1. Steps to Support Delivery of Services as Prescribed
Developed By
Carla German, specialist
LAUSD
Division of Special Education 2014
Planning, Data and Performance Management

2. Learning Objectives
Upon completion of this PowerPoint, you should be able to:
Create a new RSP service record
Inactivate a service record
Interpret prescriptions
Complete RSP service tracking
Understand common errors when tracking
Create a service grid with Push In and Pull Out minutes
Frequently asked questions (push in-out minutes)
Self-monitor (Report 310)
Understand Report SER 311L (30 Day Report), SER 315G (Missing Service Report) and SER 316G (Single Student/Service Audit)
Edit minutes in the Service Log
Planning, Data and Performance Management

3. Table of ContentS Planning, Data and Performance Management 08-14-14
Part 1 Delivery of Services……………………………………………………………………………………………………………………………………………… Reference Guide ………………………………………………………………………………………………………………………………… Resource Specialist Responsibilities…………………………………………………………………………………………………………………... Part 2 Service Tracking………………………………………………………………………………………………………………………………………… 2.01 Create a new service record…………………………………………………………………………………………………………………………… Inactivating a service record……………………………………………………………………………………………………………………………. Part 3 Prescriptions………………………………………………………………………………………………………………………………………… Reading Prescriptions……………………………………………………………………………………………………………………………… Interpreting Prescriptions………………………………………………………………………………………………………………………… Examples of Prescriptions……………………………………………………………………………………………………………………………… 3.04 Common errors when tracking and delivering services………………………………………………………………………………………… Suggestions to avoid common errors……………………………………………………………………………………………………………….. Part 4 Identifying errors in service tracking……………………………………………………………………………………………………………… Part 5 Push In and Pull Out minutes……………………………………………………………………………………………………………………… 5.01 How to create a service grid…………………………………………………………………………………………………………………………… 5.02 Examples of documenting minutes in General Education and the Learning Center……………………………………………………… Frequently asked questions……………………………………………………………………………………………………………………………. Part 5 Welligent Service Cancellation Codes and Definitions………………………..……………………………………………………………..… Part 6 Self-Monitoring (Report 310P) Single Provider………………………………………………………………………………………………….. Part 7 Key Performance Indicator Reports………………………………………………………………………………………………………………… 7.01 Report SER 311L – 30 Day Service Report (Single School)……….…………………………………………………………………………… Report SER 315 G -30 Day Service Report (Missing Services) Global………………………………………………………………… Report SER 316 G-30 Day Service Audit Report (Single Student/Service Audit)……………………………………………………………. Part 8 Editing Service Minutes……………………………………………………………………………………………………………………………… Step by Step on how to edit service minutes………………………………………………………………………………………………………. Part 9 RSP Monthly Attendance Report…………………………………………………………………………………………………………………….. Part 10 Informational Sheet for RSTs………………………………………………………………………………………………………………………. Part 11 References……………………………………………………………………………………………………………………………………………… Part 12 Who to Contact………………………………………………………………………………………………………………………………………..
Planning, Data and Performance Management

4. Delivery of Services
Students must be provided special education services at the frequency and duration indicated in their Individualized Education Programs (IEPs). Failure to implement the IEP as written is a violation of federal law. Resource Specialist Teachers (RSTs) are required to use the Welligent Service Tracking system at least weekly to document their delivery of services to students. RSTs and their administrators are also responsible for regularly using Welligent 30 Day Services Reports to monitor service delivery and address any identified issues. In addition to these requirements, the District continues to work towards the achievement of Modified Consent Decree Outcome 13, Delivery of Services, which requires the District to submit evidence from the Welligent Service Tracking system that verifies that students have received their special education services at the frequency and duration required in their IEPs. In the most recent MCD Outcome 13 study for , the MCD Office of the Independent Monitor reported that the District’s performance showed a slight decrease for all targets ; evidence of services, frequency and duration, meeting the evidence target and not the frequency and duration for this outcome.
Planning, Data and Performance Management

