1. LACA Special Ed Director’s Meeting June 11, 2008

2. AGENDA March Follow Up March Follow Up SSEM Statistics SSEM Statistics Start of Year Sign-Offs Start of Year Sign-Offs Records Retention Policy Records Retention Policy Summer Release Items Summer Release Items Known Bugs List Known Bugs List Clarifications from ODE Clarifications from ODE Summer Training Summer Training 08-09 Meeting Dates 08-09 Meeting Dates

3. March Follow Up Items Outstanding Unfinalized IEPs Outstanding Unfinalized IEPs 4,775 (6/4/07 @ 12:20pm) 4,775 (6/4/07 @ 12:20pm) 398 (6/11/08 @ 9:15am) 398 (6/11/08 @ 9:15am) Zero Outstanding: Zero Outstanding: GR, HE, JO, JV, MA, MC, NR, SW, TV, WM Current Year Unfinalized IEPs Current Year Unfinalized IEPs 1,359 (6/11/08 @ 9:15am) 1,359 (6/11/08 @ 9:15am) Zero Current Year: --- Zero Current Year: ---

4. SSEM Statistics July 2007 July 2007 289 Districts live on SSEM across 16 ITCs 289 Districts live on SSEM across 16 ITCs Represents 488,889 District ADM Represents 488,889 District ADM January 2008 January 2008 312 Districts live on SSEM across 16 ITCs 312 Districts live on SSEM across 16 ITCs Represents 493,497 District ADM Represents 493,497 District ADM July 2008 July 2008 SSEM across 17 ITCs SSEM across 17 ITCs

5. Records Retention Policy How many years in current database? How many years in current database? 07-08 = ALL finalized form sets 07-08 = ALL finalized form sets 08-09 = Last ___ years 08-09 = Last ___ years Purge by inactive/graduated student date Purge by inactive/graduated student date Purge by form finalize date Purge by form finalize date How many year of archived databases? How many year of archived databases?

6. Start of Year Sign-Offs Due back by August 8 th Due back by August 8 th Review of District Setup Review of District Setup Review of Staff SSEM Access Review of Staff SSEM Access ProgressBook/SSEM Policy for 2008-2009 ProgressBook/SSEM Policy for 2008-2009

7. Summer Release Enhancements D3 EMIS Report row selection D3 EMIS Report row selection D24 EMIS Extract wording change D24 EMIS Extract wording change E17 Finalization Pull if Present E17 Finalization Pull if Present E21 Finalize Form Flag (include in EMIS) E21 Finalize Form Flag (include in EMIS) F6 Default Testing Dates on EMIS DCF F6 Default Testing Dates on EMIS DCF D29 EMIS Transaction Log Sorting D29 EMIS Transaction Log Sorting

8. Summer Release Enhancements A20 Progress Reports Mass Printing A20 Progress Reports Mass Printing A29 Report: Finalized Forms A29 Report: Finalized Forms C12 Create from Existing Restrictions C12 Create from Existing Restrictions D11 Report: Unfinalized Forms D11 Report: Unfinalized Forms E3 View Forms icons E3 View Forms icons EMIS Extract by Building option EMIS Extract by Building option

9. Summer Release Enhancements D23 Student Name in upper corner D23 Student Name in upper corner D7 Parent Email on IEP Cover Page D7 Parent Email on IEP Cover Page D9 Time Textbox on Invitation Page D9 Time Textbox on Invitation Page D28 Second Parent Info on IEP Cover Page D28 Second Parent Info on IEP Cover Page Goal Page “Description of Service” label Goal Page “Description of Service” label Lock Down Services field on Goal Page Lock Down Services field on Goal Page

10. Summer Release Fixes Grade Level Changing with Testing Page Grade Level Changing with Testing Page Gender Box in Merge & Finalize forms Gender Box in Merge & Finalize forms Testing Page data on EMIS DCF Testing Page data on EMIS DCF Non-Compliance IDs on EMIS DCF Non-Compliance IDs on EMIS DCF

11. Summer Release Compliance FY09 EMIS Compliance Changes FY09 EMIS Compliance Changes New Date Code Form New Date Code Form New EMIS Data Collection Form New EMIS Data Collection Form Minor Revisions to IEP forms Minor Revisions to IEP forms

12. Summer/Fall Hotfix Items Multiple Progress Report Versions Multiple Progress Report Versions ODE Revised Model Procedure Forms ODE Revised Model Procedure Forms ODE published Optional Forms ODE published Optional Forms ODE published WEP Forms ODE published WEP Forms

13. Known Bugs (after release) IEP Due Date Report. IEP Due Date Report. Fix to run off IEP meeting date instead of IEP end date. Fix to run off IEP meeting date instead of IEP end date. Fix to run off only IEP/EMIS Sets. Fix to run off only IEP/EMIS Sets. District-to-District Re-Transfer. District-to-District Re-Transfer. Ability to transfer IEP to same district after deletion of previous transfer. Ability to transfer IEP to same district after deletion of previous transfer. Workaround to rename set and transfer. Workaround to rename set and transfer.

