A18 CECAS Exiting a Student Record, Exit Types & Record Closure Training Script (5.31.17) 1 Welcome and Introductions Hello. I m Jennifer Sims, regional trainer for Regions 1/ the Northeast, Region 2 / the Southeast and the State Operated Programs for the NC Depart. Of Public Instruction and I d like to welcome you to this CECAS Exiting a Student Record, Exit Types and Record Closure training webinar. The recommended PREREQUISITE COURSE TO THIS SESSION is THE CECAS Basics III training session. Please note that this training session will be recorded for training purposes. Agenda Review and Objectives Before we begin the training, I d like to first review the agenda for today. I will explain how to close and exit a child record with Record Closure and the CECAS Exits. To do that, I ll begin with what Record Closure is and when to use it. Next, I will demonstrate how to document a Record Closure in CECAS. I will then explain when and how to use the 2 different types of Exit features. Following the demonstrations, I will review the Exited Students Report. At the end of the session, we ll wrap up and address any unanswered questions, and discuss how you will be able to evaluate this training session. Now, let s review the training objectives for this session. At the completion of this training session: o Trainees will be able to identify the process of completing Record Closure. o Trainees will be able to identify the process of exiting an active student record (Not Transferred to Regular Ed). o Trainees will be able to identify the process of exiting an active student record (Transferred to Regular Ed). o Trainees will be able to identify the necessary report to view exited student information. Now that we have reviewed the agenda and objectives for this training session, let s take a moment to review the associated training handouts. Review CECAS Information Site & Other Associated Handouts To review the associated handouts for this session, I d like to take you to the CECAS Information Website, located at www.nccecas.org. o To access the training handouts for this session, first, click the Training tab and scroll down to this training session dated for today and entitled, CECAS Exiting a Student Record, Exit Types & Record Closure. You will notice the code, A18, is associated with this session. o Scroll back to the top of the screen and select the Description link from the Training tab, to obtain a brief description, the recommended prerequisite and list of associated handouts for this session. o Scroll to the session, A18-Exiting a Student Record. We see the course content, the associated handouts, which are A18, T1, B5, & D1, along with the recommended pre-requisite course, which is the CECAS Basics III session. o To download the handouts, scroll back to the top of the screen and select the link, Handouts.
A18 CECAS Exiting a Student Record, Exit Types & Record Closure Training Script (5.31.17) 2 o You ll notice on the Training Documents/Class Handouts screen that the following table is organized into sections by codes. For example, if the code begins with the letter A, the handout is located in the Agenda & Objectives section. If the code begins with the letter T, the handout is located in the Transfer In/Exit Out section. o So, let s take a brief look at the associated handouts for today s session: o A18 is the Training Agenda & Objectives handout, which we ve already reviewed. So, I will move on to the next handout. o T1 is the Exiting Special Ed Students handout. This 2-page handout provides step by step instruction on how to Exit a student record from CECAS. o B5 is the Special Ed Screen handout. This handout provides instructions on how to document the Special Ed screen. o D1 is the CECAS Reports Summary handout. This handout provides detailed information about the reports that can be generated in CECAS, along with suggestions on how to use the reports. o Now that we have reviewed the associated handouts for this session, it is time to move forward with logging into the CECAS Training site to begin the demonstrations. Logging into the Training Site The web address for the CECAS training site is training.nccecas.org/cecas. Another way to get to the CECAS Training site is from the CECAS Information Site. From the Training tab of the CECAS Information site, you ll see the link entitled Login. Once you click that link, it will take you directly to the CECAS Training site. You want to make sure that you are using Internet Explorer, which is the only web browser that supports the CECAS application. At this time, I will login with my User ID and Password. Documenting Record Closure Before I begin to demonstrate the Record Closure process, I want to take a moment to briefly discuss what the Record Closure process is and when you use it. What is Record Closure and when do you use it? Record Closure is the process of closing or ending a student record any time before the record becomes Active in CECAS. For example, you would use this process if the child moves from the LEA prior to the record reaching the status of Active. Additionally, you may conduct a record closure if the student was previously found ineligible for EC, and the LEA has decided to refer to student again later. Before I begin to demonstrate the Record Closure process, I first need to search for my student record.
