IMS Data Summary Third in a series November 2010 This is the third presentation in a series about the Iowa IDEA system. The purpose of this series is to provide an overview of how data gets from an IEP into IMS so that those data can be used by the Bureau of Children and Family Support Services as well as AEAs. During this presentation, the listener will be provided with information on how an IEP generated form, the IMS data summary, is used by data entry personnel to enter a great deal of child specific data into IMS.

Teachers and Service Providers IEP and IMS IFSP, Web IEP Entry By Teachers and Service Providers IMS Data Entry By IMS Staff In a previous presentation, it was noted that the Iowa IDEA system is currently comprised of three different databases: IFSP, IEP and IMS. In this presentation, we will narrow our focus to IEP and IMS. The Web IEP system is used by approximately 8,000 special education service providers throughout the state of Iowa. They create IEPs for approximately 70,000 students each year. The IEP documentation is stored in the Web IEP database. The IMS database, on the other hand, is where the data for state and federal requirements are entered. These data are entered by data entry staff into the IMS application. So, how do data get from the IEP to IMS? Even though there are several forms or outputs that are used to get data into IMS, this presentation will focus on one of those forms: the IMS data summary.

When an initial, review, reeval, amendment or Interim IEP has been created and implemented in the web IEP, the IMS data summary is displayed or printed by the data entry person. The data in the IMS data summary is just that; a summary of data in a student’s IEP. It is one of the forms which is generated from the web IEP and used for entering into IMS. Since this form contains the essential data that are entered into IMS, it reduces the need for the data entry person to thumb through multiple pages on an IEP in order to get very specific data for entry. Even though the IMS data summary sheet contains a great deal of information, not all of those data on this sheet are entered into IMS. Some of the data appear on the IMS data Summary sheet in order to provide additional information to the data entry personnel. The student specific data from this one sheet are entered into several different screens in IMS.

Child Demographic Data From the IMS Data Summary, which is on the left, the following data are entered into the Child Demographic screen in IMS, as illustrated on the right: Child Name Date of Birth Alternate Student ID Basis for Enrollment Grade Gender Served Status (which identifies if a child should be included in the state or federal count, both counts or neither) Race/Ethnicity Domicile District and Domicile Building Specially Designed PE The reason why data such as resident district and attending district and building are not entered into this screen, although printed out on the IMS data summary, is that those data are only displayed here and are entered on another screen.

Disabilities From the IMS Data Summary, which is on the left, the following data are entered into the Disability screen in IMS, as illustrated on the right: Disability Status, which is primary, secondary or tertiary Start Date

Adult Demographic From the IMS Data Summary, which is on the left, the following data are entered into the Adult screen in IMS, as illustrated on the right: Last and First Name Address and phone Number Status; namely, parent, foster, guardian, self or surrogate

Services From the IMS Data Summary, which is on the left, many data are entered into the Services screen in IMS, as illustrated on the right. Based on the Attending District, Attending Building and Service Code on the IMS data summary sheet, the data entry person selects that service in IMS. Other data such as Service provider and weight default into the appropriate field on this screen. Other data that are entered are: Service Begin date Time and frequency for support services. Full/part time Resident district and building EC Setting code

Plan Some of the data from the IMS data summary sheet are entered into the IMS Plan screen. Those data are: Meeting Date Plan Type such as IEP Meeting Type such as initial, reevaluation, amendment, review, interim Duration of the plan A yes or no for Extended School Year Services District Wide Assessment Percent of time not in General Education Special Considerations

ECO When appropriate, the Early Childhood Outcomes data will print on the IMS data summary sheet. From the data summary sheet, which is on the left, the following data are entered into the Results screen in IMS, as illustrated on the right: Outcome Type such as IEP Outcome Start Date End Outcome Area such as Positive Social-Emotional Skills, Acquisition and Use of Knowledge and Skills and Use of Appropriate Behavior to Meet Their Needs. Progress Comparison Method Used Sources of Information

Consent and Eligibility If a consent for Evaluation form has been signed for a child transitioning from Early ACCESS to Part B or for a child who is 3 years of age and older, the IMS data summary, which is on the left, provides data relative to Consent and Eligibility. The following data are entered into Consent and Eligibility screen in IMS, as illustrated on the right: Date the consent form was received in the public agency Date the Eligibility meeting was held If the child is transitioning from Part C to Part B, the date the IEP meeting was held If the eligibility meeting was not held within 60 days of the receipt of the signed Consent form, the reason for delay If no meeting was held, the reason. For children who are transitioning from Part C to Part B, if the meeting was not held by the child’s 3rd birthday, reason for delay If the initial IEP for a child transitioning from Part C to Part Bwas not initiated by the child’s third birthday, reason for delay. And the last piece of data to be entered on this screen related to consent and eligibility is whether or not the student is eligible.

IMS Data Summary Third in a series November 2010 In summary, the IMS data summary provides a bridge between web IEP and IMS. The IMS data summary lets the data entry personnel know which data needs to be entered into IMS. This concludes the third presentation on the IMS Data Summary.