A16 Documenting CECAS PRC 29 Request & Baseline SIF Data Training Script (04.17.14) 1 Welcome 9:00 9:05 1:00 1:05 Hello and welcome to the Documenting CECAS PRC 29 Request and Baseline SIF Data training webinar. I am Pat Smith, regional trainer for regions 5 & 7, and I am the trainer of this session today. The recommended Pre-requisite to this session is Basics II. Please note this training session is being recorded for training purposes. Agenda Review Before we begin the training, I d like to first review the agenda & objectives for today. As per the agenda, this session is scheduled from 9am 10am. We will begin the session by covering how to enter initial PRC 29 data in CECAS, to include documenting the Request and the Baseline SIF. We will then move to the Behavioral Support Services Reports that are associated with PRC 29 data. These include the Student Count report, the Student Information Form report, and the Student Count report. Last, we will wrap up with any additional questions you may have, as well as, discuss how you may evaluate this training session so that we can make improvements to benefit your learning process of the application s functionality. So, that is what we have to look forward to today in this training session. Next, I want to review the Objectives for today s session. At the completion of this session: Trainees will be able identify the process to successfully document the PRC 29 List Screen for a student by documenting a PRC 29 Request. 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 some specific training handouts that are relative to this session. These details are located on the CECAS Information website. CECAS Information Site Handouts Review The web address for the CECAS Information site is www.nccecas.org. From the Home Page, click the Training tab, and the most current training schedule displays. While I m on this screen, I want to show you is the Evaluation link located directly underneath the trainers names. Once you have attended a session, please access this link to evaluate the training. We would really appreciate your feedback of the session.
A16 Documenting CECAS PRC 29 Request & Baseline SIF Data Training Script (04.17.14) 2 To see the associated handouts for today s session, click the Handouts link on the top left corner of the screen and you will be taken to the Training Documents/Class Handouts page. If the code begins with the letter A, it is one of the agenda documents. If it begins with the letter B, it s one of the CECAS Basics training handouts, if it begins with a P, it is a handout for PRC 29. And so forth and so on. So let s take a brief look at the associated handouts for today s session. o A16 A16 is the Training Agenda & Objective handout which we just reviewed, so I will move on to the next handout. o P1 - P1 is the BSS / PRC 29 Training Manual. This 13 page document takes you step by step, screen by screen on how to complete the PRC 29 data screens, and how to run the reports. o P2 - 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. We will go over this handout in more detail as we progress through the session. o P3 - P3 is Documenting PRC 29 Data - This 3 page document gives concise steps on how to complete everything we will be covering today, plus more. You may choose to use this as a Quick reference guide. This covers the handouts that I wanted to point out today. Are there any questions before we get started? If so, type your question into the question box, and click Send, so we may respond. According to the agenda, the first topic to cover is Entering PRC 29 data. Today s demonstration will be conducted in the CECAS Training Site. To do this I need to log in now. Logging into the Training Site The web address for the CECAS training site is: training.nccecas.org/cecas. But while I m here in the CECAS Information website, I can ensure that I m on the Training tab and simply click the Login link to launch the training site. This is another way to get to the CECAS Training site. You want to make sure that you are using Internet Explorer 8, which is the only web browser that supports the CECAS application. Keep in mind that the User ID field is not case-sensitive; however, the Password field is case-sensitive. At this time, I will login with my User ID and Password, and click the Log In button, or your Enter key. My opening screen and menu bar may differ from yours due to assigned roles & permissions. My opening screen is my Recent Child List. Many Users have the Child Search screen as the opening screen. Entering PRC 29 Data 9:05 9:30 1:05 1:30 To document PRC 29 data in CECAS, you need certain permissions to access the screens and reports. Let me explain the roles that give a user access to PRC 29 screens. o The User Role of EC Director, EC Administrator, or School Lead Teacher gives permissions to access what we will cover today.
