*Implementing an OnCourse IEP

Tweak for External Use

1. Glossary of Terms

Key Locations

"Special Education Dashboard"
(see green box) - The program tab that holds a user's case listing and event timeline.

"Student Special Education Record"
(see green arrow) - The "Special Education" tab in a student's "People Tab", holds the working documents, individual timeline, student details, etc.

"Student IEP Tab" (see blue arrow) - The "IEP" tab in a student's "People Tab" that holds only the student's IEP, most often used for teacher access.

2. Licensing

Create a task for Administrative Assistant to create Special Education licenses. "Licenses Purchased" should be set to the number of 'Students with IEPs' that we are charging the districts
for. "Licenses Granted" should be set to the number of users that will need the Special Education tab.

Note: The only users that require a Special Education license are those that need the "Special Education Dashboard".

Teachers or auxiliary staff who will only be accessing a student's
IEP do not need this license.

 

3. Groups and Resources

Set up the resource groups shown below. Ask your client to identify which users belong in which groups.

"SE - Setup"
Users can modify the district's IEP templates, workflows, letters, forms. Can also manage IEP checkout and global lists. Typically technology coordinator, special education director.
Resources for Group: Special Education Setup, Special Education Manage Global Lists, Manage IEP Check In/Out

"SE - Global"
Can view all special education students in the district. Typically special education director, child study team secretary. Resources for Group: Special Education Global Case Access

"SE - Application"
Can view the "Special Education Dashboard" and any students
they work with.
Typically case managers, therapists, child study team secretary, directors. (Teachers are not necessary unless access to the special education dashboard is required.)
Resources for Group: Special Education Application Access

"SE - State Reporting Updates Write"
Responsible for updating enrollment records after IEPs are implemented; can remove alerts when changes have been made.
Typically secretaries of the main office or child study team.
Resources for Group: IEP Data Updates Write

"SE - State Reporting Updates Read"
Can view the queue of enrollment record changes that need to be made; cannot remove alerts when changes have been made.
Typically supervisory staff.
Resources for Group: IEP Data Updates View

 

4. Activating Special Ed Tab (Student Records)

OnCourse Boss Account, System Manager
1. Navigate to District Name
2. District
3. Student Information System Settings
4. Applications
5. App:[District]Students
6. Application Tabs
7. Add Application Tab

Complete the form with the values in the image below. Click Save.

5. Setting up Special Education Document Storage

OnCourse Boss Account, System Manager

1. Navigate to District Name
2. Document Storage Settings
3. Storage Applications
4. Add Storage Application

Complete the form with the values in the image below. (Note you will not be able to set the "Template Root Node" at this time.) Click Save.

6. Replicating Folder Templates

District Wide Data Manager, Documents Tab

1. Click on "Folder Replication Templates" menu item.
2. Right click on the District Name and create a New Folder called "Archive". (See Image)
3. Right click on the "Archive" folder and choose "Sharing". Add "Write" Permissions to the groups "All Administrators" "All Teachers" and " All Office Staff". (See Image)
4. Right-click on "Archive" folder and choose "Options".
5. Change the pertinent "types" to "Yes". (See Image)

 

7. Finalizing Special Education Document Storage

OnCourse Boss Account, System Manager

1. Navigate to District Name
2. Document Storage Settings
3. Storage Applications
4. Special Education Documents
5. Settings
6. Change the "Template Root Node" drop-down menu to
"Archive".

Document storage space has now been successfully added to
each student account.

8. Morphing Collections

OnCourse Boss Account, System Manager

1. Navigate to District Name
2. District
3. Student Information System Settings
4. Collections
5. Clone District Collections (See Image)

Choose each of the Collections below, Click Clone.

