TSF 2.0 User Manual Updated 6/4/2018

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1 TSF 2.0 User Manual Updated 6/4/2018 Table of Contents Table of Contents... 1 Introduction... 3 TSF Login URL... 3 Browser Compatibility... 3 Other Resources... 3 Login to the TSF... 3 First Time User... 3 Return User... 3 Resetting Your Password... 4 While logged into the TSF... 4 If you have trouble with the TSF login Home Page Navigation... 5 Top Menu Bar Navigation... 5 Post-School Survey... 5 IEP Review... 5 QuIST... 5 Reports... 5 Admin... 5 Help... 5 Logout... 6 Welcome Section... 6 Getting Started... 6 Updates... 6 Maintenance notice... 6 TSF Tool Navigation... 6 Navigating to Post-School Survey Data... 7 Managing Students in the Post-School Survey... 9 Adding a Single Student... 9 Adding Multiple Students... 9 Delete a Student Verifying Leavers District has Leavers to Report Center for Change in Transition Services 1

2 District does not have Leavers to Report District Submitted Verification Report in Error Completing the Post-School Survey Respondent Non-Respondent Managing Users Adding New Users Editing User Permissions Deleting Users Reporting Appendix Post-School Survey Questions Post-School Survey District List Headings District Verified Progress Contact Rate Response Rate Not Started Started Finished Total Post-School Survey Surveys List Headings SSID Student Name Demographics Post-School Survey Survey Status Completion Date Locked Delete User Roles District Admin Add new surveys Submit Verification View Reports Document Revision History Center for Change in Transition Services 2

Introduction This manual takes users through the Transition Systemic Framework (TSF) 2.0, the Center for Change in Transition Service s (CCTS s) secure data collection platform.

3 Introduction This manual takes users through the Transition Systemic Framework (TSF) 2.0, the Center for Change in Transition Service s (CCTS s) secure data collection platform. This manual will be updated in accordance with TSF 2.0. developments. TSF Login URL TSF 2.0 is available via two new URL addresses, listed below. We hope these addresses will be easier to remember but encourage all current users to set a bookmark. Although the extensions are different, both addresses take users to the same site Browser Compatibility TSF 2.0 operates best in Google Chrome and Mozilla Firefox. Other Resources Please visit the CCTS website for additional resources regarding the TSF. Login to the TSF First Time User Follow the directions on the TSF login page to request access. Return User 1. Navigate to the TSF login page (Link: or Click Login in the upper left-hand corner. 2. Enter your username and password, then click Sign in. NOTE: Your username is your full address. Center for Change in Transition Services 3

Resetting Your Password While logged into the TSF In the top menu, click Admin, then select Change Password. If you have trouble with the TSF login. 1.

4 Resetting Your Password While logged into the TSF In the top menu, click Admin, then select Change Password. If you have trouble with the TSF login. 1. Click Reset your password on the login page. 2. Enter your address to have a password reset link ed to you. Center for Change in Transition Services 4

Home Page Navigation Once logged in, the Home Page is the TSF landing page. From top to bottom, it includes three sections: Top Menu Bar Navigation, Welcome Section, and TSF Tool Navigation.

5 Home Page Navigation Once logged in, the Home Page is the TSF landing page. From top to bottom, it includes three sections: Top Menu Bar Navigation, Welcome Section, and TSF Tool Navigation. Top Menu Bar Navigation The top navigation bar includes six sections: Post-School Survey, IEP Review, QuIST, Reports, Admin, Help, and Logout. Post-School Survey The Post-School Survey section contains three items: Post-School Survey Home page, Post- School Survey Resources, and Post-School Survey FAQ. The Home page contains district post-school data. The Resources page includes links to documents developed by CCTS to clarify postschool processes and increase survey response rates. The FAQ links to the CCTS website, which contains a comprehensive FAQ and definition sheet about the Post-School Survey. IEP Review The IEP Review is currently under construction. Please watch the TSF Home Page for updates. QuIST The QuIST is currently under construction. Please watch the TSF Home Page for updates Reports The Reports section is currently under construction. In the meantime, users still have full access to reports on the original TSF website. Please watch the TSF Home Page for updates Admin The Admin section includes a link to change your password in the event that you know your password but would like to change it. (To reset a forgotten password, or if you are unable to log in, see Resetting your Password. ) Depending on your user permissions, you may also see a Manage Users option in the Admin menu. The Manage Users page contains a list of TSF users in your district, as well as an option to add new users. Help The Help section includes three items: View the Post-School FAQ, View the TSF FAQ, and Submit a Help Ticket. Center for Change in Transition Services 5