A16 Documenting CECAS PRC 29 Request & Baseline SIF Data Training Script (04.17.14) 3 o If the User has a role in CECAS other than EC Director, EC Administrator, or School Lead Teacher, then you: add the Role of Behavior Support Admin to an LEA level user; or if it s for a School Level user, add the Role Behavior Support Teacher to give access. Well, now we need to locate the child record either by Searching for the record, or if the record is located on your Recent Child List, you may access the PRC 29 component from the Recent Child List. Adding PRC 29 Request Child Search search for record Local ID# 318643 (Request Baseline SIF - 8/24/1999 M) I have located the record, but before we go into the PRC 29 data, let s review what has to be in the record in order for you to be able to enter PRC 29 data. Let me open the Special Ed screen to review. Record must be in Status of Active Plan must be current. PRC29 Eligibility Checkbox is unchecked. Once record is made Eligible on PRC29 screen after the funding letters have been distributed, this will be checked. This box cannot be checked on the Special Ed screen at the time. Now I need to navigate to the PRC29 screens for this record to begin. Open the GoTo droplist at top left of screen. Scroll to near the bottom of the list and select PRC29 so it is highlighted, and left mouse click to select. And now we are on the PRC29 List screen. Let s talk about what we see here on this screen. Some basic demographics data for this record displays at the top of the screen. This is to ensure we are working in the correct record. We have 2 buttons in our middle blue bar New What we will click in just a moment Cancel Takes you back to the previous screen. And we see the message of No records found, because the student has not had any PRC 29 data documented in his record as of yet. I want to draw your attention to the handout, entitled Timeline Chart for Documenting PRC 29. According to this chart, a new PRC 29 Request and Baseline SIF (SIF is the acronym for Student Information Form) are to be documented for each student you plan to serve with PRC 29 funds for the upcoming school year & is due by May 1 st. And note that if the 1 st falls on weekend or holiday, then it s due next business day.
A16 Documenting CECAS PRC 29 Request & Baseline SIF Data Training Script (04.17.14) 4 This chart also tells us that the Baseline data for next year s grant request is to be pulled from 1st semester of 2013 2014 school year and to also include data through April 20 th for a few of the fields on the Baseline SIF. Back to CECAS To document this Request in CECAS, click the New button, and we are now on the PRC29 Detail screen. Let s talk about what we see on this screen. We have 2 buttons is the middle blue bar. Save & Cancel. Save will save what we enter on the screen and Cancel takes us back to the previous screen. Created In auto fills with the Region / LEA & School the child attends. This field has yellow-shaded out. Fields with this shaded background indicate that the data is entered or pre-populated from data on other screens, as is the case here. Now I call your attention to the PRC 29 Eligibility field name. This field name is in red bolded text. As well as Request Date field, however, the Begin date and End date field names are in black text. In CECAS a red bolded field means data must be entered or selected in the field in order to save the screen or perform the action on the screen. So what this tells me is I must enter a minimum of PRC 29 Eligibility and Request Date to save the screen. Begin Date and End date are not required at this time. So that is the significance of red bolded fields. The PRC29 Eligibility drop list it has 3 options. o Eligible this is selected after LEA gets funding 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 what you select when you request funding; records remain in request status until initial allocation letter is received I will select Request in PRC 29 Eligibility field. Begin Date o is not red bolded, not required at this time, o This field is not completed until your LEA has received the allocation letter that funding is approved. I will leave Begin Date blank. End date is Always LEFT BLANK. CECAS will auto-fill end dates as additional data is entered into the record. For Request Date, o I will make my Request Date as today - 4/17/2014 ONLY CHANGE IN RARE CASES. Click Save. We are taken back to the previous screen, the PRC 29 List screen, and we see the Request we just completed.
