IEP PA

Individualized Education Program (IEP) for the State of Pennsylvania

 

To create a new IEP for a student, refer to the Create an Individualized Education Program (IEP) –Wizard. Create an IEP WizardThis document will review the steps to create an Initial or Annual Review or make a Revision to an existing IEP.

Once the Wizard process has been completed, the IEP will display to the screen.  

 

Step 1 – Selecting a Student

 

To review or work on an IEP:

1. Click Student Management > Manage an Existing Student or Manage My Student.

2. Use the Search window to find the student based on either Last Name, First Name or Student ID.

3. Click Search.

4. Click the appropriate Name to select a student.

Once a student has been selected, the student’s Name, ID, Birthdate and Age will display.  The Forms that can be created for a student will listed.  Click on the IEP link.

 

 

Step 2 – Selecting a Plan

 

The IEP Summary page will display.  All IEP’s for the student will be listed in descending order with the most recent first.

 

 

The Name of the form, Type and Start and End dates will display.  

Revise will be used to make a revision to a current IEP.  

Click the appropriate link, the IEP will display to the screen. The IEP Navigation Bar will display on the left of the screen.

 

Student Name, IEP Name and IEP Dates will display at the top of the Navigation Bar.

 

The IEP Navigation Bar is divided into three areas:

1. Sections

     There is a separate link for each section of the IEP.  The View All link will display the entire IEP.  

2. Maintenance

     These options will allow the user to maintain various sections of the IEP.

3. Archives

    Archives are permanent PDF copies of an IEP.  Click Finalize from the Maintenance options to create an Archived copy of             the IEP.  An IEP should be Finalized only after it has been completed and a copy has been sent home to the parents/guardians  of the student.  An Archived IEP cannot be deleted.  The Date and Time the IEP was Finalized will display.

 

Step 3 – Working in the IEP

Sections

The following sections are listed on the Pennsylvania IEP:

 

• Main – Demographic information, IEP Team  and Procedural Safeguards Notice

• Section I – Special Considerations

• Section II – Present Levels of Educational Performance

• Section III – Participation in Assessments

• Section IV – Transition Planning

• Section V – Goals and Objectives

• Section VI – SE Related Services/ESY

• Section VII – Least Restrictive Environment

• Section VIII – Penn Data Calculations

• View All

In Sections, click on any link to move to that section.  Click View All to display the complete IEP to the screen.  Use the scroll bar to move through the different sections.  

There are four types of data entry that are used throughout the IEP:

1. Free-text boxes

2. Screen Buttons

3. Radio Buttons/Check Boxes

4. Statements

 

Free-text boxes are used to enter narrative comments or statements.

Screen Buttons will display a separate screen used to enter data.  On these screens you will be entering dates and selecting data from drop-down boxes.  

Radio Buttons/Check Boxes are used to select or check off options.

Statements will display canned statements from a Goal Book that can be selected to display on the IEP.  If necessary, these statements can be modified.  Typically when selecting Statements, you will also have a free-text box to enter additional information.  

 

The following options will display at the top and bottom of each section:

Save

      Information from each section should be saved before moving to another section.

Return

     Return to the Student Summary page.

Print Preview

      The form will be displayed in Adobe Acrobat.  Select the Print icon or click the Save icon to save a copy of the form to your                                                                    computer.

 

                                                                                

 

Main

This section contains demographic information about the student and guardian(s).  Dates from the IEP Team Meeting and the IEP Implementation Date and End Date are also included in this section

 

 

The default Letterhead for the district will be displayed.  

Student and Guardian information will be displayed on the form based on information transferred from the SunGard Student Management System into IEPPLUS.  The form will display guardian information from the student’s Contact Summary where Type is set to Parent/Guardian.  A guardian will not be included if Do Not Send Mail is selected on the guardians Address screen.  If this information is not correct, it should be corrected in the student management software.

 

To add the Year of Graduation, click the Add button.  The following screen will display:

 

 

The Important Date screen will display.  The Type will be set to Anticipated Graduation.   Enter the date in the following format, MM/DD/YYYY.

Additional free-text information about the student may be entered in the Other Information box.

The LEA/Revision section consists of a free-form text box and an In-line Revision grid.

To add text into the LEA text box, single click into the text box area and start typing.

Click the ADD button to add a new line.  Enter text into text box areas and click the Update button to save your work. You can add as many additional lines as you would like.

Once a line has been added, you can Edit or Delete that line by clicking the appropriate buttons

The IEP Team members will display.  This information will display the attendees from the IEP Team meeting selected when creating the IEP.  You can make a change to an Attendee, Delete an Attendee or add additional Attendees to the meeting.  For more information, refer to the document, Meeting Scheduling.Meeting Scheduling

To add a student and/or parent, to the IEP, click the check box next to the student and/or parent name. The attendee positions are hard coded on the IEP form. To add an attendee, click the Search for a name radio button. To enter a name from scratch, click on the Enter a New Name radio button. To add any additional attendees click the Add button and either search for a staff member or enter a name from scratch.