5. Reference Guide resource specialist program service tracking implementation and documentation using the welligent service tracking system
The purpose of this Reference Guide is to provide updated information and procedures regarding the documentation of Resource Specialist Program (RSP) services in the Welligent Service Tracking System by the Resource Specialist Teacher (RST). It includes:
Legal requirements to provide RSP services
Case Carrier vs. Service Provider
Creating and Updating Service Records
Welligent Session Cancellation Codes (Attachment A)
Pending IEP’s and Obtaining Parent Signatures
Required Time Frame for Documenting Services
Scheduling of K-12 Students
RSP Service Provided by Special Education Assistants
Planning, Data and Performance Management

6. Resource Specialist Responsibilities
Log onto the LAUSD Learning Zone, enroll in, and complete the Online RSP Tracking course.
Pass the online quiz.
Provide certificate of completion to the school site principal.
Log onto the Welligent Service Tracking System and update and/or create current service records for all students on their caseload.
Document services delivered to students within five working days at the frequency and duration indicated in their IEPs.
Provide monthly attendance report to administrator.
Track services on behalf of your Special Education Assistant. If the Special Education Assistant is absent, the RST needs to make up the time. There should be no code attached because ultimately there is a provider there. The RST teacher should try to modify his/her schedule to meet the needs (service minutes) of the students.
After every IEP is held, RST teachers are required to inactivate the previous IEP’s service record and create a new one for each performance area offered in the new IEP’s FAPE 2.
If the RST teacher is out long-term and a substitute is assigned to the classroom, the school will have the substitute fill out a Welligent request for a RSP teacher. Then the school will close all the logs and reopen them with the substitute’s name.
If a new student has entered or matriculated into your school, create a new service record.
If the student has graduated or left the school, inactivate the service record.
Planning, Data and Performance Management

7. Scheduling of K-12 RSP Students
Schools are highly encouraged to cluster students with RSP services in order to ensure that RSTs are able to provide effective instruction. This strategy is recommended at both the elementary and secondary levels. In addition, IEP teams must always develop interval, frequency, duration, and model of service based on student need and not based on group availability. However, when group sessions are being scheduled students should be grouped with similar frequency and duration intervals in order to prevent over or under servicing.
Furthermore, schools that have adopted a block schedule or a 4x4 schedule are highly encouraged to contact their Support Unit for assistance when programming students in order to ensure compliant service delivery. Currently the “FAPE Page 2 Summary of Services” page on Welligent allows some limited flexibility in programming to schools on non-traditional schedules through the use of the future column.
Planning, Data and Performance Management

8. Bulletin Description of the resource specialist program and the role of the resource specialist teacher-revised
The purpose of this Bulletin is to provide policies and procedures to District staff related to the Resource Specialist Program and the role of the Resource Specialist Teacher. It includes:
RST Responsibilities
Roles of the Resource Specialist Teacher
Requirements
Service Delivery
Accountability
Planning, Data and Performance Management

9. Creating a Service Record 1
Creating a Service Record 1. Make sure to clear the ending date box of the IEP “To” Box 2. Leave Service Delivery Model blank 3. Confidential is a required box 4. Setting: selecting Co-teaching is recommended Definitions: Outside (O): Delivering service outside of the general Education classroom Co-planning (P): A process by which two teachers plan and analyze their instructional efforts Co-teaching (T): Two or more teachers delivering instruction in a general ed classroom Direct Instruction (D): Delivering service to a small group within a general education classroom. 5. Complete the “Service Applies to "Box
Clear box
(1)
(2)
(3)
(4)
(5)
Planning, Data and Performance Management

10. Cont. All active service records must be attached to an active IEP
Cont. All active service records must be attached to an active IEP. For students without a service record , and those students with inactive service record, a new service record must be created. Once you have saved the service record, click on the IEP tab to attach the service record to the active IEP.
Planning, Data and Performance Management

11. Cont. Click on the drop down menu and select “Active”
Cont. Click on the drop down menu and select “Active”. Then, click on Save You have now finished creating a service record .
Click on the SAVE button
Click on Active IEP
Planning, Data and Performance Management

12. INACTIVATING A SERVICE RECORD To inactivate a record, you only need to ensure that the End date is filled in. “Duration Box” and “To Box “ the Service Status is marked Inactive and the Reason is filled in.
Planning, Data and Performance Management

