Navigation Tabs – School – List of Students – Jump Tab – New Student – Itinerant Main Page – Utilities
Navigation Tabs
After selecting the desired student from the Student List, use the “Go To” tab to go to various parts of that student’s IEP or referral.
School
The name of the school will appear automatically for most SPED personnel based on your login access. For those SPED personnel serving multiple schools, all of your schools will be selected upon opening the database, and all of the students at those schools will appear in the student list. To generate reports (caseload lists, IEP due dates, etc.), you must select one school only from the drop down list.
List of Students
Once a school name is selected, a list of SPED students (students who already have an active IEP or are in the referral process) attending that school will be automatically generated. The list includes the student’s last name, first name, KCast ID, current IEP expiration date, and 3-year re-evaluation date. An “M” following the student’s name indicates missing paperwork needing to be filed with District Office. More information regarding missing paperwork is found under “Missing Forms” in the “Utilities” section below. An “OK” after the student’s name indicates that all of the required paperwork for this school year has been received and approved at District Office.
Clicking on a student name will cause the student’s name to appear in the “Current Student Selected” box to the right of the student list.
Jump Tab
Using the “Jump” window is an alternate method of selecting a student as opposed to clicking on a student in the list.
Clicking on the “Jump” tab, will allow you to search for students within a school by entering all or part of the student’s last name. Adding additional letters in the search bar will narrow the results.
From the Jump screen, you can access the student’s referral, ESER, IEP, Summary of Services, LRE, and Goals and Objectives.
This can be particularly useful if you need to view the IEP of a student who is enrolled at a KPBSD school that you do not serve (i.e. a student who plans to transfer to your school). Only students with active IEPs or referrals are displayed in the list. Please contact your sped secretary to change the status of a student if a student’s IEP status should be active and the database lists their status as something else.
New Student
The New Student Record box should be used ONLY for a student who DOES NOT have an existing record in the special services database. If you have a student who has either recently moved into the district with an IEP or a new referral for special ed services, enter their last name and first name in the appropriate boxes and click on “New Student Record.” It is not necessary to enter both first and last names, or the entire first or last name. For example, entering “sm” might bring up Smith, Smudge Smythe, etc.
Students who are moving within the district will automatically move to the new school in the database. You will not need to start a new record for those students. Please note, this move can take up to 24 hours after the student has been transferred in PowerSchool.
Once you enter a name, you will be taken to a new window listing the student or students matching that information. The number of students will depend on how much of their last or first name you entered.
For example, if you entered Johnson in the last name and nothing in the first name, you may see the following (students enrolled at that school) in the next window:
At this point, you would locate the correct Johnson and then click on “New Ref.” or “New IEP” depending on whether you are creating a new referral or entering an existing IEP for a student who is new to the district. The list of students displayed includes only students who are enrolled at the particular school that has been selected from the drop down list.
If you get the message “No Student Found”, call Rebecca or Darla to check if the student is enrolled in PowerSchool. Students enrolled in the school district can be found within 24 hours after your school secretary enters them into PowerSchool.
Itinerant Main Page (Additional feature)
Itinerant staff (Psychologists, Occupational Therapists, Physical Therapists, Speech/Language Pathologists, etc.) have an additional feature on their main page, an “Itinerant School Service Rep.” After choosing the desired itinerant area, click on the grey “Print Itinerant School Service Rep.” button to produce a printed report that lists all students at that school receiving services in the itinerant area chosen. In order to find a student using this function, the student must have an active IEP with minutes assigned in OT, PT or Speech/Language in the IEP’s Summary of Service. For school psychologists the criteria is that the student has an active IEP and minutes in any of three areas of the Summary of Service: Social/Behavioral, Behavior Plan, or Counseling. The APE option, for Adapted Physical Education, will generate a list of all students who are receiving APE services, as noted in the “Special Factors” section of the IEP.
