IMS Data Entry
Personnel Meeting Notes – 5/05/09 10:04
A.M. – 11:45 A.M.
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Agenda |
1.
Introductions 2.
Homebound 3.
Full-time/Part
Time 4.
IMS Rewrite 5.
Version 6 Add
and Merge Students Announcements 1. ECO and 45 Day Timeline Data Verification Reports 2.
Web IFSP 3.
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Introductions |
The
sites checked in. |
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Homebound |
John addressed a question that
has come up regarding Homebound Students and their There are two new building
codes to handle these. ·
8008 –
medically fragile (usually more then 45 days) ·
8009 –
discipline holiday (limited amount of time, monitor this carefully) When a student is staffed
to receive Homebound services, there is the question of where the student is
attending. In the web IEP, at the
bottom of screen entry for Form A there are two questions regarding attending
building: ·
Is the student served
50% or more of the time at this building?
·
If ‘no’ is the
answer, then enter the 8008 or 8009 building #, which ever is appropriate. There is an AEA who is
currently using the 8008 and 8009 building codes; we are working with them to
make accommodations for the newly defined codes. Question: We have some Homebound students L3 we
suspect are full-time students. How do we figure LRE%? Answer: The LRE calc on page F Ø
If long term,
set up a Homebound student and roster the student in
that building and not the normal attending building. Enter the minutes
in the school day for the building in that building. Ø
If short term,
leave the attending building on Page A as the normal attending
building. The LRE on Page F will be computed using the minutes for
school day for that Attending building on Page A. If the child has a
shortened school day, the Minutes in School day on Page F should be edited.
The answer to the question at the bottom of Page A would be No. The
Homebound building should be selected as the building where 50% or more of
the services are delivered. Question: We use HH as support service. Can we still use this? Answer: It is OK to use HH in IMS. And HH in IMS is a support (non-weighted)
service, not a weighted service. But
the web IEP will still need the two questions answered at the bottom of page
A. This is where you will want to be
using the newly defined codes: 8008 and 8009. Question: How should we do this on IMS, as we have
done in the past? Or, should we be
entering the new building numbers? And
if we use new the new building numbers, who will be entering those? In the past I have had Abbie enter new
building numbers for me. Answer: Each AEA will enter their
own new building numbers. If
you do not have the access to add a new building, check with CPC and they
will give it to you. Note: Marlene Dorenkamp is the person in charge
of building numbers at the Department of Education. She will assign any new numbers and also
handle changes to existing buildings.
This information is also documented in a response to an “Ask the
Bureau” question which is posted at www.iowaidea.org. Question: Who is responsible for contacting Marlene
regarding building number issues? Answer: If the data entry person needs a building
number for a building that is part of the district, contact the LEA for
this. The LEA should be the one who
contacts Marlene. If a data entry person is unable to obtain a building
number from the LEA, however, he/she may contact Marlene. |
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Full-time/Part Time |
John explained that full-time/part-time
(less than 20 hours per week) relates only to the weighted program and then
only to four models: Levels 2 and 3
and CC and CS. ·
Not full-time
is weighted at .61 ·
Most of the
time this field pertains to pre-school age ·
This is
explained in the Federal Information Bulletin at the top of page 4 of 9 ·
If support
services only, consider all students full-time. Speech is another example. ·
At count time
double check any part-time school age o
There are two
reports that would allow you to check this: Weighted Enrollment Detail and
Weighted Enrollment Summary. o
Check only L2,
L3, CC, CS, ignore R2 or R3 o
You could also
check the summary report which shows one line per district, if part-time
exists, then check the detail reports. o
There were less
than 100 part-time students for the entire state last year. ·
If you suspect
there is an error on an IEP that comes in, follow your AEA’s procedure to
verify. Post-meeting note: After the Count, all documents, including
the Informational Bulletins, were not available via www.iowaidea.org. Those links have been reactivated under the
section IMS and subsection Count. Question: How should we modify IMS to help prevent
errors? Answer: In order to help prevent errors: ·
Mark kindergarteners
part-time to full-time in the fall, if
appropriate ·
You will need
to go to each individual service
and close out with a CRI. ·
When the
service is re-opened, modify full-time/part-time. Question: Is home hospital full or part-time? Answer: This is only when the child is in a
weighted model. HH is a non-weighted service. Note: John reminded everyone to pay attention to
this data as it does affect the district and AEA dollars. |
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IMS Rewrite |
Michelle reported that a
subgroup of the OGC as well as some additional members of the Bureaus met. Ø
Discussion was
held on: ·
there being no
need to re-key IEPs or IFSPs into IMS ·
IMS will hold: o
Data that is
non child specific (e.g. school facility type). o
Data that is
needed to run the IFSP and IEP (e.g. staff assignments). ·
In order to
help identify the tools necessary to identify data that may not be correct,
Michelle asked for input on two questions.
