Now that we have reviewed the associated handouts for this session, it is time to begin the demonstrations in the CECAS Training site.

Transcription

1 A19 CECAS Transferring Child Records Training Script ( ) 1 Welcome / Introductions Hello. I m Dr. Khalilah O Farrow-Boulware, Regional Trainer for Districts 5 and 6. I d like to welcome you to this CECAS Transferring Child Records 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 for today. On your screen, you should see the topics that will be covered during this session. I will begin with a demonstration of how to search for a student record by utilizing the NC Student ID option. After completing the child search, I will cover three different scenarios of how to document the student transfer process. We will cover the following four scenarios: o Transfer In from Reset for Referral; o Set Region/LEA; and o Set Primary Special Ed At the end of the session, I ll discuss how you will be able to evaluate this training session. At this time, I would like to review the training objectives for this session. At the completion of this training sessions: o Trainees will be able to identify how to complete the Transfer In process. o Trainees will be able to identify how to complete the Set Region/LEA process. o Trainees will be able to identify how to complete the Set Primary Special Ed process. 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 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 A19 and T2. A19 is the Training Agenda & Objectives handout, which we ve already reviewed. So, I will move on to the next handout. T2 is the Transferring Child Records handout. This handout provides detailed information on how to document student records when using the Set Region/LEA, Transfer In or Set Primary Special Ed process. 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 Click the Training tab once you reach the CECAS Information site.

2 A19 CECAS Transferring Child Records Training Script ( ) 2 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 Transfer In Reset for Referral Before proceeding with the first scenario, Transfer In Reset for Referral, I will need to search for the student record. For this first scenario, I will demonstrate how to document a Transfer In Reset for Referral, which is a two-step process. NOTE: When documenting a Transfer In Reset for Referral, the Current Status of the student record may display as No EC Services Referral, No EC Services Consent for Evaluation, No EC Services Eligibility or No EC Services Consent for Placement. Now, the IEP team has decided to refer the student again. In order to document the new referral, the Special Ed screen needs to be cleared. So, I will demonstrate how to clear the Special Ed screen using the Record Closure Reset for Referral process in order to document the new referral. As I previously mentioned, the Record Closure Reset for Referral is a two-step process. First, click the Record Closure button, select the appropriate Record Closure reason, enter the correct Record Closure Date and click Save. o Select Reset for Referral as the Record Closure reason. o The Record Closure Date I will use is the Current Status Date listed on the Special Ed screen (not the date the Record Closure is done). o Click Save. You ll see the current status update to Record Closure Reset for Referral. Now, I need to open the fields on the Special Ed screen in order to document the new referral as the second step of the Reset for Referral. Next, I will have to pull the record back in using the Transfer In process. o From the Go To drop list, I will select Region/LEA. o From the Child Region / LEA screen, I will click the Transfer In button. o On Transfer In screen, I will enter the Transfer In Date as the date of the new Referral Received by School Date. o I will select the Region, LEA, School, Grade and click Save. o When I navigate to the Special Ed screen, I see the data entry fields on the Special Ed screen are now open to document the new referral. Now, I am able to move forward with documenting the new referral in the Referral section of the Special Ed screen. o I will document the Referral Received by School Date, Referral Determination Date and select Conduct an Evaluation. o I will now click Save and see the student s Current Status update to Referral in Progress. Before proceeding with the second scenario, Set Region/LEA, I will need to search for the student record. Documenting Set Region/LEA After searching for the student record, pay close attention to the information provided in the search results list. You see the column, Status, is available for to you view how the previous LEA has documented the record.

3 A19 CECAS Transferring Child Records Training Script ( ) 3 When you access the student record, you see an Access Restricted screen that displays the Set Region/LEA button. The Set Region/LEA button indicates the record only contains limited demographic data from the previous LEA and is in the status of Pending. Click the Set Region/LEA button. o Document the Begin Date as when the student began attending school. o Select the Region and LEA. o Click the Save button; then click OK to verify. After saving and verifying the information on the Set Region/LEA screen, the Child Region/LEA screen will display again. Click the Cancel button to access the student record from the Child Search results list. Navigate to the Special Ed screen to document the required fields. Special Ed General section Case Manager Select the name of the person responsible for maintaining the student record. Attending School The school the student currently attends as documented in PowerSchool. School Begin Date The date the student began attending school in your LEA as documented in PowerSchool. Grade The student's current grade as documented in PowerSchool. NOTE: If you did not receive all of the student s EC documentation from the previous LEA, but received the current IEP, you can use the IEP date in place of the Eligibility Determination Date and Consent for Placement Date. Special Ed - Referral section Skip the Referral section. Leave Referral Received by School Date, Referral Determination Date and Conduct Evaluation blank. Special Ed - Evaluation/Re-evaluation section Skip the Consent to Evaluate fields. Leave Consent to Evaluate Date, Consent to Evaluate Purpose and Consent to Evaluate Given blank. Select Re-evaluation for Evaluation Purpose (even if DEC3 on file is Initial). You may see popup message that you're selecting Re-evaluation for non-active student. Click OK to bypass message. Document Eligibility Determination Date as date from DEC3 on file. As a reminder, if you did not receive all of the student s EC documentation from the previous LEA, but received the current IEP, you can use the IEP date in place of the Eligibility Determination Date. Select Eligible as documented in DEC3 on file. Select Primary Disability as documented in DEC3 on file. Click the Save button. Navigate to the Plans screen to document the current plan. Child Plan Detail Special Ed Click the New button to access the Child Plan Detail Special Ed screen.