Written input received from the following members is just a standard text box. Click and Type.

 

 The Procedural Safeguards Notice will print on the IEP form for the parent/guardian to sign.

 

Section I - Special Considerations The IEP Team Must Consider Before Developing the IEP.  Any Factors Checked Must Be Addressed In The IEP

 

 

 

1. Check the radio button to indicate that a student is Blind or Visually Impaired.  The default is No.

2. Check the radio button to indicate that a student is Deaf or Hearing Impaired.  The default is No.

3. Use the check boxes to indicate that the student:

• Has Communication Needs

• Requires Assistive Technology Devices and/or Services

• Has Limited English Proficiency

• Exhibits Behaviors that Impede His/Her Learning or that of Others

• Is in need of Transition Services

• Any Other considerations that should be taken into account should be indicated in the free-text box.

 

Section II – Present Levels

1. Use the free-text box to enter narrative about the student’s present levels of academic achievement.

2. Use the free-text box to enter narrative about the student’s present levels of functional performance.

Click the Add button to enter in Behavior information on the student. Once the Add button is clicked you will be enter in free form text into each area. (See below):

Click the Update button to save your work.

Use the free-text boxes to enter narrative about the student’s Strengths / Academic, Developmental Needs / Effect on Involvement and progress.

Section III – Participation in State and District-Wide Assessments

1. Select the appropriate radio button to indicate:

• The student will participate in the PSSA without accommodations.

• No state assessments are given at the student’s grade level during the term of the IEP.

• The parent’s request their child be exempt from PSSA/PASA due to religious reasons.

• The student will participate in the PSSA with accommodations.

• The student will participate in the Pennsylvania Alternate System of Assessment (PASA).

2. If the student will participate in the PSSA with accommodations, click the Add button next to the appropriate subject area(s) and select Accommodations statements from the Goal Book

3. If the student will participate in the PASA, use the free-text box to indicate why the PSSA is not appropriate for the student and use the check boxes to indicate how the student’s performance on the PASA will be documented.

1. Select the appropriate radio button to indicate if the student:

• Will participate in  Local assessments without accommodations

• Will participate in the Local assessments with accommodations

• The student will take an alternate Local assessment

2. If the student will participate in Local assessments with accommodations, click the Add button to select Accommodation statements from the Goal Book.

3. If the student will take an alternate Local assessment, use the free-text boxes to explain why the child cannot participate in the regular assessment and why the alternate assessment is appropriate.

Section IV – Transition Planning

Use this section to define the activities to promote the student’s movement from school to post-school activities.

The Desired Post-School Outcomes section is separated into three types of services:

• Post Secondary Education/Training Outcome

• Employment Outcome

• Independent Living Outcome

1. Click the Add button, select a Program Modification or SDI statement from the Goal Book and click the Save and Return icon.  The following screen will display.

2. Click the Edit button to select Location, Frequency and Agency Responsible information from the drop down boxes.  If necessary, edit How Service will be provided, Activity/Service, IEP Goal Y/N  and/or the Projected Beginning and Anticipated Duration dates.

3. Click Update to return to the form.

1. Enter free-text statements to indicate the long-term activities required to help the student meet their post-school outcomes.  Click Add to select Services statements from the Goal Book.

1. Enter the community agencies that can assist the student in their post secondary transition in the free-text box.  In addition to the agency, this section should include how the student and guardians can contact the agency and how the agency can assist in meeting post-school outcomes.

2. Click the Add button select an Agency statement.  

Section V – Goals and Objectives

This section should include measurable goals for the term of the IEP.  Some Goals should include Short Term Objectives and Benchmarks, the Expected Level of Achievement and the Method of Evaluation.  In addition, each goal should include a statement on How the Goals will be Measured, and When Progress will be reported to the parents.

1. Click the Add Goal button to add a new Goal.

2. Refer to the document Adding Statements for more information on adding goals Adding Statements to the Individualized Education Program (IEP)

Once you have added your Goal and objective, click the Edit button located on the upper right hand corner of the Goal grid. This will put you into edit mode where you will be able to edit the text of your goal and objective without having to go into the goals and objectives sub-screen. You will also be able to add any attachments to your goal and objective by checking off the appropriate attachments. (See screen shot below in edit mode).

Below each goal will be the corresponding objectives which will also be in edit mode. (See below).

Click the Update button once you are done to Save your work.

** Progress Reporting: You will continue to use the Progress Report Utility to do your progress on each Goal and/or Objective.