School Psychologists also have the feature :
This feature is used by district psychologists to find psychological reports that need to be submitted to District Office. Click in the empty white box to the right of (select Psych) and a pop up menu will appear from which you can select any the district’s psychologists. Once you have chosen a name from the list, click on “Missing Psych Reports” to generate a list of students whose signed Psychologist’s report has not yet been received at Central Office. The list will include students from any of the schools that are served by the selected school psychologist.
Utilities
There are 8 additional utilities, available to both itinerant and non-itinerant staff:
v Assessment Accommodations List
Print Program Modifications
This utility allows you to print a list of program modifications by student. Program modifications that are listed in the IEP are for use on a daily basis in the classroom. To generate a list of students, choose a case manager from the drop down menu, and click on “Show Students“. Leaving the Case Manager blank, will generate a list of all students at the school. To print program modifications, select all students by clicking on the “All“ button, or select individual students by checking off the “Print?” box(es) to the right.(Back to Utilities)
Assessment Accommodations List
A list of students with testing accommodations and/or modifications is generated, and can be viewed and/or printed. This list can be generated by case manager or for an entire school (leave case manager BLANK). (Back to Utilities)
Missing Forms
Before selecting Missing Forms you must choose a case manager from a pull down menu. After selecting a case manager and then clicking on Missing forms, you will see the following screen:
Any students with an “M” following their name in the Main Menu will be listed here with checked boxes of any paperwork needing to be filed with District Office.
Whenever red Ms are entered in the database, case managers will also receive an email from their sped secretary to remind them that paperwork is overdue at district office. The timeline for submitting paperwork is 3 weeks—2 weeks to complete the paperwork and 1 week for the paperwork to travel via inter-district courier to Central Office. (Back to Utilities)
Caseload List
Caseload lists can be viewed by school or by case manager only. If you only want caseload list for a particular case manager, first select their name from the Case Manager pull down list and click on Caseload List. Leaving the Case Manager blank and clicking on Caseload List will list all the students with active IEPs and students in the referral process at that school.
***IMPORTANT It is vitally important to periodically print a caseload list for the entire school (leave Case Manager blank) in order to be sure that all SPED students currently enrolled at your school are assigned a case manager from your school. This is especially critical at the start of the school year. Periodic checks (at least monthly) throughout the year are necessary to ensure that a student newly enrolled at your school has not been missed.
After clicking on “Caseload List,” you will be asked to print or preview the report. In preview mode, you will need to hit ENTER on your keyboard to scroll through each page of the caseload report. Once you reach the final page, you will be prompted to choose “Print” or “Cancel.” Choosing “Cancel” will return you to the main screen. (Back to Utilities)
Print Mailing Labels
Clicking on “Print Mailing Labels” will give a choice of “Plain” labels (Student name and address) or “Parents” labels (Parent/Guardian of Student name and address). Labels are printed in Avery 5160 format (30 labels per sheet). Labels can be printed by case manager or for all Sped students at the school (leave Case Manager blank). (Back to Utilities)
IEP Due Dates
You can simply click on IEP Due Dates (all student IEP due dates will appear) or select a Date Range for IEP due dates (only those IEP coming due within that range will appear). In either case the next window asks whether you want them listed by name or due date. The students will be grouped first by case manager and then alphabetically (when chosen to list by name) or in order of impending due dates (when chosen to list by due date). Your next choice is to view the list or print the list. If you choose print, the list will be printed and you will return automatically to the Main Menu. If you choose view, you MUST hit “ENTER” to move through subsequent screens. After viewing the last screen, you still have a chance to print. Clicking on cancel at the end of viewing will automatically return you to the Main Menu. (Back to Utilities)
Student Contact List
In order to print a Contact List for students, you must select a case manager from the drop down list. This utility will generate a contact list for all students on your caseload including name, mailing address, phone and email address for each student. (Back to Utilities)
Print AK Standards
Before you can print Alaskan Standards, you must select a specific category of standards. The Alaskan standards are also available on the internet (http://eed.state.ak.us/akstandards/) or in Alaskan Standards booklets which should be found at your school. Be advised this can be a fairly lengthy printing for some areas. (Back to Utilities)