13. Example of an inactive service record
Click Save
Planning, Data and Performance Management

14. Reading Prescriptions
(1-5/W/90/RSY)
DURATION
FREQUENCY
SCHOOL SESSION
INTERVAL
THE SERVICE CAN BE PROVIDED FROM 1-5 TIMES
REGULAR SCHOOL SESSION
TOTAL MINUTES PER WEEK=90
WEEKLY
Planning, Data and Performance Management

15. Interpreting Prescriptions
Example (1-5/W/200/RSY) This prescription indicates to provide 200 minutes total per week that can be delivered as Intervals from 1 to 5 times per week. Below you will see some suggestions as to how to record it.
Planning, Data and Performance Management

16. (CONTINUED) OR (1-5/W/200/RSY) can also be tracked as a frequency of 1-5x weekly at 200 minutes per week as shown below.
Planning, Data and Performance Management

17. Examples of Prescriptions
1/W/60/RSY one time a week for 60 minutes. The tracking of this prescription should only read as shown. Any other form of service tracking will put you over the target minutes. Frequencies without ranges should be delivered and recorded as they are prescribed.
Note: Any changes to the delivery of service will require an AMMENDMENT to the IEP. For example, if the prescription indicates services once a week, you can not provide the services twice or more times a week.
Planning, Data and Performance Management

18. More Examples (Continued) (2/W/50/RSY) This prescription specifies services will be delivered twice a week for 25 minutes per session.
Planning, Data and Performance Management

19. More Examples (Continued)
(2/W/50/RSY) This same prescription recorded differently indicates that services will be delivered twice a week for a total of 50 minutes.
Planning, Data and Performance Management

20. Common Errors When Delivering and Tracking Services
(2/W/100/RSY)
Incorrect
Correct
Planning, Data and Performance Management

21. Suggestions Note all prescriptions below indicate the same duration of 60 minutes per week. The frequency (1-5) will give you more flexibility delivering and recording the service accordingly. This concept applies to most prescriptions with the same duration. (1-5/W/60/RSY)
(1/W/60/RSY)
Same as  (1-5/W/60/RSY)
(2/W/60/RSY)
(3/W/60/RSY)
(4/W/60/RSY)
(5/W/60/RSY)
(1/W/120/RSY)
Same as  (1-5/W/120/RSY)
(2/W/120/RSY)
(3/W/120/RSY)
(4/W/120/RSY)
(5/W/120/RSY)
(1-5/W/120/RSY)
Planning, Data and Performance Management

22. Identifying errors in a Service Record
Check the Service Details screen including: “Duration: From and To, Type, Frequency and Time (minutes per). Note: If the “Duration: To” box has an ending date, the service will only appear until it reaches that date on the all reports. This service record needs to be inactivated and a new service records needs to be created for the minutes to be tracked as documented.
Planning, Data and Performance Management

23. (Continued) This is what the 311L report looks like with only one active service
Verify the Prescription on the IEP
Verify that an ending date has not expired for the service prescription entered on the FAPE Part 2 or the service record.
Review common Errors when delivering and tracking services from the PowerPoint
Planning, Data and Performance Management

24. LEARNING CENTERS
Planning, Data and Performance Management

25. Reference Guide 2025.2 Development and implementation of a learning Center at the secondary level
The purpose of this Reference Guide is to provide updated guidelines for the development and implementation of a Learning Center in secondary schools. The purpose of the Learning Center is to provide a range of supports for students with disabilities. All secondary schools are required to develop a Learning Center to support students in a collaborative methodology. It includes:
Description
Purpose
Development
Electives
Master Schedule
Instruction
Individualized Education Program (IEP)
Attachment A: List of Curricular Programs Appropriate for the Learning Center
Attachment B: Guidelines for the Development of Summary Statement
Planning, Data and Performance Management

26. Service Delivery Tracking
A service record is required for all RSP service minutes regardless of the setting, including:
Push-in (Collaborative General Education)
Pull-Out (Learning Center or other special education settings)
Collaborative/Co-Teaching (General Education)
Planning, Data and Performance Management

27. How to create a service Grid with Push in and PuLL out minutes
This is a RSP FAPE 2 service grid for a student receiving 400 minutes in general education with no pullout minutes from a General Education setting to a Special Education setting. This student receives RSP services, times on a monthly basis, for the regular school year, addressing the goals of reading and written language in the RSP area of English/Language Arts in a general education classroom.
Planning, Data and Performance Management

