Documenting PRC 29 End of Year SIF - Training Script 8.19.15 1 Welcome / Introductions Hello. I m Dr. Khalilah O Farrow-Boulware, Regional Trainer for Regions 6 and 8. I d like to welcome you to this PRC 29 - Documenting End of Year SIF Data training webinar. Please note that this training session will be recorded for training purposes. Agenda Review / Handouts Before we begin the training, I d like to first review the agenda. On your screen, you should see the topics that will be covered during this session. We will cover how to maintain PRC 29 data, which will include documenting the End of Year SIF data, how and when to document PRC 29 Ineligible, and how to add a PRC 29 student after funding is approved. We will then review a couple of 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. Last, we will wrap up and discuss how you may evaluate this training session so that we can make improvements to benefit your learning process of the application s functionality. 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 accurately document requirements for the End of Year SIF. Trainees will be able identify the process to successfully document the PRC 29 Detail Screen for a student, including a PRC 29 Ineligible status. 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 at www.nccecas.org. Review CECAS Information Site and Other Associated Handouts From the CECAS Information website, click the Training tab, then select the link, Handouts. Scroll to the section, PRC 29 to download the handouts. The associated handouts for this session are P1, P2 and P3. P1 is the BSS / 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. P2 is the Timeline Chart for Documenting PRC 29 Data. This one-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. P3 is Documenting PRC 29 Data. This three-page document provides concise steps on how to document PRC 29 data. You may choose to use this as a Quick reference guide.
Documenting PRC 29 End of Year SIF - Training Script 8.19.15 2 Now that we have reviewed the associated handouts for this session, it is time to begin the demonstrations in the CECAS Training site. Logging into the Training Site Now, I will move forward with logging into the training site to begin the demonstrations. You may login to the CECAS Training site from the CECAS Information site at www.nccecas.org. 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. At this time, I will login with my User ID and Password. Documenting End of Year Data SIF Here are a few key reminders about documenting PRC 29 End of Year SIF data: o To add End of Year data for the student, the LEA must have provided services only funded through PRC 29 for at least 45 days during the 2 nd semester of the school year. o The End of Year SIF data is due in CECAS by September 1 st. If September 1 st falls on a weekend, the data is due the next business day. o The End of Year SIF data comes from the 2 nd semester of the school year. For example, the data to be entered for End of Year SIF data that is due by September 1, 2015 must come from the 2 nd semester of the 2014 2015 school year. o It is very important to document PRC 29 data before the student record is exited from the LEA or Charter School. Now, let s move forward with the process of documenting End of Year SIF data. First, I will search for the student record. After locating the student record, I will use the Go To drop list and select PRC 29 to navigate to the PRC 29 List screen. From PRC 29 List screen, I will select the radio button in front of the current PRC 29 Eligible record, and then click the SIF button to navigate to the Student Information Form List screen. On the Student Information Form List screen, I see the existing Baseline and Mid-Year SIF for the school year 2014 2015. Now, I am ready to document the End of Year SIF for the 2014-2015 school year. So, I will click the New button to navigate to the SIF Detail screen. On the Student Information Form Detail screen, document the required fields. o From the SIF Type drop list, select End of Year. o From the School Year drop list, select the current grant year, 2014 2015. 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. o The next several fields are pre-populated with data. Review the data in these shaded fields to ensure accuracy. Some of these are yellow shaded.
Documenting PRC 29 End of Year SIF - Training Script 8.19.15 3 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 we need to document the PRC 29 funded Services Received for this student, along with the Interventions used during the 2 nd semester of the school year that just ended. 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. o Add Behavioral Services/Interventions Only document services provided through PRC29 funding. Again, this is only for services provided through PRC 29 dollars. For the End of Year SIF, you document the Services Received and Interventions used during the 2 nd semester of the school year that just ended. If you select an item in error, simply click to remove the check from the box. With your selections made, click the Save button at the top of this screen. You see the data is now in the Behavioral Interventions (PRC 29 funded services only) field. o Document Days Absent, Days Suspended, Incidence of Violence and Hours in School Day. For Days Absent and Days Suspended, document as whole numbers only. These fields do not accept decimals. 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.
