the selected search criteria will display in the Search Results list.

10 A16R - Documenting PRC 29 Request & Baseline SIF - Training Script 4/21/ o To view all the students in report format, click the Select All button. To view particular students in the report, simply select the check box in front of the name or names. Then, click Preview. o The report displays as one student per page with all the information as documented on the SIF Detail screen. The next report we will review is the Student Service/Intervention Report Student Service/Intervention Report This report is also located in the Behavioral Support Services report section. The report displays the Services and Interventions provided for a student through PRC 29 for a specific time period (based on the SIF date). This report lists the services and interventions in a child's SIF during a selected period for all students who meet the report criteria. o In the Period Begin Date and Period End Date fields, enter a date range to include data with SIF dates that fall within that date range. 4/20/2016 4/27/2017 o Select the Region and LEA. You have the option to select a particular School or leave it default to All. Southwest / SW-EC Training LEA o You have the option to select the Service/Intervention Type or leave it default to All. o You have the option to select the PRC 29 Eligibility or leave it default to All. o Click the Preview button to review the report. o The report displays the students that met the search criteria, along with the services and interventions as documented on the Student Information Form Detail screen. Wrap Up During this webinar, we have covered the following: o How to document the PRC 29 Request along with the Baseline SIF, o When and how to document PRC 29 Eligible, o When and how to document PRC 29 Ineligible, o How to add a PRC 29 student after funding has been approved, and o A demonstration of two Behavior Support Reports to review documented PRC 29 information. Now, let me take a moment to show you how to access the electronic evaluation survey. Go to the CEACS Information Site at Click the Training tab. In the section, Training Evaluation Survey, click the link to access the survey. Click the link and complete the 1 st screen with the following information: o Select PRC 29 o Select Virtual Session o Enter the date of the training using the 2-digit month, 2-digit day, and 4- digit year. 04/21/2017 o Select my name, Sue Ann Stalnaker, as the trainer. o Click the arrow button to continue with completing the electronic evaluation.

11 A16R - Documenting PRC 29 Request & Baseline SIF - Training Script 4/21/ Once you complete the electronic evaluation, be sure to click Finish. I certainly appreciate your time and attention, and would like to thank the other trainer for their assistance during this training session. This concludes the training webinar. Everyone, have a fantastic rest of the day!