4.1 what is new and what has changed? 4.1. does h.e.l.p. 4.1 work differently? h.e.l.p. 4.1 looks...

4.1

What is new and what has changed?

4.1

Does H.E.L.P. 4.1 work differently?

• H.E.L.P. 4.1 looks the same

• It operates the same• The icons are the

same

What’s New in H.E.L.P. 4.1?

CRITICAL UPDATES:

1. The ISBE has changed some of the wording in all of the Notices and Consent forms

2. There is one new additional ISBE form:

“Delegation of Rights to Make Educational Decisions”

(ISBE form 34-57K)

3. Spanish Print Notices and Consents are again available.

There are 3 new optional forms in H.E.L.P. 4.1

1. IEP Modification/Amendment Form (lettered in green on the forms menu)

2. Autism Considerations Form Added at the request of several districts to address the ISBE Memorandum #80-1

“Development of IEP’s for Students with Autism Spectrum Disorders”

There are 2 new z-loads to support the Autism Considerations Form

1. Autism-Student Needs

2. Autism-Student Supports

3. Report of Progress On Annual Goals Forms:

(Option 1 and 2) ISBE Form 37-44T/U

The Forms Menu contains these additions:

Selecting a Default Printer

A new addition in H.E.L.P. is the “Select Default Printer” Button. It is available on the Forms, Reports and Specialized Reports Menus

It is now possible for users to select a different default printer to print H.E.L.P. forms without leaving the program.

H.E.L.P. is set to automatically print to the default printed that has been selected in the Control Panel.

When “Select Default Printer” is clicked:

A list of the Available Printers installed in the computer that is being used will appear in the window.

Double click on the Printer to be selected.

It will appear in the Default line

Click the Closing Door icon to exit the window.

The selected printer is now ready for use.

This option is available on the Forms, Reports and Specialized Report Menus

Why would you select a different default printer?

•It allows the user to use an available printer at a different location

•A “faster” or “more economical” printer may be available

•By changing the printer the user could save “time”, “effort” and “money”

•Remember: You have changed the Default printer in your computer. All documents will print to the Default Printer unless you select a different printer

Will my “old IEP’s” merge into H.E.L.P. 4.1?

The answer is YES!

Due to required changes in some of the forms, some of the imported data may be in different places or may need to be altered to fulfill the new requirements

One of the BIG changes in H.E.L.P. 4.1 that may not be

noticed at first glance is in theGOALS AND OBJECTIVES AND BENCHMARKS FORM

Why won’t most users notice the changes?

It is because the form still looks the same and it works the same as in previous updates.

What are the changes in the Goals & Objectives/Benchmark Form?

Data entry fields were enlarged on both the screen and print to accommodate the need for more data space in both the

Annual Goal Statement field

and

Current Levels of Academic Achievements and Functional Performance field.

The IEP Goals & Objectives z-load was also

enlarged to accommodate the space changes in the form

Here are the changes:

Larger data entry fields have been added to accommodate more information in these fields:

Current Levels of Academic Achievements & Functional Performance

Annual Goal Statement

IN ADDITION:

Progress report fields will grow as more information is added to update goals/objectives & benchmarks during each reporting period.

PRINTING CHANGES IN THE GOALS & OBJECTIVES/BENCHMARK FORM:

Previously 2 prints buttons were found on this screen:

1. Print IEP

and

2. Print Progress Report

Now one Printer Icon will print both.

Printing Format Changes on the IEP Goals & Objectives/Benchmark Form:

This IEP form will print in the format of:

3 objectives and benchmarks on each of 2 pages

Printing Changes on the Progress Report of the Goals &

Objectives/Benchmarks Form• The Annual Goal and Objectives & Benchmarks

progress fields will grow to accommodate measurable goals and additional progress data that is added to the form.

• Progress report comments for each of the reporting periods can be printed as the school year progresses.

• There is no longer a need to delete previous comments on progress to make room for the new reporting period.

The Biggest Printing Change on the Progress Report of the Goals & Objectives/Benchmark Form is:

The Progress report will print as many pages that are necessary to print all

progress data for the entire school year.