A16 Documenting CECAS PRC 29 Request & Baseline SIF Data Training Script (04.17.14) 5 We have a New button now that there is a Request for this record & we have another additional button, the SIF button. This button will take us to the screen to enter the data on the required Baseline SIF. In addition, we have our Region/LEA and School and it is a hyperlink to get back into the Request. We see it is the PRC 29 Eligibility of Request with a Request Date of 4/17/2014. We have no data display under Begin date and End date as we did not enter data into those fields. Had data been entered and saved in those fields on the screen we just completed, data would show here. That is how to complete Step 1 of the Request. Are there any questions about what I have just completed? If so, please type your question into the questions field so that we may respond with an answer. According to the agenda we now need to cover the 2 nd part documenting the Baseline SIF. Adding Baseline SIF Data A Baseline SIF is entered for every PRC 29 Request for each student (new and returning students). Baseline data is pulled from 1 st semester of current school year (so, for this scenario, Baseline data comes from the 1 st semester of 2013-2014 school year through April 20 th ). From the PRC 29 List screen, click the SIF button. We are now on the Student Information Form List screen. From the SIF List screen, click New. We are now on the Student Information Form Detail screen. Let scroll so you may see the entire screen and that nearly all fields on this screen are red-blooded, meaning we have to have data in all these fields in order to save the screen. I will start at the top and work my way to the bottom of this form. o For the SIF Type, I select Baseline. It is the only option when PRC 29 Eligibility is Request. o For School Year, I select 2014 2015. You will ALWAYS see ONLY 3 options. The past grant year, 2012-2013, the current grant year 2013-2014, and the upcoming or next grant year 2014-2015. And these years will change each and every year. o For this next field, the SIF Date field, I select a date on or beyond April 20 th, because remember that you should not be documenting until at least that date. 4/21/2012. o The next several fields are pre-populated with data. Some of these are yellow shaded. Review the data in these shaded fields to ensure accuracy. o We have Created In, This data pulls from Region/LEA screens. Reported Race, DOB, & Gender data pulls from the Child Demographics screen Grade data pulls from the Special Ed screen. o If you find a yellow shaded field with incorrect data, please work with your LEA to have the data updated on the correct screen. Do not complete the SIF at this time, if you need any data updated because the SIF will save with the incorrect information.
A16 Documenting CECAS PRC 29 Request & Baseline SIF Data Training Script (04.17.14) 6 o Take note that even though pre-populated, the Exceptionality can be changed on this screen, as well as the IEP Begin Date & IEP End Date. Data in these fields comes from the most recent IEP Plan in the record. o CECAS doesn t distinguish between Addendum & Annual Review. It is no problem for the Addendum dates, rather than the full year IEP dates, to display on the SIF on the screen. o You may update this information on this screen, if the current IEP data does not display. o Again, you may update Exceptionality and IEP Begin & End dates on this screen, if the data is not correct, however, please let the appropriate person in your system know that the record does not contain a correct data, so they may update that data in the record. o The next field, Free or Reduced Lunch, It is auto-filled with the default response of No. If you have access to this information in your system, and you know the answer is Yes, you may change this No to a Yes. If you do not have privilege to this information in your system, then leave this at the default of No. o The next field, English Language Learner, Is checked or not checked based on the radio button selection for IS LEP on the Child Demographics screen. You are not able to select it on this screen. o Next, we need to enter the service(s) for the next school year which you are requesting for this student. To do this, I need to click the Add button to access the Behavioral Services / Interventions screen. If when you click the Add button, and you do not have this screen to popup and display as you see here, more than likely you have popup blockers turned on. Ensure that your popup blockers are set to OFF. If you are not able to remove the popup blocker, then use the bypass option of holding down the Ctrl Key and keep the key depressed at the same time you click the Add button. That will bypass the popup blocker and allow you to access the screen. o Add Behavioral Svcs/Interventions For the Baseline SIF, only select Svcs Received and only document services provided through PRC29 funding. DO NOT include services provided from other sources of funding. Again, this is only for services provided through PRC 29 dollars. Please take note that we added the Service - Behavioral Support Assistant back in February. Now the remaining sections of this screen are not completed at this time, as Baseline SIFs do not contain any Interventions, ONLY Services. You document Interventions ONLY in Mid-Year and EOY SIFs. Lastly, this list is easy to use. If you select an item in error, simply unselect, to remove the check in 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 Svcs/Interventions field.