28. (Continued)
This is a RSP FAPE 2 service grid for a student receiving 480 minutes in general education with no pullout minutes from General Education.
This student receives RSP services, 5-10 times on a monthly basis for the regular school year, addressing the goal of Math in the RSP area of Math in a general education classroom.
Planning, Data and Performance Management

29. (Continued)
This is a RSP FAPE 2 service grid for a student receiving 400 minutes in the General Education and 150 minutes in the Learning Center for a total of 550 minutes This student receives RSP services times on a monthly basis for the regular school year, addressing the goals of reading and Written Language in the RSP area of English/Language Arts.
Planning, Data and Performance Management

30. (Continued)
This is a RSP FAPE 2 service grid for a student receiving 480 minutes in the general education and 150 minutes in the learning center for a total of 630 minutes
This student receives RSP services times on a monthly basis for the regular school year, addressing the goal of Math in the RSP area of Math.
Planning, Data and Performance Management

31. Frequently Asked Questions (Push-in and PuLl out minutes)
Do I need to create two service grids one for Math and English Language Arts for every student?
It all depends on the student. It is up to the IEP Team to make data driven choices when it comes to establishing goals that will establish service grids.
Is there a minimum or maximum amount of minutes the IEP Team can offer?
Refer to Bulletin It is up to the IEP Team to make that decision based on informal and formal assessments, observations, classroom works samples, etc.
Can I use “Other”, located in the RSP Area in the service grid, to address and track Learning Center minutes?
The “Other” located in the RSP area in the service grid is meant to address other goals, such as social skills, behavior goals, and many other service areas. Learning Center minutes should be addressed within the Minutes/Interval Pullout from Gen Ed. Please refer to the previous pages to set up push-in and pull-out minutes.
Rule of thumb… The Minutes/Interval should always be equal to or greater than Minutes/Interval Pullout From Gen Ed.
See example below.
Planning, Data and Performance Management

32. Frequently Asked Questions (Continued)
Which interval should I use Daily, Monthly, Weekly, or Yearly?
IEP teams must always develop interval, frequency, duration and model of service based on student need and not based on group availability. If an IEP determines the student will receive services daily then enter the interval as “Daily”; Once or several times a week, use “Weekly”. If the school is on a block schedule and the IEP team determines the service to be monthly, use “Monthly.”
Which frequency should I choose?
IEP teams must always develop interval, frequency, duration and model of service based on student need . If the team chooses a range (IE:1-5, or 10-20) the minimum number of times the service is delivered, is the low end of the range. For “1-5” the student must receive services at least one time, and up to 5 times. For “10-20”, the student must receive services at least ten times and up to 20 times within the interval.
Planning, Data and Performance Management

33. WELLIGENT SERVICE CANCELLATION CODES AND DEFINITIONS FOR RSP TRACKER
Do not use School Closed (LC) for vacation periods, Welligent calculates the calendar for each student. Entering LC will cause an Above Target if all other service is provided.
(SS) Not Applicable code for RSTs
Planning, Data and Performance Management

34. Self-Monitoring Report 310P (Single Provider) RST’s self-monitor by running Report SER 310P. Click on Reports.
Planning, Data and Performance Management

35. Self monitoring Report 310 (Single Provider) Enter 310P on the keyword box
Planning, Data and Performance Management

36. SER 310P-30 Day Service Report (Single Provider) Example of Report 310 (Single Provider)
For purposes of this PowerPoint tutorial, no student names are listed.
Planning, Data and Performance Management

37. KEY PERFORMANCE INDICATORS REPORTS RELATED TO SERVICES
There are three service reports already released in Welligent related to service data that help monitor the tracking of services. Your APEIS , LRE Specialist or school administrator has access to the SER 311L Report.
SER311L – 30 Day Service Report (Single School)
SER 315G – 30 Day Service Report (Missing Services) Global
SER 316G – 30 Day Services (Single Student/Service Audit) Global
Planning, Data and Performance Management