6 The Post-School Survey FAQ links to the CCTS website, which contains a comprehensive FAQ and definition sheet about the Post-School Survey. The TSF FAQ includes general information about the TSF, including logistics around its three main components: Transition IEP Review, Post-School Data, and QuIST. The Help Ticket page contains a form for users to request technical support. Logout The top menu navigation also includes a link to logout. Due to the sensitive nature of the data in the TSF, we recommend users log out after each session. Welcome Section Getting Started The Getting Started section includes details and resources about the TSF and its components. Updates The Updates section lists important notifications and upcoming deadlines. Maintenance notice The Maintenance section provides notification of weekly timeframes where the system will be unavailable. Typical maintenance windows run one hour or less. TSF Tool Navigation Toward the bottom of the Welcome section are buttons for the IEP Review, Post-School Survey, and QuIST. Clicking each button will navigate you to the corresponding component of the TSF. The IEP Review and QuIST tools are currently under construction. Please watch for updates on the TSF Home Page. Center for Change in Transition Services 6

Navigating to Post-School Survey Data 1. Click Post-School Survey Home in the Top Menu Bar Navigation, or click Post-School Survey at the bottom of the TSF Home page. 2.

7 Navigating to Post-School Survey Data 1. Click Post-School Survey Home in the Top Menu Bar Navigation, or click Post-School Survey at the bottom of the TSF Home page. 2. The next page will be the Post-School Survey home page. Select from the Leaver Year dropdown menu. 3. Click on Districts List directly below the Leaver Year dropdown to display post-school progress for your district. The contents of the nine columns in the progress table are detailed in the Appendix. 4. Click on the name of the district under the District column to navigate to the school list page. Center for Change in Transition Services 7

8 5. The School List page includes a table with the same fields as the previous page, but separated by school in the district. Click on a school name under the School column heading to navigate to the list of leavers in that school. 6. Now you can view the list of leavers in that school. From here, you can also edit their demographics, complete their Post-School Survey, or, if necessary, delete the leaver from the list. Center for Change in Transition Services 8

9 Managing Students in the Post-School Survey Adding a Single Student 1. Navigate to the Post-School Survey district list (Steps 1-3 of Navigating to Post-School Survey Data. 2. Select Add New Student Survey for a single student. 3. Enter the required demographic information. Be sure to specify the leaver s school. Click Save to add the leaver. Adding Multiple Students 1. Navigate to the Post-School Survey district list (steps 1-3 of Navigating to Post-School Survey Data. Center for Change in Transition Services 9

Follow instructions on the Create Multiple Surveys page to add demographic data to the Excel template downloaded in step 6. DO NOT MODIFY the top row of the Excel template.

10 2. Select Add multiple student surveys. 3. Click on the Excel Template link to download the Excel template for uploading leavers. Also, click the link to open code identifiers for the Excel sheet. 4. Follow instructions on the Create Multiple Surveys page to add demographic data to the Excel template downloaded in step 6. DO NOT MODIFY the top row of the Excel template. If users modify the Excel template, it will not function correctly. 5. Once completed, save the Excel file. The Excel file defaults to save as a.csv file. It must be saved as a.csv in order to be uploaded to the TSF. 6. In the TSF, click Choose Files on the Create Multiple Surveys page. Center for Change in Transition Services 10

Click on a school name under the School column heading to navigate to the list of leavers in that school. 3.

11 7. Select your saved.csv file, then click Open. 8. Click Submit Worksheet. Delete a Student 1. Navigate to the Post-School Survey school list (steps 1-5 of Navigating to Post-School Survey Data. 2. Click on a school name under the School column heading to navigate to the list of leavers in that school. 3. Click the Delete button in the row of the student that should be removed. 4. Click OK to the confirmation message that appears. Center for Change in Transition Services 11

12 Verifying Leavers District has Leavers to Report 1. Navigate to the Post-School Survey school list (steps 1-5 of Navigating to Post-School Survey Data. 2. Click on a school name under the School column heading to navigate to the list of leavers in that school. 3. Cross-reference the list of leavers with your district s records of student leavers from the school year. 4. Add or remove students as appropriate. 5. Navigate back to the School List page by clicking on the Buildings List link toward the top of the page. 6. Click Submit Leaver Verification Report. 7. Check the box certifying that you have added and removed leavers as appropriate. Click Submit. Center for Change in Transition Services 12

13 District does not have Leavers to Report 1. Navigate to the Post-School Survey school list (steps 1-5 of Navigating to Post-School Survey Data. 2. Click on a school name under the School column heading to navigate to the list of leavers in that school. 3. Cross-reference the list of leavers with your district s records of student leavers from the school year. 4. If your district does not have student leavers, select No Leavers to Report. 5. Check the boxes certifying that your district has no graduates to report and no dropouts to report. Click Submit. Center for Change in Transition Services 13

14 District Submitted Verification Report in Error If you submitted the verification report but need to make adjustments, please follow the following steps. 1. Navigate to the Post-School Survey school list (steps 1-5 of Navigating to Post-School Survey Data. 2. Click Reset District Verification. 3. Check the box to certify that you have graduates or dropouts to report. Click Submit. Center for Change in Transition Services 14

Completing the Post-School Survey Prior to conducting surveys, please review the complete list of Post-School Survey questions (link: https://cctstsf.org/#/ps-questions). Respondent 1.