Documenting PRC 29 End of Year SIF - Training Script 8.19.15 4 You see the option of Not Tested. If you select Not Tested for whatever reason, please enter into 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 could use Not Tested and document in 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 End of Year SIF, these grades are based on the 2 nd semester of the school year that just ended. Once you select a letter grade, you ll see that it converts to a numeric score. 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. 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 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 of 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 End of Year SIF record that was just created along with the Baseline SIF and Mid-Year SIF previously documented. The next few scenarios to demonstrate are when to document PRC 29 Ineligible. Documenting PRC 29 Ineligible The three scenarios of when to document PRC 29 Ineligible are the following: o When the student moves from the LEA or Charter School o When the student improves academically or behaviorally and no longer needs PRC 29 services o When funding is denied (PRC 29 funded position is denied) The first of the three scenarios I will demonstrate is when the student moves from LEA. o After searching for the student record, navigate to the PRC 29 List screen from the Go To drop list. o From the PRC 29 List screen, click the SIF button to navigate to the SIF List screen. Make sure all SIF data has been documented. Click Cancel to return back to the PRC 29 List screen. 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.
Documenting PRC 29 End of Year SIF - Training Script 8.19.15 5 o Document the Begin Date as the date the student moved. o Leave the End Date field blank. o Do not change the Request Date field. o Then, click the Save button. The second scenario I will demonstrate is when the student improves academically or behaviorally and no longer needs PRC 29 services. o After searching for the student record, navigate to the PRC 29 List screen from the Go To drop list. o From the PRC 29 List screen, click the SIF button to navigate to the SIF List screen. Make sure all SIF data has been documented. Click Cancel to return back to the PRC 29 List screen. 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. o Leave the End Date field blank. o Do not change the Request Date field. o Then, click the Save button. The third scenario I will demonstrate is when funding is denied; when a PRC 29 funded position is denied. o After searching for the student record, navigate to the PRC 29 List screen from the Go To drop list. 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 or the date of the initial allocation letter. o Leave the End Date field blank. o Do not change the Request Date field. o Then, click the Save button. The next scenario to demonstrate is how to add a PRC 29 student after funding has been approved. 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 originally completed 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 your LEA has for the PRC 29 services. Another example is during the original grant request, the student did not meet the requirements for PRC 29 services, but now does. 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.
Documenting PRC 29 End of Year SIF - Training Script 8.19.15 6 From the PRC 29 Eligibility drop list, select Eligible. 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. Select Request for students who need individual services (e.g., one-on-one, day treatment slot, etc.). In this case, you ll need to submit the PRC 29 Addendum Form to DPI. Document the PRC 29 Request, along with the Baseline SIF, and wait for a response from DPI before changing the PRC 29 Request to PRC 29 Eligible. 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. You typically do not change the Request Date field; but just for training purposes today, I will change the Request Date to a previous date. Then, click the Save button. Next, navigate to the SIF Screen and document the Baseline SIF for this grant year. 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. 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. From the SIF Type drop list, select Baseline. From the School Year drop list, select the current grant year in which the student was added. Document the SIF Date as the current date the information is documented. Document the Behavioral Interventions (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. Document Days Absent, Days Suspended, Incidence of Violence and Hours in School Day. Select the Math and Reading Test Scores. Select the grades for each academic subject the student participates in. When all of the required fields are complete, scroll back to the top of the screen, and click the Save button. After the screen refreshes, the Student Information Form List screen displays with the Baseline SIF record that was just created. Next, we will take a 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.
Documenting PRC 29 End of Year SIF - Training Script 8.19.15 7 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 particular 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. The top section of the screen 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. o Select the School Year. o Select the Service/Intervention Type. 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 List. o To view all of 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 of 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. o Select the Region and LEA. You have the option to select a particular School or leave it default to All. 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 SIF. Wrap Up / Electronic Evaluation Link During this webinar, we have covered the following: o How to document the End of Year SIF,
Documenting PRC 29 End of Year SIF - Training Script 8.19.15 8 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 www.nccecas.org. Click the Training Tab and scroll to the section, Training Evaluation Survey, to access the link to the survey. Click the link and complete the 1 st screen with the following information: o For #1, select Documenting CECAS PRC 29 Data from the drop list. o For #2, select virtual session. o For #3, enter the date of the training using the 2-digit month, 2-digit day, and 4-digit year. o For #4, select my name, Khalilah O Farrow-Boulware, as the trainer. o Click the arrow button to continue with completing the electronic evaluation. 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!