38. Reminders
Reports are a “snapshot” taken once a week, occurring on Sundays
Services documented (in Welligent) after the “AS OF” dated, will not be reflected
If you want the services provided to be reflected in the snapshot taken, then ensure sessions are documented prior to date that the data is collected (Sunday)
Service prescription (frequency & duration) is taken directly from the Active IEP FAPE-2
“SERVICE NOT ON IEP” Occurs on the 310/311reports when:
An End Date is entered into FAPE 2 of the Active IEP and the End Date has passed, yet the provider continues to provide the service
If a service is not on FAPE 2 of the Active IEP, yet the provider is documenting the service
Planning, Data and Performance Management

39. Report 311L 30 Day Service Report (Single School)
Your APEIS, LRE Specialist or school administrator has access to this report.
This report relates to your SER310P and captures the data you entered while tracking services and generates a message identifying whether you are in OK, below or above status. When the services are tracked incorrectly, there will be a discrepancy between the target minutes and actual minutes of service as shown below.
No Service Provided = 0%
Below 85% of Target = 1% to 84.9%
OK = 85% to 100%
Above Target = 100.1% and above
Disclaimer: Please note that the information for this report is
gathered on the AS OF date. If information for that period is
input after the report is run, it will not change until the
following week is run.
Planning, Data and Performance Management

40. Report SER 311L & SER 310P (Continued)
It is highly recommended to look at the data in an Excel format in order to filter the service tracking messages.
Planning, Data and Performance Management

41. Report SER 311L & SER 310P (continued)
If services are recorded incorrectly, the report message will indicate: “Above or Below Target.”
Only actual minutes generate from the service documentation.
Planning, Data and Performance Management

42. Messages Generated for SER 311L (Single School)
Meaning OK
Service documentation is within 85% to 100% of the service prescription on FAPE 2. Reminder, students are to receive all services at the frequency and duration required in the IEP.
Below 85% of Target
Service documentation is below 85%
Above Target
Service documentation is over 100% of the prescribed service
No Service Provided
Services were not documented during the reporting period. The student will also be listed on the SER315 – 30 Day Service Report (Missing Services)
No Target
Although Active IEP FAPE 2 indicates service provision, no prescribed amount is specified as the service is not required (e.g. school off-track) during 30 day reporting period
Planning, Data and Performance Management

43. More Messages (311L) Single School
Partial Month: Any month that has less than 20 school days.
Year Limited: is a frequency that is less than 10 times in a year.
Planning, Data and Performance Management

44. RST’s have access to Report 315G.
SER 315G – 30 Day Service Report (Missing Services) Global - -Contains all students who have the service on the IEP, but have no services logged in the past 30 days. -This includes students without a case record. -It can be run at the ESC or School Level for a specific service.
RST’s have access to Report 315G.
Messages:
No Service Logged---There is an active case record but there is no service logged in the past 30 days. (Note: “Target Minutes: must be >0
No Case Record---There is no active case record for this student/service. There is an active record with no end date (student offered SDP)
Planning, Data and Performance Management

45. SER 316G – 30 Day Services (Single Student/Service Audit) Global
RST’s have access to this report.
This report lists all of the documented service events for that students/service starting at the beginning of the 30 day period up to the “As of” date
For each service event, the report shows whether or not that event was counted in the “Actual Minutes” on the 30 Day Service Reports
The total in “SER 310 Actual Minutes” Column on this report matches the total in the “Actual Minutes” on the other SER310 report for that student and that service
The reason as to whether the event minutes was or was not counted is shown in the “Message” column.
Planning, Data and Performance Management

46. Percentage of service delivery under PCT column is less than expected
Messages
“Service Not on IEP”
Parent/ Legal Guardian may have disagreed with the student’s IEP service in question and service is being provided, continued as “stay put” service under state and federal law.
Agreement reached from due process/mediation not yet reflected in IEP document yet.
End date entered for service on FAPE 2 has passed, when compared to the snapshot “AS OF” date on report.
The service is not on FAPE PART 2.
Percentage of service delivery under PCT column is less than expected
Documentation of service delivery was logged in after the “AS OF” date on report
Shortened month (e.g. school closure) with sessions falling on these days not appropriately documented.
Sessions where student did not show have not been documented as “Cancelled: Student Absent.”
For RSP Teachers: Details section of the service record was not updated to match FAPE PART 2.
No Target Minutes
The provider entered an incorrect end date for the service (the program considers this service terminated).
The student is a recent transfer and a 30-day IEP has not been held but the provider delivers services.
The IEP service is in dispute and considered a “Stay Put”. While providers are able to log services, Welligent is not able to establish target minutes, therefore the program can not calculate minutes delivered.
Planning, Data and Performance Management