15 Completing the Post-School Survey Prior to conducting surveys, please review the complete list of Post-School Survey questions (link: Respondent 1. Navigate to the Post-School Survey school list (steps 1-5 of Navigating to Post-School Survey Data. 2. Click on a school name under the School column heading to navigate to the list of leavers in that school. 3. Click on the Post-School Survey link next to the student whose survey you are conducting. 4. Enter your name, position, and contact date and time. 5. Select Check here to complete survey under question 11. Center for Change in Transition Services 15

6. Complete all questions in the survey. 7. Click Submit to submit the survey. Non-Respondent 1. Navigate to the Post-School Survey school list (steps 1-5 of Navigating to Post-School Survey Data. 2.

16 6. Complete all questions in the survey. 7. Click Submit to submit the survey. Non-Respondent 1. Navigate to the Post-School Survey school list (steps 1-5 of Navigating to Post-School Survey Data. 2. Click on a school name under the School column heading to navigate to the list of leavers in that school. 8. Click on the Post-School Survey link next to the student whose survey you are conducting. 9. Enter your name, position, and contact date and time. 10. Click Save at the bottom of the screen to save data you have entered. At a later date, make and record at least two more attempts to contact the student. Center for Change in Transition Services 16

17 11. If after three contact attempts you are still unable to contact the leaver, select Check here if survey could not be completed under question Select the appropriate reason the survey could not be completed in question 11a. Click Submit. Center for Change in Transition Services 17

From the top navigation menu, select Manage Users from the Admin menu. 2. Click Add. 3. Enter the user s e-mail address and first and last name. 4.

18 Managing Users Note: Depending on your user permissions, you may not be able to access the Manage Users page. If you currently do not have access to this page but would like to, please contact your district s data manager. Adding New Users 1. From the top navigation menu, select Manage Users from the Admin menu. 2. Click Add. 3. Enter the user s address and first and last name. 4. Under the Please select a district dropdown menu, select the district the user needs access to. Click the Add District button directly below the dropdown menu. 5. Under Please select a School dropdown menu, select a school that the user will need access to. Click the Add School button located directly below the dropdown menu. Center for Change in Transition Services 18

19 6. Repeat step 5 above until you have added all schools for which the user will need access. 7. Next, select the user role(s) by clicking the check box next to appropriate items in the User Roles section. The Appendix provides full descriptions of user roles. 8. Click Create to save changes. The user will receive an with instructions on how to log in. Editing User Permissions 1. From the top navigation menu, select Manage Users from the Admin menu. 2. Next to the user whose permissions need editing, click the Edit icon in the second column from the right. Center for Change in Transition Services 19

20 3. Adjust the user s permissions and school access as necessary. 4. Click Update. Deleting Users 1. From the top navigation menu, select Manage Users from the Admin menu. 2. Click the Delete icon in the column furthest to the right next to the user(s) that you wish to delete. Center for Change in Transition Services 20

21 3. Click OK to the confirmation message that appears. Reporting The reporting feature of the TSF is currently under construction. In the meantime, users still have full access to reports on the original TSF website. Please visit the TSF Home Page for updates. Center for Change in Transition Services 21

22 Appendix Post-School Survey Questions Questions annotated with *** may not be visible, depending on the response to other questions. Note: the Survey begins at Question 9. Questions 1-8 include the following demographic data entered when leavers were added: 1. SSID 2. Name 3. School 4. Exit status 5. Race / ethnicity 6. Gender 7. Birth date 8. Disability [Optional: English language proficiency] 9. Name of Interviewer 10. Interviewer Position: o Teacher o Administrator o Paraprofessional / educational assistant o Administrative assistant o Transition / Education specialist o School psychologist o School counselor o Other C1: Contact Attempt 1 date and time C2: Contact Attempt 2 date and time *** C3: Contact Attempt 3 date and time *** 11. Telephone interview status o Check here to complete survey o Check here if survey could not be completed 11a. (IF TELEPHONE INTERVIEW NOT COMPLETED) Select best reason: *** o Poor or no contact information o Unable to reach former student OR family after 3 attempts o Former student declined to be interviewed o Family member declined to be interviewed o Other 12. Person interviewed: Center for Change in Transition Services 22