4 A19 CECAS Transferring Child Records Training Script ( ) 4 Type Select IEP to reflect DEC4 on file. Select Purpose as documented in DEC4 on file. If the DEC4 on file is Initial, select Other as the purpose. You may use the Comments field to document additional information as needed. Document Plan Date as the date student came to your LEA and began receiving services. Document Program/Services Begin Date as the date the student began receiving services in your LEA. Document Program/Services End Date as the date from DEC4 on file. Select Setting as documented in DEC4 on file. Click the Next button to access the Testing and Accommodations screen. Testing and Accommodations screen Enter data as documented in DEC4 on file. Click the Next button to access the Programs/Services screen. Programs/Services screen Enter the frequency and location of services as documented in the DEC4 on file, and then click the Add button. The programs/services will display at the bottom of the screen. Repeat this process until all programs/services have been documented. Now that I ve documented all three screens of the students Plan, I and ready to save this plan. Click the Done button to save the entire plan. The Plans screen will display along with the plan just created and saved. Special Ed - Placement section To update the student s status to Active, navigate back to the Special Ed screen to document the Consent for Placement fields. Enter Consent for Placement Date as documented in the DEC6 on file. Select Consent for Placement Given as documented in the DEC6 on file. As a reminder, if you did not receive all of the student s EC documentation from the previous LEA, but received the current IEP, you can use the IEP date in place of the Consent for Placement Date. Click the Save button. The student s status will update to Active. You may now change the Evaluation Purpose from Re-evaluation to Initial, if the current DEC3 and/or DEC4 on file is Initial. Before proceeding with the third scenario, Set Primary Special Ed, I will need to search for the student record. Documenting Set Primary Special Ed When you access the student record, and you do not see an Access Restricted screen, the student record was in your LEA at some point in time. In this case, to transfer the record back into your LEA, click to expand the Go to drop list at the top left of the screen, then select Region/LEA. The Child Region/LEA screen displays the Set Primary Special Ed button. The Set Primary Special Ed button indicates the record was exited from the previous LEA. Click the Set Primary Special Ed button to access the Set Primary screen.

5 A19 CECAS Transferring Child Records Training Script ( ) 5 On the Set Primary screen, you ll see the option to pull record over as Referral (start new referral) or Active (pulls record over with all data on the Special Ed screen as it was last documented by the former LEA). o Pull the record over as Referral if you know that your LEA will conduct a new referral for the student. When you pull the record over as Referral, the student s status will show Pending on the Special Ed screen, and you will be able to document the new referral. o Pull the record over as Active if you know that your LEA will not conduct a new referral for the student. When you pull the record over as Active, the Special Ed screen will be documented as it was last documented by the previous LEA. In this scenario, the new LEA will not conduct a new referral for the student. So, I will select the option, Active. I will proceed with completing the required fields. o Select the Region and LEA. o The Begin Date is documented as the date the student began attending school in the new LEA. o Select the School and Grade. o Click the Save button; then click OK to verify. After saving and verifying the information on the Set Primary screen, the Special Ed screen displays as it was documented in the previous LEA. Wrap Up Electronic Evaluation Link During this webinar, we have covered the following scenarios: o Transfer In Reset for Referral process, o Set Region/LEA process, and o Set Primary Special Ed process. 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 and scroll to just above the training schedule; you will see this link to the survey. Click the link and complete the 1 st screen with the following information: o Select CECAS Transferring Records into your LEA o Select virtual session o Enter the date of the training using the 2-digit month, 2-digit day, and 4-digit year. o 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 during this training session. This concludes the training webinar. Everyone, have a fantastic rest of the day!