47. How to Edit ERRORS: Active Service RECORDS or RSP SERVICE cancellation codes
Scenario 1: Service Minutes: For an Active IEP with an Active Service Record using the Daily/Weekly Services Data Entry Log Scenario 2: RSP Service Cancellation Codes: For an incorrect or unnecessary code using the Daily/Weekly Services Data Entry Log Scenario 3: Service Minutes: Another Method to Correct Service Minutes When FAPE 2 & and an Active Service Record do not reflect the same prescription (Interval/Frequency/Duration)
Planning, Data and Performance Management

48. How to Edit Service Minutes Scenario 1 To Edit Service Minutes – For an Active IEP with an Active Service Record Below is a screenshot of the Search Screen to open your “Daily/Weekly Service Data Entry” Log Follow the Steps Below: Click WELLPROVIDER and select: “Daily/Weekly Service Data Entry” Follow Steps 1,2,3,4 (Listed below) Click SEARCH (This will open your Daily/Weekly Service Data Entry Log for the specified date or date range)
Steps 1-4
STEP 1: Input “Type of Service” (RSP)
STEP 2: Input “Service Location” (Your School)
STEP 3: Input “Show Dates of Services Between”
a. This could be 1 date in both date boxes to display 1 day to input service minutes.
b. This could be a range of dates to input service minutes.
c. Best Practice: It is not recommended to view or input a range of dates exceeding 5 working days and/or 1 calendar week.
STEP 4: My Events
a. Click “My Event” box (a black check will appear) to display only your Active Service Caseload RSP Log
b. Unclick “My Event” box to show all RSP students with Active Service records at your school.
c. Note: There are times when you will deliver RSP services for an RSP student not on your caseload but that you are the provider. You can input these service minutes and only you can edit them.
Planning, Data and Performance Management

49. Cont. Below is a screenshot of the Daily/Weekly Service Data Entry Screen The Error: The circled minutes are double the minutes that should have been input To Correct this type of error: Input the correct duration and frequency provided (in this case 60 minutes 2 times) Step 1:Click in the Box with the 120 minutes Step 2:Delete incorrect minutes (highlight & use the delete key or click behind the number & use the backspace key) Step 3: Input the correct minutes (In this case 60 for both Mon. and Thurs.) Step 4: Click “SAVE” Aside note: The yellow caution flags denote service entered by another RSP service provider for this student - You can not change this and must communicate with that RSP service provider if the minutes are incorrect.
Planning, Data and Performance Management

50. Cont. It’s best to review your week’s entries before close of business on Friday and edit errors. While you can still fix this the following week, and this will improve data for the 30-Day Report (SER310), it’s recommended that you edit errors within the same week to avoid potential confusion in reporting timelines. Note: The yellow caution flags denote service entered by another RSP service provider for this student - You can not change this and must communicate with that RSP service provider if the minutes are incorrect.
Planning, Data and Performance Management

51. Scenario 2
To delete an incorrect or unnecessary code using the Daily/Weekly Services Data Entry Log Step 1:Click in the Box(es) with the incorrect code. Step 2:Delete incorrect code (highlight & use the delete key or click behind the number & use the backspace key) Step 3:Click into the minutes field, correct minutes or leave blank if no code is needed. Step 4: Click “SAVE” after you’ve made your changes.
Planning, Data and Performance Management

52. Scenario 3: When the prescription, (Frequency/Interval/Duration), of a Service Record does not reflect the prescription agreed upon in the IEP and documented in FAPE2 (of the Active IEP), the error can be corrected in the Active Service Record, by following a sequence of steps, starting with your RSP Tracker home page. From your RSP Tracker Homepage: Click on WELLIGENT then select, “My Caseload”. A list of all of your Active Service Records will appear.
Planning, Data and Performance Management