23 o Former student o Parent/guardian o Family member (brother, sister, grandparent, etc.) o Caregiver o Other 13. Did you work within 1 year of leaving high school? o Yes o No o Don t know o Declined to answer 13a. Where were you working at that time? (Select the best answer that describes the type of employment.) *** o Integrated competitive employment setting o Military o Supported employment (paid work in community with support services) o Don t know o Declined to answer o Employment setting where most workers have disabilities 13b. Did you work at least 90 days within one year of leaving high school? (Select only one answer.) *** o Yes o No o Don t know o Declined to answer 13c. How many hours a week did you work on average? (If multiple jobs or hours vary, select the closest average. Select only one answer.) *** o 10 hours or less o hours o hours o 35 or more (full time) o Don t know o Declined to answer Optional question: What are the reasons you re not working now? If you left your job what are the reasons? If working less than 20 hours a week can you tell me why you aren t working more hours? *** 13d. What was your hourly wage? (If multiple jobs or hours vary, estimate the closest average amount.) *** Center for Change in Transition Services 23

24 o Above minimum wage o Minimum wage o Less than Minimum wage o Don t know o Declined to answer Optional question: For the job you are doing now how much do you make per hour? *** 14. Did you attend any type of school or training program within 1 year of leaving high school? o Yes o No o Don t know o Declined to answer 14a. School Name: *** 14b. What type of school or training program did you attend? (Select only one). *** o University/4-year college o Community/2-year college o Vocational/technical college o College degree program, but don't know which one o Certificate program at voc/tech school or community college (less than 2 years) o Apprenticeship o Short-term education/employment training o Adult/continuing education o GED o Job Corps o Education or training program, but don't know which program o Declined to answer 14c. Were you enrolled full-time or part-time? (Select only one). *** o Full-time o Part-Time o Don t know o Declined to answer 14d. Were you enrolled for at least one complete term? (Select only one). *** o Yes o No o Don t know o Declined to answer Center for Change in Transition Services 24

25 Optional question: Can you describe why you didn t continue with college classes or a training / certificate program? 15. Did you contact an adult service agency, such as Division of Vocational Rehabilitation, Developmental Disabilities Administration, Disability Support Services, WorkSource, a mental health provider, Job Corps, or other agency? 15a. If YES, which adult service agencies were contacted? (SELECT ALL THAT APPLY). o DVR (Division of Vocational Rehabillitation) o DDA (Developmental Disabilities Administration) o DSS (Disability Support Services) o Mental health provider o WorkSource o Job Corps o WA State Department of Services for the Blind o Other (Vendor & providers that would be an adult service agency o Don know which agency o Declined to answer Optional question: What would have kept you in school to complete your high school diploma? Can you describe your reason for leaving school? Comments: Post-School Survey District List Headings District Name of the district. Center for Change in Transition Services 25

26 Verified Contains a check mark if the district has completed its verification. See Verifying Leavers for more. Progress Progress bar that displays the percentage of completion of the Post-School Survey. Completion must reach 100% by November 1. Completion means the number of surveys that have been submitted and does not take into account contact rates or response rates. Contact Rate The percentage of leavers who are contacted compared to the district s total number of leavers. Note: contact attempts must be made for all leavers, and at least three contact attempts must be recorded for leavers who are unable to be contacted. Response Rate The percentage of leavers who are contacted and complete the Post-School Survey. This may differ from a district s contact rate if leavers are able to be contacted but refuse to complete the survey. Not Started The number of surveys that have not been started. Started The number of surveys that have been started but not finished. Finished The number of surveys that have been finished. Total The total number of leavers in the district. Post-School Survey Surveys List Headings Center for Change in Transition Services 26

SSID Student s 10-digit State Student ID. Student Name Student name. Demographics Link to student s demographic information. Post-School Survey Link to complete the Post-School Survey.

27 SSID Student s 10-digit State Student ID. Student Name Student name. Demographics Link to student s demographic information. Post-School Survey Link to complete the Post-School Survey. Survey Status Survey status will be marked as either Not Started, Incomplete, or Completed. Completion Date Date the survey was submitted. Locked A survey is locked once it has been submitted. To unlock a survey, contact CCTS. Delete Delete the leaver. User Roles District Admin Typically reserved for a district Special Education Director. District Admins can manage district TSF users, can add new surveys, submit post-school verification, and view reports. Add new surveys User is able to add single or multiple surveys to their district s Post-School Survey page. Center for Change in Transition Services 27

28 Submit Verification User is able to submit the verification report for their district. View Reports User is able to access the Reports tool. Center for Change in Transition Services 28

29 Document Revision History Version Date Description of change 1.0 4/7/18 Initial Version 1.1 6/1/18 Added list of Post-School Survey questions to Appendix, p. 22 Center for Change in Transition Services 29

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