More Functionality Changes

CLIENT INTAKE

Ethnicity will now show BOTH the ethnicity code and description on screen; not just the code

CLIENT INTAKE-ETHNICITYIt is recommended that each teacher go to Client

Intake and use the drop down box to “click in” the correct ethnicity code and description for each of their students for the current school year

Previously teacher have often “typed in” the ethnicity. This did not yield the correct number code and description used by ISBE for FACTS. Ethnicity is VERY important in the functioning of H.E.L.P. 4.1

You must use the drop down box to click in the correct ethnicity code and description.

Educational Services & Placement Form

Both the EE Calculations and the Percent of time receiving Special Education will now print on this form

These calculations will be linked to the FACTS section of the Conference Summary Report

Change to MANIFESTATION DETERMINATION FORM

The fields in the Manifestation Determination Form will grow to accommodate the need to include more information in each of the addressed areas.

The amount of information added to this form may necessitate it to print multiple pages.

Changes in IEP Progress Reporting

H.E.L.P. 4.1 now has several methods of reporting IEP Progress

As with previous versions of H.E.L.P.Progress on each goal, and

objective/benchmarks is updated on the Goals & Objectives/Benchmarks form.

This form can be printed by using either the Printer Icon on the screen or thorough Batch Print.

H.E.L.P. 4.1 now has an additional method of reporting IEP Progress

2 Additional Report Options forms used to report progress on just the Annual Goals (ISBE Form 37-44) have also been added to

H.E.L.P. 4.1

Which One Should You Use?

The type of progress report that you will be asked to complete for your students will be directed by your school district.

Please take direction on the method and form to use to update progress from your Special Education coordinator.

Report Of Progress on Annual Goals Forms

ISBE Forms 37-44 T/U

Options 1 & 2 can now be prepared and printed from

H.E.L.P. 4.1Both options 1 & 2 are used to report progress on the measurable annual

goals only—but not the objectives and benchmarks.

Where Are these forms Located?

Go to the Forms Menu and select:

Progress Report Options

PROGRESS REPORT OPTIONS

At this window click to Select the Progress Report Option desired

Progress Report Option 1

This report is used to report student’s progress on measurable goals by the end of the IEP year.

It is not used to update progress on the objectives & benchmarks.

How to use Progress Report Option 1

1. After selecting Progress Report Option 1

2. Select a student

3. Check the Type of Report for each report period (Quarter). The selections are:

1. Report Card

2. Progress Report

3. Parent Conference

Report Of Progress on Annual Goal Option 1

Allows the user to report progress on up to 6

measurable goals (i.e.. for math, reading, etc.) per

student for the entire IEP year.

FORM STRUCTURE:

• Check boxes are used to report progress on the measurable goals.

• The Additional Comments section allow for an explanation of the progress

• These fields grow as data is added.

FORMS MENU

After selecting a student and beginning to complete the Progress Report Option

Click the

IEP GOALS/OBJECTIVES button

to return to the IEP Goals form to retrieve the measurable annual goal(s)

The Goals & Objectives/Benchmarks Form will open to Search for your student

Select the student from the list by clicking on the student’s name

1. Highlight the Goal Statement

2. Go to EDIT and select COPY

3. Close the door on the screen.

You will return to the Progress Report (Option 1) Screen

1. Click the cursor in the Measurable Annual Goal data entry box.

2. Go to EDIT and select PASTE (or use the “Control V” to paste the information in the data entry box)

Note:

If additional goals such as Reading, Math, Spelling, etc. have been written for a student, repeat the process until all measurable goals have been added.

Once the measurable goals have been copied into the Annual Progress Report form they are saved in this format. They can be updated each reporting period and printed from this form for the entire IEP year.

Then…When all the measurable goals have been added…

1. Click a check mark in the appropriate check box indicating the extent of progress in achieving each annual goal.

2. Use the drop down to click in any additional comments from the z-load Progress Report or set the cursor in this field to continue the explanation of the progress in the Additional Comments field.

This form will be saved and progress can be updated during each of the report

periods for the entire school year.

How is the Report of Progress On Annual Goals Option 1

different from Option 2?