53. Cont. This screen shot is a sample and partial list of an Active Caseload. Click EDIT (people icon) to the left of the Active Student Service Record to correct. An Active Service Record for the student will appear. If you have more than one Active Service Record (i.e. 1 for Math and 1 for English/Language Arts), be sure you have pulled up the correct Active Service Record by viewing the “Performance Area” Box.
Planning, Data and Performance Management

54. COnt. Here are three screen shots, showing the Active Service Records for English-Language Arts and Math., and the Active IEP FAPE 2 page. These Service Records must be a direct match with the FAPE 2 of the Active IEP. If you have more than one Active Service Record , be sure you have pulled up the correct Active Service Record by viewing: The Services as defined in the FAPE 2 page of the Active IEP. The “Performance Area”, and the “Frequency/Interval/Time” in all Active Service Records. From the Record Navigator, Click “Service” (prescription icon) to return to a list of Active Service for this student.
Planning, Data and Performance Management

55. COnT. After you’ve chosen “Services”, all Active Service records (for your service area-RSP) will display. If you select “Service Status” and select “Inactive”, all previous Inactive RSP service records will display. Choose the correct Active Service Record by clicking on the Icon to the left of the service record to be corrected.
Planning, Data and Performance Management

56. CONT. Depending on the error, you may need to update: “Frequency” ( number X (weekly, daily, monthly,…) “Time” ( _#_Minutes Per ( week, month,…) Click “SAVE” to update your changes.
Planning, Data and Performance Management

57. How to SELECT AND PRINT the RSP MONTHLY Attendance FORM CLICK “REPORTS” Select, “Therapy/Service Reports”
Planning, Data and Performance Management

58. Cont. CLICK “REPORTS” Select the reports icon for “RSP Monthly Attendance Form”
Planning, Data and Performance Management

59. Cont From the Dropdown Menus Select: Service Month (The month’s service must be printed & provided to your principal by the 5th of the following month) Service Year Service Location (your school) Type of Service (RSP) CLICK: “RUN” Print Report and submit a hard copy to your administrator, dated and signed by you.
Planning, Data and Performance Management

60. How to SELECT AND PRINT the RSP MONTHLY Attendance FORM Print Report and submit a hard copy to your administrator, dated and signed by you.
Planning, Data and Performance Management

61. RST Delivery of Services Informational Sheet
Students must be provided special education services at the frequency and duration indicated in their Individualized Education Programs (IEPs).  Failure to implement the IEP as written is a violation of federal law.  Resource Specialist Teachers (RSTs) are required to use the Welligent Service Tracking system at least weekly to document their delivery of services to students.  RSTs and their administrators are also responsible for regularly using Welligent 30 Day Services Reports to monitor service delivery and address any identified issues. 
In addition to these requirements, the District continues to work towards the achievement of Modified Consent Decree Outcome 13, Delivery of Services, which requires the District to submit evidence from the Welligent Service Tracking system that verifies that students have received their special education services at the frequency and duration required in their IEPs.
In the most recent MCD Outcome 13 study the MCD Office of the Independent Monitor reported that the District met the outcome criteria for evidence of service provision and frequency, yet did not meet the requirement for duration.
NOTES:
RST RESPONSIBILITIES: ONLINE COURSE
Complete RST Tracking Course (Learning Zone) Take & Pass Quiz- Provide certificate to Administrator
Service Tracking: input service delivery with 5 working days of provision(Frequency/Duration specified in current IEP)
Track minutes for Special Education Assistant-RST must make-up service frequency & duration if the Special Education Assistant is absent-RST modifies their schedule to meet frequency/duration per IEP
Provide monthly attendance report to school administrator by the 5th of the following month
RST RESPONSIBILITIES: WELLIGENT IEP SERVICE RECORDS & SELF-MONITORING
Create & Update all new service records for SWD’s on caseload
Service Records must match FAPE 2 of the ACTIVE IEP
Inactivate obsolete service records
 Create new service records for all students matriculated to your school/caseload
Inactivate the service record when SWD are graduating or exiting your caseload/school
Services delivered to students must be documented within every 5 working days with the Interval/Frequency/Duration as indicated in the Active IEP.
-30-Day Reports must be used to self-monitor RSP Tracking
Planning, Data and Performance Management

