ELMS for Teachers
“Do your little bit of good where you are. It’s those little bits of good put together that overwhelm the world”
– Desmond Tutu
Table of Contents
Introduction (stop at 38% complete)
Data In (stop at 67% complete)
Data Out
• ELMS and Data Use • Logging into ELMS • Individual Child Records
• Developmental Screenings • IEPs • Parent-Teacher Conferences
• Developmental Screenings • Parent-Teacher Conference Minutes • Enrollment Count
Welcome!
• Welcome to ECEAP! This tutorial reviews all data-related tasks you need to know as you get
started with ECEAP. It includes an overview of ECEAP data and the ELMS data system.
• You can stop and finish the course later. The Table of Contents shows how the course is divided.
A course navigator appears after each section to help you keep track of what you've learned
and what's coming.
• = course navigator page
• = section complete
• = what’s coming next
How you’ll navigate the course…
You will learn about:
• Early Learning Management System, or ELMS, the data collection system for
ECEAP.
• How to find and enter information about children and families in ELMS.
• Running ELMS reports to help you in your job.
PSESD Early Learning uses data for:
• Planning program and services
• Supporting sites, and
• Quality assurance
All of your data tasks:
• Can help you plan your work with children and families.
• Are tied to metrics that we report to our funders throughout the year.
• Ensure continued funding for services to children and families.
Act
Take
Data
Report Analyze
Plan
ELMS
Education Data
Health and Nutrition
Data
Family Support Data
“Data In”
• ECEAP generates Health, Family Support, and
Education-related data for all enrolled children
and families.
• ELMS is collection point for those data.
• Teacher data falls into Education category.
These include:
1. Developmental screening results
2. IEP dates and disability categories
3. Parent Teacher conferences
You will learn about:
• Early Learning Management System, or ELMS, the data collection system for
ECEAP.
• How to find and enter information about children and families in ELMS.
• Running ELMS reports to help you in your job.
ELMS Database
• From this point we will be working in the ELMS database.
• Have your username and password ready if you wish to log in and follow along.
• Open a new browser window and go to the Early Learning Portal on the Department of Early
Learning website. Direct URL https://apps.del.wa.gov/
• If you do not have an ELMS login, contact Colette Dutton [email protected] or Sue
Gettmann [email protected].
Finding Data on an Individual Child
• Logging into ELMS
• Child Search page
• Layout of Child Records
2. It will send you to the News page,
which has updates, reminders, and
links to ELMS tutorials.
3. Click on the Child tab. It will take you
to the Child Search page.
Logging into ELMS
1. Logging into ELMS will take you to the
Early Learning Portal. Click the ELMS
hyperlink in the Application column.
Child Search Page
1. On the Child Search page, type a student’s name in the Child
Name box and click the Search button.
2. The search results will appear at the bottom of the page.
Find the child’s name that you need and select Child/Family
Updates on the right-hand side of the screen.
Household
• This takes you to the Household tab, which includes
addresses, phone numbers, and basic demographics
like language and race.
• The child's name is at the top of the screen.
• The tabs under the child's name correspond to a
service area in ECEAP, and is how ELMS organizes
child records.
Medical Status Health
• The next tab is Medical Status,
which includes information about
special health needs, and results of
physical exams
• This information can be helpful for
understanding stressors affecting
the child and family.
Dental Status Health Health
• The next tab is Dental Status.
• You can find the results of dental
screenings or exams near the bottom of
the page under the sub-heading Dental
Exam or Screening by a Dental
Hygienist.
• Dental concerns can also be important
background information on your
students’ oral health and access to
dental care.
Health Screening Health Health
• The next tab to the right is Health
Screening.
• This is where results of hearing, vision
and growth screenings are documented.
• Every ECEAP child is screened within the
first 45 days of enrollment.
• Skipping the Child Development tab, we
come to the Family tab.
• It has Family Support notes and a record of
risk factors related to ECEAP eligibility.
• Check this page to learn about past and
present issues affecting the family. This will
help you better understand and support the
children in your classroom.
Family Family
Support
Child Development Health
• The Child Development tab is where you can
find education-related data for every child who
enrolls.
• As a teacher, this is where you will document:
1. Developmental screenings
2. IEP dates and eligibility
3. Parent-teacher conferences
• Let's look at how to enter these data.
Entering Developmental Screening Results
• Note: ECEAP requires one developmental screening per child, during their first year of ECEAP.
• Using Child Search, go to the Child Development tab in the student’s ELMS record.
• Click the blue Add Developmental Screening button on the right side of the screen.
• A window will pop up. The first two boxes in the pop-up – screening date and screening result -
should be filled in for every student who was screened regardless of their score.
Entering Developmental Screening Results
If the student passed the
screening At Age Level then
you are done. Click Save and
exit.
If the child requires a
Rescreen or Refer, consult the
Disabilities Services Checklist
on how to proceed.
Entering Developmental Screening Results
The last 3 fields are related to the Special Education referral and evaluation process. They apply
only if the student did not pass the screening at age level.
Entering IEP Eligibility and Start/End Dates
• Documenting new IEPs for children just found eligible for Special Education
• Updating information for children with pre-existing IEPs
Children with Disabilities and Individualized Education Plans (IEPs)
• When a child is found eligible for special education, the team decides what they need to learn
over the next year in order to get ready for kindergarten. This is called an Individualized
Education Plan (IEP). It is valid for one year, after which the team must meet again to write a
new one.