Report of Progress On Annual Goals (Option 2)

Can be used by Districts to report student progress for each of the measurable Annual IEP goals during each reporting period

AND in addition… It can be used to accompany Data Charts of

progress.

It is not used to update progress on the objectives & benchmarks.

REPORT OF PROGRESS ON ANNUAL GOALS Option 2

Option 2 does not use check boxes as in Option 1 to indicate progress made toward the measurable IEP annual goal(s)

Progress can be “clicked in” from the drop down or keyed into the Report of Progress field.

Charts of progress can be attached to this form.

How to use Report of Progress Option 2

From the Forms Menu select: Progress Report Options

2. Next select:

Progress Report Option 2

1.

How to use Report of Progress Option 2

Select a Student

How to use Report of Progress Option 2

Check the Report period 1st, 2nd, 3rd,4th Quarter

and then

Check “Type of Report”: Report Card Progress Report Parent Conference

Click on the IEP GOALS/OBJECTIVES button to go to the IEP Goals and Objectives form

IEP Goals & Objectives FormUse the Search (Binoculars) icon to select a student

1. Highlight the measurable Goal Statement.

2. Go to EDIT and select COPY

3. Close the door on the screen

and 4. Return to Progress Report Option 2

Return to Progress Report Option 21. Set cursor in Measurable

Annual Goal Field

and then

2. Go to EDIT and 3. Select PASTE

4. Use the drop down to click in progress comments or set the cursor in the Report of Progress field and type in progress comments.

If additional goals have been written for other curriculum areas, repeat the process until all of the measurable

goals have been added and updated.

This form will be saved and progress can be updated during each of the report periods for the entire school year.

ADDITIONAL ISSUES TO CONSIDER WHEN USING ISBE PROGRESS

REPORTS Options 1 & 2

• Review with your school district the method you should use to write measurable goals—especially if you plan to use the ISBE Progress Reports Options 1 and 2.

• Also you must find out how you are required to manage the update of the Objectives and Benchmarks noted in the original IEP Goals & Objectives/Benchmarks form

REMINDER:

Don’t forget to “Clean Up”

and

“Back Up” your database!

Database Cleanup

• It is best to have only 1 of most forms on a child (excluding Goals & Objectives) in the database

• The forms should reflect the latest information about the child

• Instead of starting a new form each time, Edit the previous one.

• This will keep the reports up to date

Database Clean up

• At least once a year each case manager should clean up their students files in H.E.L.P.

• Students who have moved or exited Special Education Programs should be saved (if necessary) and then deleted. This can be done in Client Intake.

• A good way to check the cleanup is to use the Reports Menu.

Don’t forget to Back Up your Data

• If you are using H.E.L.P. on a Network server back up is done automatically for you each day

• However, if you are using H.E.L.P. on a standalone machine you need to do your own backup.

Don’t forget the Manual

• In every edition of H.E.L.P. the most recent manual is available on screen

• It can be viewed or printed in its entirety or by the selected page(s)

• The Table of Contents screen is linked to the pages in the Manual so a click will take you to the information you need

• There is also an index of topics.

QUESTIONS?

Don’t forget…

Our website:

www.reportsolutionsinc.com

Our phone number:

618.533.4525

We’ve Cooked up an IEP Solution

Frequently Asked Questions

1. How do I back-up my database?

2. Can I use a floppy disk (1.44 mgs) to back-up my program?

3. How do I use a USB drive to back-up my program?

4. Are there others ways store my back-up files?

5. How can I “burn” my back up on a CD?

Before backing up your database you will need to decide

which type of data source you will use to hold the exported

data.

Do NOT try to export or back up data to a floppy disk.

H.E.L.P. files are larger than the capacity of a floppy disk.You must use a larger data source to move the data

What are the larger data source options?

1. A USB key (sometimes called a Flash drive, thumb drive, jump drive or Cruzer drive)

OR

2. A “folder” either on the computer or a server drive

OR

2. Burn the exported data onto a CD

How do I use these larger data source options?

How to use a USB key

• USB keys usually are easily recognized by Windows 2000 or above. (Some Windows 98 users have reported difficulty when attempting to use a USB key)

• Insert the USB key into

one of the USB ports available on your computer

Your computer will assign the USB device a drive letter.