Filters for Goals and Objectives:

• Goal Type:  Goal

• Objective Type:  Objective

• Expected Level of Achievement Type:  Attachment

Category: Achievement

• Method of Evaluation Type:  Attachment

Category: Materials/Evaluation Criteria

• How Goals will be Measured Type:  Attachment

Category: Materials/Evaluation Criteria

• When Progress will be Reported Type:  Attachment

Category: Progress Reporting

 

Section VI – SE Related Services/ESY

This section includes the following:

A. Program Modifications And Specially Designed Instruction (SDI)

B. Related Services (w/Supplementary Aids if necessary)

C. Supports For School Personnel Provided For The Child

D. Extended School Year

When the IEP is created, new records will be created for active services with the date ranges entered when creating the IEP.

A. Program Modifications And Specially Designed Instruction

1. Click the Add Program Modification or Add SDI button, select a Program Modification or SDI statement from the Goal Book and click the Save and Return icon.  The following screen will display.  

2. Click the Edit button to select Location and Frequency information from the drop down boxes.  If necessary, edit the Description and/or change the Beginning and Anticipated Duration dates.

3. Click Update to return to the form.

B. Related Services

1. Click the Add Service button to add a new Related Service.  The following screen will display:

2. The screen will display with the Date Range used when creating the IEP for the student.  This date range can be changed.  Start Date is required.  This date should only be updated if the Projected Beginning Date and Anticipated Duration of the service if are different from the beginning and end dates of the IEP.  

3. Type will default to Related Service.  Type is a required field.

4. Select a Service from the drop down list.  Different Services will be available based on the Service is a required field and will print on the IEP.

5. Select Location from the drop down list.  Location refers to where the student will be receiving the service and will print in the Location column on the IEP.

6. Select Class Size Ratio from the drop down list.

7. Enter Special Education Frequency and Duration.  This will print in the Frequency column on the IEP.

8. Enter the Setting or type of classroom where the student receives the service.  This field will print on the IEP in the Location field.

9. Click the Staff tab to add the name of the staff member providing the Service.  This information does not print on the IEP but can be used to create student lists by Service Provider.

10. Click Save to save the Service and return to the IEP.

C. Supports For School Personnel Related to Student’s Needs

1. Click the Add Support button to select a Support for School Personnel statement from the Goal Book and click the Save and Return icon.  The following screen will display.

2. Click the Edit button to select Location and Frequency information from the drop down boxes.  If necessary, edit the Description and/or change the Beginning and Anticipated Duration dates.

3. Click Update to return to the form.

D. Extended School Year

1. Enter free-text narrative text into one of the two text boxes based on whether the student is eligible or not. (The text box will be turned on once you select the appropriate Radio button).

2. Click Add ESY Service to add Related Services to be provided.  

3. Click Add ESY Placement to add a Placement for the Extended Year session.  The following screen will display:

1. The screen will display with the Date Range used for the Summer section when creating the IEP for the student.  This date range can be changed.  Start Date is required.  This date range will print on the IEP.

2. The Session will default to Summer.   

3. Select the Placement or Support for the student.  This information will print on the IEP.

4. Check to indicate this is a Primary Placement.  Only the Primary Placement for each session will print on the IEP.

5. Select the Location of the Placement from the drop down box. This information will print on the IEP.

6. Select the student’s Grade during this Placement.

7. Enter the Duration of the services.  Duration should be entered in hours/week format.

8. Select the Type of Service from the drop down list.  This field will print on the IEP and is required for Penn Data.

9. Select the Location of Program from the drop down list.  This field will print on the IEP and is required for Penn Data.

10. Select the Length of Program from the drop down list.  This field should be used to indicate the % of time the student spends outside of the regular education classroom.  This field will print on the IEP and is required for Penn Data.

11. Optionally enter the Time in Special Education % and the Time Outside Regular Class %.

12. Click the Staff tab to add the name of the staff member for the Placement.  This information does not print on the IEP but can be used to create student lists by Service Provider.

13. Click the Save icon to save the Placement and return to the IEP.

• Click the Add Program Modification or Add SDI button to select an ESY Program Modification or SDI statement from the Goal Book.  Once a statement has been added, click the Edit button to select Location and Frequency information from the drop down boxes.  If necessary, edit the Description and/or change the Beginning and Anticipated Duration dates.

Section VII – Least Restrictive Environment (LRE)

This section will provide Placement information for the student for the entire term of the IEP.  The Placement will be listed in 3 sections:

1. Recommended – From the IEP Start Date through the end of the school year.

2. Summer – If necessary, Extended School Year Placements.

3. Next Recommended - From the Start Date of the next school year through the IEP End Date.

When the IEP is created, new Placements will be created for active Placements with the date ranges entered when creating the IEP.  If this is an Initial IEP, click Add Recommended Placement, Add Summer Placement, and Add Next Recommended Placement to create necessary Placement records. The following screen will display:

1. The screen will display with the Date Range used for the Recommended section when creating the IEP for the student.  This date range can be changed.  Start Date is required.  This date range will print on the IEP.