Source District: Student Stats/SPED Templates
Source Collections:
• Extended School Year –Frequency
• Extended School Year –Location
• Extended School Year -Type
• IEP Assessments - Scheduling
• IEP Assessments - Settings
• IEP Assessments - Test Materials
• IEP Assessments - Test Procedures
• Objectives Criteria
• Objectives Evaluation
• Regular Ed Modifications
• Regular Ed Modifications/Supplementary Subjects
• Regular Ed Supplementary Aids
• Related Services - Frequency
• Related Services - Location
• Related Services - Type
• Special Ed Modifications
• Special Ed Modifications/Supplementary Subjects
• Special Ed Services - Frequency
• Special Ed Services - Instructional Area
• Special Ed Services - Location
• Special Ed Supplementary Aids
• Transportation Services - Frequency
• Transportation Services - Type
• Transportation Services - Location

 

9. Create Progress Reporting Periods

User with SE Setup Access

1. Special Education Tab
2. Setup Tab
3. Goals and Objectives
4. Progress Reporting Period Set
5. Add Reporting Period (see image)

 

10. NON-SIS Customers

OnCourse Boss Account, System Manager

1. Navigate to District Name
2. District
3. Student Information System Settings
4. Collections
5. Collections Mapping
6. Change the ‘Disable Enrollment’ flag to YES

This tells Special Ed that this district will NOT be maintaining enrollment records (SIS customers do maintain enrollment records).

11. Copy IEP, Form and Workflow Templates

OnCourse Boss Account, System Manager

1. Choose "System Settings", located at the very top of the system tree.
2. Choose SPED Template Distribution
3. Choose the Source District to copy form and the Target District to copy to using the image below.
4. Choose a user from the Target District as the "Created By" user (typically the Special Ed Director or Technology Director).
5. Choose the type of template you want copied form the Source District. All templates will be copied, you can later delete any unneeded templates from the Target District.
6. Click Save.

This completes the Special Education setup.

 

12. Adding Department Members

Department Members must be added in order for team members to be automatically suggested for a student. These users are generally the same as those with application access.

District Wide Data Manager, Special Education

1. Navigate to the Department Members tab.
2. Add Department Members
3. Click Search to populate list
4. Select the Default Role

 

13. Adding the "IEP" Tab to the Student Form

In order for General Education and Special Education teachers to have access to a student’s active IEP a new tab called“Individualized Education Program” needs to be added to the Student Form.

OnCourse Boss Account, System Manager

1. Navigate to the District
2. Student Information SystemSettings
3. Applications
4. App:(District)Students
5. Add Application Tab

Complete the form with the values in the image below. (Xtype: sis.ieponly) Click Save.

 

14. Adding permissions to the IEP Template

In the Created By account additional permissions must be applied to each sectionof the IEP. This is done so that users other than the person who created the IEP (who have access to a particular student) will be able to see individual sections with an IEP.

1. The resource group called “SPED Application Access” should be given “Write” access to every individual section within the IEP template.
2. The resource group called “All Teachers”(as well as “All Admins with IEP access, if applicable) should be given “Read”access to those sections of the IEP that the district feels these groups should be able to view
3. Grant “Write” access to any sectionthat a group needs to edit. For example,teachers will often be responsible for working on the “Goals and Objectives”area of the IEP. During the initial implementation call, identify which sections of the IEP need teacher input in order to apply the permissions accurately.
4. Permissions can be replicated from one section to all by using the Replicate Permissions button.

 

15. Setting the “Allow Post Lock Save” on certain sections of the IEP Template

There are circumstances when someone must be able to edit certain info in an IEP after it has been locked. ie. Goals and Objectives

1. Open Special Education tab
2. Select IEP Templates
3. Choose a Template
4. Open the IEP section to "Allow Post Lock Save"
5. Choose Section Info
6. Select "Allow Post Lock Save"

 

16. Student General Tab Read Only field

Now that the district will be updating all special education related data fields from the new Special Ed Module it is important that we make all special education related fields on the student’s general tab and NJSMART tab read only. We do not want users to be able to change data from those screens any longer.

Below are the SPED fields on the General Tab that should be made Read Only.

 

17. Student NJSMART Tab Read Only field

These are the SPED fields on the NJSMART Tab that should be made Read Only.

 

18. Set the Edit Resource to Read Only

To set a field to read only, use the System Manager to navigate to the field, and set the Edit Resource to READ ONLY (as shown below).

 

19. IEP Implementation Complete: Important Steps for Getting Started

Populating Special Ed/IEP with Students

When the application goes live, OnCourse will automatically gather any student with an Initial Referral Date and add them to the Case Listing screen (shown right).

Initially, these students will ONLY show for users with a Global Access Resource.

Ongoing Student Additions

Students will automatically appear in the Special Education tool after receiving an Initial Referral Date via the People tab. Note that this date is also the first step in the “Initial Referral Process”
workflow, so a student will often have the first step of their workflow completed once its added.