A18 CECAS Exiting a Student Record, Exit Types & Record Closure Training Script (5.31.17) 3 Child Search - Local ID-942007 I will search for the student record. In this scenario, the student record has reached the status of Determining Eligibility, and just before the child is evaluated for EC services, he moves from the current LEA. The record has not reached Active status yet so it cannot be Exited. Instead, the Record Closure process must be done to end the record. From the Special Ed screen, I will need to click the Record Closure button. Once I click the Record Closure button, I will see the Record Closure pop-up window display on the screen. If you do not see the Record Closure pop-up window display after you click the Record Closure button, be sure your internet pop-up blockers are turned off. A way to bypass pop-up blockers is to hold the Ctrl key from the keyboard as you click the Record Closure button. When the pop-up window displays, the first thing you do is determine the reason for the Record Closure. There are only 5 reasons for Record Closure: o Select Child not produced for evaluation when the IEP team has decided to conduct a student evaluation, but for whatever reason, the student was never produced for evaluation. o Select Died if the student died and you need to end the record that has not made it to Active status. o Select Dropped Out only if the student is 16 years old or older, and they dropped out before you could finish the process of making them Active. o Select Moved if the student moved from the LEA prior to the student becoming Active. o Select Reset for Referral if the student was initially found ineligible for EC services or was not placed in EC, and the LEA chooses to refer the student again later. In this scenario, the student moved prior to the evaluation, so I will select Moved as the Record Closure reason. The Record Closure Date I will enter is the date that the student last sat in the classroom. (4/28/2017) Then, click Save. When I go back to the Special Ed screen, the Current Status has updated to No EC Services Record Closure. This is how you use the Record Closure button for a student that has moved prior to becoming Active. In my next scenario for Record Closure, I will demonstrate how to use the Reset for Referral option. The Record Closure-Reset for Referral, again, is used when the initial EC process ended WITH THE REASON OF NO EC SERVICES and the IEP team decided to refer the student again at a later date. To clear out the previous documentation on the Special Ed screen and begin documenting the new referral, the Record Closure-Reset for Referral process is used.
A18 CECAS Exiting a Student Record, Exit Types & Record Closure Training Script (5.31.17) 4 Child Search Local ID - 6100458210 I will search for the student record. In this scenario, the student s current status on the Special Ed screen displays as No EC Services Consent to Evaluate, because the parent did not give consent to evaluate. Now, the IEP team has decided to refer the student again. 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 to document the new referral. The Record Closure Reset for Referral is a 2-step process. Please take special note of this. First, I will need to click the Record Closure button, select the appropriate Record Closure reason, enter the correct Record Closure Date and click Save. o I will select Reset for Referral as the Record Closure reason. o The Record Closure Date I will use is the last status date listed on the Special Ed screen. I will not enter the date the Record Closure is done as the Record Closure Date. Once again, I will need to enter the student s last status date as the Record Closure Date for this Reset for Referral. o In this scenario, the Record Closure Date I will use is the date the IEP team initially had the meeting and did not get consent to evaluate for special education. The date of 9/13/2016. o Once I click Save, you ll see the current status update to Record Closure Consent to Evaluate. Now, I need to open the fields on the Special Ed screen in to document the new referral. This leads me to the second step of the Reset for Referral process. Next, I have to pull the record back in using the Transfer In process. o From the GoTo drop list, I will select Region/LEA. o From the Child Region / LEA screen, I will click the Transfer In button. o On the Transfer In screen, I will enter the Transfer In Date as the date of the new Referral Received by School Date. 4/12/2017 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 process, beginning in the Referral section of the Special Ed screen. Now that I ve documented the Referral section of the Special Ed screen, I m going to click the Save button, to save my information. You ll now notice that the status changed from Pending to Referral in Progress. Before I move forward, if you have any questions, take a moment to type your questions in the Question field so we may respond to your question. Documenting Student Exits The next thing that we need to cover is Student Exits. When I demonstrated Record Closure, I explained that the student record had not been updated to Active status yet. With the Exit options, the student record has been updated to Active status. Once the student record reaches Active status, the Record Closure button turns into the Exit button. It starts off entitled Record Closure prior to the record
A18 CECAS Exiting a Student Record, Exit Types & Record Closure Training Script (5.31.17) 5 reaching Active status. Then it changes to Exit by title when the record reaches Active status. There are two different types of Exits for student records. o Exit via the Exit button on the Special Ed screen o Exit via Transfer to Regular Ed; whereas the IEP team has conducted a Reevaluation and determined the student no longer eligible for special education. In the first Exit scenario that I m going to demonstrate, the student moved from the LEA. So, I will demonstrate how to Exit the record via the Exit button on the Special Ed screen. Keep in mind that before you need to exit a student record, it is very important that you update any data that needs to be updated in the student record before you exit the record. Once you exit the student record, all data entry fields become locked, and you no longer have access to update information in that record. Child Search Local ID - 11052012 I will search for the student record. On the Special Ed screen, I see the student s Current Status is Active and the Exit button is available. Before I exit this student record, I want to make sure the Most Recent IEP is current and has not lapsed. So, I will scroll to the Placement section of the Special Ed screen and look at the information displayed by the Most Recent IEP/PSSP. I see that the Most Recent IEP is current by looking at the End Date. So, I can proceed with exiting the student record. Now, I will click the Exit button. When I click the Exit button, the available exit reasons display: o Select Consent Revoked when a parent provides written documentation revoking the student from EC services. o Select Died if the student died and you need to end the record in CECAS. o Select Moved, known to be continuing if the student moved from LEA. As you can see on my screen, you only see three Exit reasons. However, Exit reasons are age-dependent. Because my child is not of a particular age, there are no options for: o Graduated o Dropped Out o Reached Maximum Age or o Certificate Received So if you ever wonder why you don t see all of the available options, it s because the application has certain validations based on the student s age. Because this student moved from the LEA, I will select Moved, known to be continuing as the exit reason. I will enter the date the student last sat in the classroom as the Exit Date and click Save. Before I move forward with demonstrating the process of an exit-transfer to regular education, take a moment to type your questions in the question field so we may respond to your question.