14. Known Bugs (after release) District of Residence/District of Service. District of Residence/District of Service. Populate based on district logged into. Populate based on district logged into. Waiting for DASL to send info to PB, then change to demographic fields. Waiting for DASL to send info to PB, then change to demographic fields. Spell Check Settings. Spell Check Settings. Spell On/Off will default to option selected the last time logged off – instead of always on. Spell On/Off will default to option selected the last time logged off – instead of always on.

15. Clarifications from ODE On the PR07P6 Testing Page “Met participation requirements” field, is it a specific date or will the month and year address this request? The month and year will suffice. The month and year will suffice. NOTE: We will be changing the form to allow for month/year entry. NOTE: We will be changing the form to allow for month/year entry.

16. Clarifications from ODE On the PR07P6 Testing Page for OGT Alternate Assessment, how should the district mark the subject of the test as OGT is “Language Arts” and IEP is “Reading” or “Writing”? Language Arts usually is reading and writing, the district should mark what is applicable to the student in the above listed areas. Language Arts usually is reading and writing, the district should mark what is applicable to the student in the above listed areas.

17. Clarifications from ODE On the PR07P6 Testing Page, if the student has already taken the OGT but we don’t know their scores (and whether they will have to retake parts) how should the testing page be marked? The team should state that the student has participated. The team could address the student’s participation elsewhere in the IEP and document that the scores were not available for the team to consider …could reconvene after the scores were available to determine that the action …in order to ensure that the student’s needs in this area are met. The team should state that the student has participated. The team could address the student’s participation elsewhere in the IEP and document that the scores were not available for the team to consider …could reconvene after the scores were available to determine that the action …in order to ensure that the student’s needs in this area are met.

18. Clarifications from ODE On the full IEP, do we have to complete and include ALL pages (ie. PR07P4 and PR07P5) if they don’t apply to the student? The team could include and designate as not applicable for this student if the page is not applicable. The team could include and designate as not applicable for this student if the page is not applicable.

19. Clarifications from ODE On a periodic review of an IEP, is there a maximum timeline between the meeting date and IEP start date? IEPs should be implemented as soon as possible after the meeting date…an IEP must be in effect (a) for every student at the beginning of the school year and (b) for students by the third birthday. If the district ensures that those requirements are met they will be in compliance regarding the effective dates of the IEP. IEPs should be implemented as soon as possible after the meeting date…an IEP must be in effect (a) for every student at the beginning of the school year and (b) for students by the third birthday. If the district ensures that those requirements are met they will be in compliance regarding the effective dates of the IEP.

20. Clarifications from ODE If the meeting occurs in the spring (April) can the IEP effective dates be for the following school year (Aug - Jun)? The district can conduct IEP meetings at any time during the year. If the team determines that the meeting is to be conducted prior to the beginning of the next school year, it must ensure that the IEP contains the necessary [info] to ensure that the student’s IEP can be appropriately implemented during the next school year. The district can conduct IEP meetings at any time during the year. If the team determines that the meeting is to be conducted prior to the beginning of the next school year, it must ensure that the IEP contains the necessary [info] to ensure that the student’s IEP can be appropriately implemented during the next school year.

21. Clarifications from ODE Can the district continue with the current IEP for the remainder of the school year? The team could however there is a caution that the district should address: If the team determines that a new service or a change in the duration/frequency of a service is necessary for FAPE per the new IEP, the team must be able to document why they did not revise the current IEP to include those services. The team could however there is a caution that the district should address: If the team determines that a new service or a change in the duration/frequency of a service is necessary for FAPE per the new IEP, the team must be able to document why they did not revise the current IEP to include those services.

22. Clarifications from ODE When writing an IEP for the full following year, should the effective dates be written as 04/12/2008 – 04/12/2009 or as 04/12/2008 – 04/11/2009? The effective dates of the IEP should be written as 04/12/08 to 04/11/09 in accordance with the rules specified per EMIS. The effective dates of the IEP should be written as 04/12/08 to 04/11/09 in accordance with the rules specified per EMIS.

23. Clarifications from ODE On a periodic review of an IEP, can the IEP meeting date be the same date as the IEP effective start date? Yes if the team will implement on that date. Yes if the team will implement on that date.

24. Clarifications from ODE Reviewed in March: No preschool assessments receive IEP accommodations No preschool assessments receive IEP accommodations No preschool assessments should appear on the IEP testing pages No preschool assessments should appear on the IEP testing pages

25. Summer Training at LACA New User Training New User Training Tuesday, July 29 th @ 1:00 – 3:30 Tuesday, July 29 th @ 1:00 – 3:30 Tuesday, Aug 19 th @ 8:30 – 11:00 Tuesday, Aug 19 th @ 8:30 – 11:00 Clean Up/Admin Workshop Clean Up/Admin Workshop Wednesday, July 30 th @ 9:00 – 3:00 Wednesday, July 30 th @ 9:00 – 3:00

26. 08-09 Meeting Dates Combined Special Ed & EMIS meetings? Combined Special Ed & EMIS meetings? ODE End of Year Checklist ODE End of Year Checklist Schedule for 08-09? Schedule for 08-09? Additions/Changes to meetings? Additions/Changes to meetings?

27. Questions or Comments?