• Some children already have an IEP when they are accepted into the program.
• Others are evaluated and found eligible after they are already enrolled.
To Add or Update a child’s IEP in ELMS, you will need to know three things:
1. The start and end dates of the IEP
2. The disability categories included in the IEP
3. The school district that issued the IEP
You are responsible for monitoring and
updating IEP data throughout the year.
Any child in your class who already has an IEP will have a record of it on their Child Development
page in ELMS.
Adding or Updating an IEP
Select the Child Development tab and scroll down to Individualized Education Program (IEP).
To add a new IEP, click the Add IEP button.
To update an existing IEP, click the Edit hyperlink. The Add IEP button will be disabled.
Adding or Updating an IEP
Adding or Updating an IEP
1. A window will pop up. Enter the IEP Start and End Dates.
2. Check all disability categories included in the IEP.
3. Select the School district that issued the IEP.
4. Save and exit. You will now see a record of the IEP on the Child Development page.
Entering Parent-Teacher Conferences • Informal Conferences
• Formal Conferences
1. Using Child Search, go to the Child Development tab in the student’s ELMS record.
2. Scroll down to the Parent/Teacher Conferences sub-heading and click the Add Parent Teacher Conference button.
3. A window will pop up for you to enter the details of the parent/teacher conference.
Entering Parent/Teacher Conferences
4. Enter the Date of the conference.
5. Select the Teacher Name from the
dropdown box.
6. Select Yes/No to indicate whether
this was a formal parent-teacher
conference. If Yes then an
additional three boxes will appear:
Location, Topic(s), and Length in
minutes.
7. Enter any notes and follow-up plans.
8. Save and exit.
Entering Parent/Teacher Conferences
“Data In…”
Once these data are in ELMS, you
can view or report on them again
whenever you want.
ELMS
Education Data
Health and Nutrition
Data
Family Support
Data
Individuals
Data In…
Group
…Data Out
• Reports are dynamic, so every change to your class roster and new information on your
students will show up next time you run reports.
• Reports let you group
information in convenient
ways, like parents’ phone
numbers or students with
disabilities sorted by IEP end
date.
“…Data Out”
You will learn about:
• Early Learning Management System, or ELMS, the data collection system for
ECEAP.
• How to find and enter information about children and families in ELMS.
• Running ELMS reports to help you in your job.
• This section shows you how to run three reports you will need as an ECEAP Teacher:
1. Developmental Screening Report,
2. Family Support and Parent-Teacher Conference Minutes Report
3. Enrollment Count Report
Reports
• Click on the Reports tab at the top of
the page. Scroll down and select the
one you want.
Developmental Screening Report
Displays children’s developmental screening dates and results
From the Reports tab, click on the Developmental Screening report. In the pop-up -
Developmental Screening Report
1. Select the school year from the
dropdown.
2. Select whether to display data
by Site or Class.
3. Specify the date range you
want.
4. Click on the Run Report button
• Sort on Original Screening Date to find children who still need to be screened. Any child
without a date in that field will be grouped at the top of the page.
• Sort by the Result column to find all your students who need to be rescreened or
referred.
Click an arrow to re-sort
results by the data in that
column. It is an easy way
to find what you need.
For example:
Developmental Screening Report
Family Support and Parent-Teacher Conference Minutes Report
Displays number of family support visits and total parent-teacher conference minutes for each child
1. Verify the correct
school year and class
are showing.
2. Click Run Report
button
Go to the Reports tab and select the Family Support Visits and Parent-Teacher Conference Minutes
Report. In the pop-up -
Parent-Teacher Conference Minutes Report
• Sort by Child’s First Day in Class
to see which children are
coming close to the 90 day
deadline.
• Sort by Parent Teacher
Conference Minutes to find
children with the fewest
minutes.
Use the sorting function (left) to
plan and prioritize your work. For
example:
Parent-Teacher Conference Minutes Report
Enrollment Count Report
Displays count of enrolled children, with age, IEP and over income status
From the Reports tab, select Enrollment Count Report. In the pop-up -
Enrollment Count Report
1. Select the current school year from the
dropdown.
2. Select Site or Class to indicate how you
want the data displayed in the report.
3. Select the date range. The default is the
day you run the report.
4. Run the report.
This report tallies your students by total and by age group. The percentage of students with IEPs
and those who are over-income-and-no-IEP are also included.
• Check this report regularly to monitor changes in age and IEP status as your class
roster changes over the program year. For instance, a shift from mostly 3’s to mostly
4-year-olds will probably affect your curriculum planning.
Enrollment Count Report
You Learned about:
• Early Learning Management System, or ELMS, the data collection system for
ECEAP.
• How to find and enter information about children and families in ELMS.
• Running ELMS reports to help you in your job.
Additional Resources • ELMS Tips • Eligibility and Enrollment Manual • Waiting Lists and Enrollment screencast • Monthly Report How-To
PSESD ELMS Resources
• Go to earlylearningwa.org → For Staff → All Staff Hub → Data – ELMS (ECEAP)
Contact Us
Colette Dutton User accounts, tech support
425-917-7888 253-778-7888
Sue Gettmann User accounts, tech support
425-917-7887 253-778-7887
Cathy Schley Tech support 425-917-7721 253-778-7721
Paméla Raya-Carlton
Tech support 425-917-7832 253-778-7832
Nathalie Jones Tech support 425-917-7719 253-778-7719