A16 Documenting CECAS PRC 29 Request & Baseline SIF Data Training Script (04.17.14) 7 o For the next line of data to enter here on this screen, enter the Days Absent; Days Suspended; Incidence of Violence; and Hrs in School This is the data that is to include not only the 1 st semester 2013-2014 data, but also second semester data thru 4/20/2014. So, let me enter this information. Days Absent - 5 Days Suspended - 3 Incidence of Violence - 0 o Another item to note about the Days Absent; Days Suspended; Incidence of Violence; Only accept whole numbers. They do not take decimals. So you report in whole numbers. o Hours in School 7.5 refers to hours in a day, not hrs. in a week, or year, or semester It is hours per day This field will take decimals. o Next we have Math and Reading Test Scores fields. These are to record the EOG scores from Grades 3 8. This field may or may not be red bolded. It is based on the current grade. So any record in a grade there is state testing, these 2 fields are red bolded. For example, if a child is in 2 nd grade, these fields are not required, not red bolded, you may skip them. If the child is in 8 th grade as with this student, the fields are required. Use the test scores from the previous school year for the Baseline SIF. In this case we are using test scores from 2012-2013. To enter, select the appropriate score of 1, 2, 3, or 4 from the drop list. You also see the option of Not Tested. If you select Not Tested, 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. Here is one example to illustrate. Record has a current grade of 3. These fields are enabled on this screen, however, there are not test scores, the child was not tested in second grade. This is an example of when you would use Not Tested and state in Comments section that the child was in Grade 2 in 2012-2013, the previous school year. o Next, you will select the grades for Academic subjects. These are based on 1 st semester 2013-2014 data only. There are 2 ways to enter your grades. If your LEA gives letter grades, open the drop list and select the appropriate grade. Each letter grade converts to a numerical value. Lets look at each letter
A16 Documenting CECAS PRC 29 Request & Baseline SIF Data Training Script (04.17.14) 8 o A = 95 o B = 88 o C = 80 o D = 72 o E = 95 o F = 65 o N = 65 o Not enrolled o S = 80 If your LEA gives number grades, then this is how you complete these fields. Leave the drop list at the default of no selection, the very first line in the list. With the drop list on the first option, the blank line, Tab to the small field to the right of the subject area and enter the numerical value of the grade. For Elective, if you enter a grade in this field, please enter the subject in the Comments field. Art o Comments field. I ve given you some examples of when to use this field. Feel free to add any additional comments you would like to this form. o When all fields are complete, scroll back to the top of the screen, and click the Save button. o The application refreshes, and takes us back to the Student Information Form List screen and we see our Baseline SIF in this record. This is everything that needs to be documented in CECAS for the May 1 st deadline date. There are several other components of the PRC 29 Grants that are completed on paper forms and submitted to DPI. Please ensure you have all parts of your grant completed by May 1 st to be considered for funding. Are there any questions about what we have covered so far? If so, please type your question into the question box, so we may respond. According to the agenda, the next topic to cover is the Behavioral Support Services Reports that are associated with PRC 29 data. There are 4 reports, but we are only going to discuss 2 for this session. BSS Reports 2 Reports To access the Reports, I first open the Reports folder in the Menu Bar by clicking anywhere on the name of the folder. Next, click the Behavioral Support Services Reports folder name, and finally the name of the report. According to the agenda, the first report to cover is the Student Information Form Detail Report. It s the 3 rd report in the Behavioral Support Services list of reports. The Student Information Form Detail report displays information from the SIF for one or more selected children who meet the search 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
A16 Documenting CECAS PRC 29 Request & Baseline SIF Data Training Script (04.17.14) 9 I will run this report to obtain the details of all students that have a Baseline SIF for this upcoming Grant year. This is one way for me to check and see that I did actually document the Request and Baseline SIFs for the appropriate students. Before I take you through this report, I want to point out that this report works a bit different than most reports in CECAS. Take note that this report query screen is broken into 2 sections. There is the top half that contains the fields you use to query the report with a Search button, And then there s the lower section, labeled the Search List, which displays results of a query, if there is data to match what we requested in the report. And last, with this report, the Preview button is in the lower portion of the screen. So when the report query screen displays with 2 sections, with the Preview button in