A18 CECAS Exiting a Student Record, Exit Types & Record Closure Training Script (5.31.17) 6 Child Search Local ID 414152855 For the final scenario, I will search for the student record. You actually have 2 different ways that you can Exit a student back to Regular Ed: o Manually update the Evaluation/Reevaluation section on the Special Ed screen by selecting Reevaluation as the Evaluation purpose and No for Eligible o Or, Close/Verify a CECAS DEC3 EC Form that is Reevaluation and the student is not eligible. Keep in mind that, a Closed/Verified DEC3 will automatically update the Evaluation/Reevaluation section on the Special Ed screen. In this scenario, I will update the Evaluation/Reevaluation section of the Special Ed screen to exit the student record as a transfer to regular education. The IEP team requested additional testing to be conducted for the student, and a new DEC 2 was signed. 3/18/2017 So, the Consent to Evaluate fields will need to be updated. To update these fields with the new information, you simply overwrite the existing information. Now, I want to continue with documenting the Evaluation fields of the Evaluation/Re-evaluation section. 5/26/2017 When you select No under Eligible, you ll receive the following pop-up message, This student will be moved to Exited status on save. Do you wish to continue? Before you exit the student record, again you want to make sure the student s plan is current and any necessary data has been documented in the record. Click Yes to continue. Once the screen refreshes, the student s current status updates to Exited Transfer to Regular Ed. Before I move forward, if you have any questions, take a moment to type your question in the question field so we may respond to your question. Exited Students Report The Exited Students Report is located in the Special Ed Reports folder. o From the left menu bar, click Reports to expand. o Then, click Special Ed to expand, and select the link, Exited Students. This report shows the list of students who have exited from the selected Region, LEA or School. It includes students who have exited and returned during a specified time range. In other words, students that display on this report have exited from the selected LEA at least once between the Exit Period Start Date and Exit Period End Date as entered on the report criteria screen. You can use this report to cross check your exit data or to identify trends in population movement in and out of your LEA. You can view records that were exited from your system based on the report criteria you select. I will enter the Exit Period Start Date and Exit Period End Date. I will select the Region and LEA. I have the option to select a particular school or leave it default to All. I have the option to limit this report by a particular Exit Reason or leave it default to All. I also have the option to limit this report by certain Exceptionality or leave it default to All.
A18 CECAS Exiting a Student Record, Exit Types & Record Closure Training Script (5.31.17) 7 After I have selected the report criteria. I will click the Preview button. In the report, you see the students basic demographic data, Current LEA, Current School, Primary Exceptionality, Date of Exit and Reason for Exit. Wrap Up - Electronic Evaluation Link So we have reached the end of the training webinar. Let me take a moment to show you how to access the electronic evaluation survey from the CECAS Information Site at www.nccecas.org. Go to the Training Tab and click the link to the survey in the Training Evaluation Survey section. Click the link and complete the 1 st screen with the following information: o Select CECAS Exiting a Student Record, Exit Types & Record Closure. o Select virtual session. o Enter the date of the training as 05/31/2017. o Select my name, Jennifer Sims, as the trainer. o Click the arrow button to continue with completing the electronic evaluation. I certainly appreciate your time and attention. This concludes the training webinar. Everyone, enjoy the rest of your day!