The questions and the input are: §
What are the
most common errors you see on an IEP? ·
Changes made
and not recorded on Prior Written Notice ·
Dates not
matching on services page, meeting dates ·
Domicile
building and district when child moves ·
Consent for
evaluation not completed on re-evaluation ·
Form G – LRE
question – match with form F ·
Transportation
on page F ·
Weighted to
non-weighted or visa versa, served status not changed ·
Meeting notice
can be created from an old IEP ·
Open enroll or
IEP directed is correct ·
Resident
district and building on page A ·
On service
page, not clear if activity, support… ·
Re-evaluate due
date, enter incorrect date ·
Use first name
that is not full name ·
Suffix or
apostrophe in last name – doesn’t match IEP & IMS ·
Pre/K not
correct EC setting code ·
DOB §
How do you
become aware of non-IEP related changes? E.g. student changes attending
building or staff assignment changes. ·
Regional
special ed director – staff assignments ·
Consultants/primary
contacts – student and LEA staff changes ·
Move in / move
out sheets ·
District
teachers ·
Amendments ·
Staff ·
IMS clerical
update form ·
Via email ·
Send out
rosters & update ·
Sent out
services by location report ·
From AEA info
(e.g. new principals) ·
Missing or
incorrect full-time/part-time ·
EDW date
doesn’t match consent date ·
Page F type in
minutes differently ·
Amendments –
forget to change many part of page A ·
Addresses –
moved in middle of year ·
Teachers change
weightings AEA has set ·
EDW – enter
date the meeting was held and not actual IEP meeting date ·
Check behavior
plan but not there (or opposite) ·
Page F middle
column time and frequency left blank, green but will not allow to implement ·
IMS doesn’t
know associated files for a student |
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Version 6 Add and Merge Students |
Kirby reviewed the current
Web IEP “Add Student” problems and proposed changes. In the past, the student
was added in IMS. Click
here for Kirby’s document. ·
Now the student
will be created in Web IEP. ·
The duplicate
student list had names misspelled and DOBs in error ·
If not
receiving services in IMS, issues also arose. ·
IMS child ID
incorrect – different DOB or last name not match ·
V6 there will be
no child IDs created in IEP, only in IMS if there is not an exact match. ·
An auto email
will be created noting to add the new student in IMS. ·
If there is a
match found, it will always use it even if it is incorrect. ·
Add student
steps: o
Enter: last,
first and DOB o
Check IMS for a
match §
If not found,
there will be significant additional info requested before the record can be
written. It is possible the
requirement of this additional info may encourage the entry person to
verify/correct the data now and proceed. §
An auto email
will be sent to IMS staff somewhere. ·
Choices of who
the email will go to: o
Individual
person o
Generic account ·
Possible places
to add this email address o
AEA demo screen o
District demo
screen o
Building demo
screen Note: Kirby requested that each AEA discuss the
possible locations to store the email address for the automatic email in the
Add Student process. Then have one
contact per AEA email to Kirby the results of their discussion. Question: In Answer: With the new release, the student must be
in IMS first so the above process and related issues will not apply. |
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Networking and Sharing |
Next month there will be
training on new data entry that will take effect on July 1. Feel free to look at the Child Demographic
and Consent and Eligibility screens as a preview of most of the things to
come. See the Preview of Future
Business section below for the listing of the topics. Data entry personnel
provided input on a future development wish list for web IEP: ·
Amendments –
allow them to be cancelled ·
Building names
– change them to their short name: George Washington to ·
Services screen
– reconsider the location of race/ethnicity o
We have to
scroll down to see the services o
Currently the new
location is in the data entry versus inquiry section o
Since it could
change every time an IEP is done having it in the data entry section may be
the best location for it. o
It was
suggested to move to below the services look-up section. o
This request
will be considered. ·
Secretary would
like to know existence of associated files when on the Review Overview
Screen. Michelle surveyed each AEA
with the following questions: How do you set up staff
assignments? Is it one person or
more? Responses below: ·
Sectors –
office assistant takes care of this ·
Administration
enters each fall ·
6 zones – 5
data entry personnel split up that work ·
Each IMS sector
takes care of their own districts ·
Done by one
person with the bulk done in the summer.
Later revisions are also done by this one person. There is one district that is excluded from
this entry. ·
Section that
deals with that district ·
One person ·
Each section in
Regional office for their districts ·
One person |
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Announcements |
1.
ECO and 45 Day Timeline Data Verification Reports
2.
Web IFSP
3.
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Preview of Future Business |
Next meeting will be Tuesday June 2nd,
10:00 – 12:00, topics: ·
Race/Ethnicity
Data Entry ·
Changes to
Consent and Eligibility Data Entry ·
Changes to
Services Table ·
EC setting
Codes ·
Meeting Types
for Part C ·
Timely Services |