2. The Session will default to Recommended.   

3. Select the Placement  or Support for the student.  This information will print on the IEP.

4. Check to indicate this is a Primary Placement.  Only the Primary Placement for each session will print on the IEP.

5. Select the Location of the Placement from the drop down box. This information will print on the IEP.

6. Select the student’s Grade during this Placement.

7. Enter the Duration of the services.  Duration should be entered in hours/week format.

8. Select the Type of Service from the drop down list.  This field will print on the IEP and is required for Penn Data.

9. Select the Location of Program from the drop down list.  This field will print on the IEP and is required for Penn Data. This field will also determine which section or grid to activate (Section A or B).

10. Select the Length of Program from the drop down list.  This field should be used to indicate the % of time the student spends outside of the regular education classroom.  This field will print on the IEP in column 6 of the Penn Data calculation grid and is required.

11. Enter the Total # hrs in special ed services in reg ed class . This data will be displayed in Column 2 of the Penn Data calculations grid.

12. Enter the Total # hrs in special ed services outside reg ed class .  This data will be displayed in Column 3 of the Penn Data calculations grid.

13. Click the Staff tab to add the name of the staff member for the Placement.  This information does not print on the IEP but can be used to create student lists by Service Provider.

14. Click the Save icon to save the Placement and return to the IEP.

15. You can also add any secondary Placement record to the IEP for all date ranges. The Primary record will have a “*Primary”, flag next to it.

If an ESY Placement had been added in Section IV – Special Education/Related Services, it would display in this section.

1. Enter free-text narrative explaining the extent the student will not participate with non-disabled children in the regular education class and in the regular education curriculum.

2. The Type of Service code will display next to the A. Type of Service heading on the IEP.

3. The Type of Support code will display next to the B.  Type of Support heading on the IEP.

4. The Home/Neighborhood School record will determine whether the “Yes” or “No” check box  gets checked. If no Home School record is entered or not found within the corresponding Placement record’s date range the “Yes” box will check off by default. If a Home School record is entered or found within the corresponding Placement record’s date range and the Home School building matches the Placement record’s building then, “Yes”, will check off.  The only condition in which the “No” check box is checked off is if a Home School record is entered or found within the corresponding Placement record’s date range and the Home School building does not match the Placement record’s building. The Home School building will display next to the C. Location of Child’s Program: heading on the IEP webform only.

5. The Location of Program code entered into the Primary Placement record will determine which grid gets activated (A or B). Any Location of Program code that has an Alternate code = SE or RS attached to it, will trigger the Penn Data Calculation Grid in section (A).

6. Any Location of Program code that does not have an Alternate code = SE or RS attached to it, will ignore the  Penn Data calculation grid and activate the section B.  For children being educated outside regular school buildings grid.

 

VIII. PENN DATA - LEAST RESTRICTIVE ENVIRONMENT (must select and complete either A or B as appropriate)

Section A Grid:

1. The corresponding placement record can be accessed by clicking on the blue Date Range link located at the top of the calculation grid.

2. Calculation Columns:  Column 1: The sum of column’s 2 and 3. /  Column 2: will display the data entered into the Total # hrs in special ed services in reg ed class  field. Column 3: will display the data entered into the Total # hrs in special ed services outside the reg ed class  field.  Column 4:  will display the total # of hours per week that you enter directly into the rectangular text/numeral box located on the webform. (You can also have a default number of hours attached to any building code in the database. Simply add an Identification Type = “Hours”, and then enter in the number of hours into the description field. This identification type is now linked to the building. When you select this building in the placement record column 4 will automatically fill in). Column 5: Click the Calculate button to calculate columns 3 and 4. Column 6: This check box will automatically check off the appropriate % based on the data that you entered into the Placement record’s “Length of Program” Field. (Because the Length of Program field is usually a required field, Please add a Length of Program code = “NA”, so that the end user is not forced to pick a % code).

.

Section B Grid:

1. This section is  triggered based on the Location of Program code that is entered into the placement record.

2. Any Location of Program code that has an Alternate code = SE or RS will only trigger the section A: Calculation grid.

3. All other Location of Program codes will trigger the Section B: “Children Outside the regular school buildings grid. The alternate code attached to the Location of Program code, will determine which check box gets checked off. Below is a list of Location Alternate Codes:

Section VIII – Penn Data Calculations

The Penn Data Calculations section is Read Only. It is there as a reference. No Edits or Modifications can be done.