62. RST Delivery of Services Informational Sheet
CREATING A SERVICE RECORD IN WELLIGENT: SLIDE 9-11
Service Record: Service Details
Step 1: Clear the “Duration: To” box of the prepopulated date
(1 year from start date)
Step 2: “Service Delivery Model:” Leave blank
Step 3” Confidential is a required box
Step 4: Setting: recommended from dropdown is “Co-teaching”
Step 4: Complete “Service Applies to” (school session)
All Active Service records must be attached to an Active IEP
Step 5: Once you have created the service record, click on the IEP Tab & attach or verify that the service record is attached to the Active IEP, by clicking on Active IEP and SAVE
INACTIVATING A SERVICE RECORD IN WELLIGENT: S LIDES
Step 1: Duration: From date (remains the IEP Start date.)
Step 2: Duration To: The End date should be the date the service becomes inactive- Ensure this date is filled in.
Step 3: Service Status: mark “inactive”
Step 4: Date Closed: prepopulated with “Service Status” INACTIVE
Step 4: Primary Provider: Don’t change or make it your name if it is another name
Step 5: Served by Unidentified Substitute – check box instead of adding your name as primary provider
Step 6: Click on “Save” in the top right of Service Detail Record
INTERPRETING PRESCRIPTIONS: INTERVAL/FREQUENCY/DURATION SLIDES 14-19
Interval-Frequency-Duration must match FAPE 2
Interval (Best practice options for RSP): provided daily-weekly-monthly
Frequency(Best practice options for RSP): (#) of times within interval
Duration: (minutes) (Best practice options for RSP are per week or month
READING PRESCRIPTIONS ON: REPORTS & DAILY/WEEKLY ENTRY LOGS SLIDES 14-19
(1-5/W/90/RSY) Frequency: 1-5
Interval: W(week)D(daily)M(Monthly)Y(Yearly)
Duration:90 (Minutes per interval)
School Session: RSY Regular School Year
ESY Extended School Year
COMP Compensatory
CREATING A FAPE2 SERVICE GRID (WITH PUSH-IN & PULL-OUT MINUTES) SLIDES 26-30
Minutes/Interval- Shows total minutes for the service
Minutes/Interval Pullout from General Education: For services outside the gen. ed. classroom subtracted from total minutes for this service (i.e. student is programed into a Learning Center for a portion of this service and service is provided within a gen. ed. Classroom as well
COMMON ERRORS: CREATING SERVICE RECORDS SLIDES 20-22
BEST PRACTICES/SUGGESTIONS SLIDE 21
COMMON ERRORS: TRACKING SERVICES (Reading Reports) SLIDES 22-23
FREQUENTLY ASKED QUESTIONS (PUSH-IN & PULL-OUT MINUTES) SLIDES 26-32
“DO’S & DON’T’S”: SLIDE 33
WELLIGENT IEP RSP SERVICE CANCELLATION CODES
SELF-MONITORING 30- DAY REPORTS 310/311/315/ SLIDES
SELF-MONITORING REMINDERS SLIDE 38
LEARNING CENTERS SLIDES 24-25
EDITING SERVICE MINUTES SLIDES 47-50
Using the Daily/Weekly Service Data Entry Log
Editing RSP Service Cancellation Codes: SLIDES 51
Editing Service Minutes: SLIDES 52-56
Another Method
Printing: RSP Monthly Attendance Form SLIDES 57-60
Planning, Data and Performance Management

63. REFERENCES
REF Resource Specialist Program Service Tracking Implementation and Documentation Using the Welligent Service Tracking System.
Learning Zone
1. Enroll and complete the Online RSP Tracking course.
2. Pass the online quiz.
3. Provide certificate of completion to the school site principal.
4. Log onto the Welligent Service Tracking System and update and/or create current service records for all students on their caseload.
5. Document services being delivered to students at the frequency and duration as indicated in their IEPs within five working days.
Planning, Data and Performance Management

64. Who to Contact
For additional information on RSP Service Tracking, please contact your LRE or APEIS assigned at your school site.
For technical questions, contact the Welligent Support Desk at
FAX (213)
or go to the Welligent Support Section at
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Planning, Data and Performance Management