the middle blue bar, rather than the top blue bar, you first search for the data, and then build the report. It s a 2 step process. So let s review how to use this report. o I select my Region and LEA, required fields. o I will leave Schools at All, but I could select a particular school, if that is all I wish to review. o Next in the School Year, I select 2014-2015, the upcoming Grant year, which is also a required field. o For the Service Intervention Type, another required field. You see this 3 rd Quarter, this is only in the training site and is something we were testing at one time. Please disregard this option in the drop list, as there are only the 3 possible options of SIF Types: Baseline, Mid Year and End of Year. I ll select Baseline. o For the PRC 29 Eligibility Please note that this is a non-required field AND it defaults to the selection of Eligible. This field corresponds to the PRC 29 eligibility field on the PRC 29 Detail screen. Your choices are ALL PRC 29 Eligibilities, only those listed as Eligible, or Ineligible, or Request. Ensure your correct Eligibility is selected when you query. I am looking for my Baseline SIF records for this grant year. The PRC 29 Eligibility for the upcoming grant year request, is Request. So I select Request. Now the first name and the last name fields are only needed if you are trying to obtain data for just one student. Since I want to see all records, I will leave both fields blank. o Now scroll back to the top to click the Search button. You don t move down and click the Preview button. You see with this report as I stated when we opened this screen, searches for data, and then you decide what records go into the report. So I click the Search button, and in the Search List, I see the student records that have a Baseline SIF for this grant year.
A16 Documenting CECAS PRC 29 Request & Baseline SIF Data Training Script (04.17.14) 10 Now lets talk about how to get the report. I can click the Select All button, and when I do all records are selected. If I click the Unselect All button, this does just as it says, it unselects everything. In order to get a report, and in order to click the Preview button, I need at least one record selected. I can also individually select, and subsequently de-select records by clicking the checkbox in the Select column. With my selection of records made, I now click the Preview button and what displays is a report with one record per page with all data as documented on the requested SIF. So this is the Student Information Form Detail report. Are there any questions? If so, please type them into the question box, so we may reply with the answer. The Student Count Report is the second and final report that I want to discuss in this session today. I click the form name in the Menu Bar to obtain the query screen for this report. The Student Count report displays a count of students that receive behavioral services or interventions. In other words, this report is Numbers ONLY, no individually identifiable info on students, like the report we just reviewed. This report gives data for the selected SIF for one particular school year. I might want to run this report to see the number of students that have a Baseline SIF for the last grant year. Maybe I was not the EC Director at that time and would like to compare to what we are submitting this year. All red bold fields are required o So I select my Region and LEA, if not in already displaying in the droplist. o I can select a school, but I will leave at All. o For School Year This list starts with the 2005 2006 School Year. This is the first year we documented SIF data in CECAS, and the list runs to the upcoming school year 2014 2013. I ll select 2013-2014. o For SIF Type, I select Baseline, as this is what I wish to see. o Next, is the Count By drop list. Here you will select whether you want the count to be by age, ethnicity, gender, grade or exceptionality. I will leave it by Age. o For Group By, I have LEA and School. Leave this at the default of LEA. o And click the Preview button. This report shows 3 students had a Baseline SIF documented for the 2013-2014 school year. So this is the Student Count report. Are there any questions? If so, please type them into the question box, so we may reply with the answer.
A16 Documenting CECAS PRC 29 Request & Baseline SIF Data Training Script (04.17.14) 11 Wrap Up & Evaluation Form 10:45 11 1:55 2 While you are submitting any final questions, let me review the final activity on the agenda discussing how you will evaluate today s training. Let me now remind you of where the link is located to access the evaluation survey. Go to the CECAS Information Site at www.nccecas.org. Click the Training Tab and scroll to just above the quarterly schedule, and you will see this link to the survey. Click the link and complete the 1 st screen with the following. Select Documenting CECAS PRC 29 Data. Select Virtual session. Enter the date of the training as 04/17/2014. Select my name is Patricia Smith, as the trainer. Please be honest in completing the evaluation, so that I can improve in the areas that need improvement. I certainly appreciate your time and attention, and I d like to thank the other trainers that are present on the call. Everyone, have a fantastic rest of the day!