In this case it has name it Removable Disk (E:) At this window

select:

Take no Action

or

Cancel

Remember the Drive Letter name that was assigned by the computer.

Or you could go to MY COMPUTER

Look for the drive letter for the Removable Disk

After your computer has assigned a drive letter to your

USB drive

You are ready to use the export feature in H.E.L.P. to export data to this drive.

What if I do not have or have the capability to use a USB drive?

You can either make a “folder” on the hard drive of your machine (or if you have access to the school’s server from your machine) you can make a folder in your allotted space on the school’s server to receive your exported data.

How can I make an export folder?

You must create a file folder on your hard drive or the school’s server drive that can function as a source for your exported data.

Here is HOW to do it…

Click on “My Computer”

Go to START, PROGRAMS,

Click on the “My Computer” icon on your desktop

Just follow these instructions…

OR

Click on the C: icon(this is your hard drive)

NEXT…

NOTE: If you are logged on to the school server you will be able to find the server drive in the list that is presented on your computer.

Click on the drive letter (for example U:\) and locate your allotted space.

Right Click in the blank space to the side or bottom of the folders

In the pop-up window click on NEW and in the

extension click on FOLDER

A pop-up window will appear:

•The label, “New Folder” will be highlighted.

•While it is highlighted key in the name of the folder:

i.e. temp or spec ed

•After keying in the name of the new folder, click in a blank area in this window to “set” (take off the highlight) the name of the folder that was just keyed in.

The New Folder will appear in the window.

To make a folder on the server

• You must be logged on to the server• Go to My Computer and locate the server. It will

have a drive letter and name, for example: U:\• Locate your allotted space on the server.• Create a folder in this space as per the previous

instructions on how to create a folder and give it a name such as “backup”

• Once this is set up you will be able to see the folder when you browse to find its location.

Now you are ready to make your backup of your database.

How to Export Data

• Open the H.E.L.P. program.

• From the Main Menu

click on

SYSTEM MAINTENANCE

How do I back up my data?

• On the main menu select System Maintenance

At the next screen selectSystem Maintenance

At System Maintenance Screen 2 select “Export Data:

To “back-up” your entire H.E.L.P. database including all clients, client forms and z-loads

at the next screen Select: All Information

At the Export Screen

Select:

ALL INFORMATION

Use the browse button to find the “folder” you created or the drive letter of your USB drive or server drive.

Click OK to begin the export to the source you selected

A H.E.L.P. Browser will appear

Click on the down arrow to the right of the Look in: field

A directory of locations on your computer will appear.

Find the location you have chosen to receive the exported data

You will see a list of drives available on your computer.

If you are going to use a USB drive look for the drive letter your computer assigned. In this case it is Removable Disk (E:)

Double Click on the drive letter to get the drive letter to appear in

Look In:

To find the folder you created browse to its location

To Find the folder you created (in this case the TEMP folder) Click on it and it will appear in the Look in: field

You must give the exported file a file name…

The Temp folder will appear in the Look in: field

No matter if you are using a folder or a USB Removable Disk such as (E:\) you must give the file you are about to export a file name. Key the File name into this field. Do not use commas, slashes dashes, or apostrophes in naming the file.

After you have keyed in the File name click OPEN

You will return to the Export Screen in H.E.L.P.

Then click “OK” and export will begin

The path to the location of the place to which your data will be exported will appear here:

When the export is finished..

You will see a message

“The export is complete”

OK

How do I get the exported data from the folder I exported to on

a CD?

To Burn a CD

• Your computer must have the capability to write data to a CD (burn a CD)

• Open you CD writing program (programs vary with each machine)

Go to Start, Programs and select your CD Recording Program

NEXT

Select

“Create a Data Disk”

Select Data Disk

Place new CD in the CD drive Click Add Data

A browser will open, use the directory in Look in: to find exported data and also find the file name

Click Add

ADDAdd

To Burn a CD

Then Click button to continue and follow the on screen directions to burn a CD

After CD is burned, label and date it with a permanent marker for future reference

Aren’t you glad you have H.E.L.P. ?

Both IEP’s and Computers have come along way…