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IEP Manager 3.0 User’s Guide
Overview
IEP Manager is set
up in a data entry format. Data is
entered in layouts that are designed for speed and ease of use. This data is then placed into the appropriate places on the
IEP forms. TOOLBAR AND
BUTTONS: IEP Manager
utilizes a tool bar that is available in most of the layouts except Procedures
and Criteria. This tool bar
allows you to choose between Data Entry, Forms View or List View. When selected, these buttons appear depressed and the wording
under them is grayed out to help show what has been selected and what mode you
are in. Buttons are also included
that allow you to go to the Objectives Bank or this help file, create a new
record, delete a record, or find a record.
Two buttons are often included for printing, giving you the choice of
printing the whole IEP or, depending on which layout is being used, certain
pages of the IEP. New Feature: In the upper right
corner of many layouts, to the right of the Print buttons, you can now see what
student’s record is being displayed, the school year, how many total records
are in the database, and how many records are in the found set.
This replaces the status area on the left side and its Rolodex type icon
in previous versions. The arrow buttons let you move from one record to another in
Browse mode. Other buttons in
the data entry layout allow you to quickly access each page of the IEP.
These buttons resemble the tabs on a file folder and are used only in the
data entry layouts of IEP Manager. The tab
representing the layout that is currently in use is highlighted in a lighter
color. FORMS VIEW: As is the case for
most of the data entry layouts, you can select the Forms View button at any time
to see how the data entered appears on the form itself. LIST VIEW: List View is a
quick way to find a particular student’s record, or view certain data (Review
Dates, MFE Dates, etc.) about all the student’s in IEP
Manager. For more information,
go to Records. DATA ENTRY
TECHNIQUES: You can input all
information without leaving the keyboard to use the mouse.
To select an item in a pop-up list, you simply type the first letter.
With radio buttons and check boxes, this is accomplished by typing the
first letter of the selection and hitting the return key.
When two words in a list start with the same first letter, you can type
the first few letters of the desired word, continue to type the first letter
(selects each word starting with that letter in turn) or use the arrow keys.
In such cases, however, it is often quicker to use the mouse. If desired, you
can format text that is entered. Once
the text to be formatted is highlighted, you may select Font, Size or Style in
the Format menu. Please Note: Using the Tab key
normally takes you from textbox to textbox.
If you are using Windows and desire to tab within a textbox, use Ctrl+Tab
keys. If you are using a Macintosh,
use the Shift-Tab key combination. If you desire to
set your tabs, select Text Ruler in the Format menu.
Select text you want to be affected by the tabs, and set tabs by clicking
with the mouse on the ruler, just as you would in a word processing program.
Only the selected (highlighted) lines will be effected. Many of the
layouts in IEP Manager contain
customizable checkbox lists. By
selecting the Edit button, you can edit the choices in these lists. Important
Dos & Don’ts! DON’T: Do Not print using the Print command in the File menu.
You will not print the proper layout. Do Not use the Save a Copy as... command in the File menu.
IEP Manager saves each record
automatically. In fact, it is
likely you will have problems if you try to open files that have been saved
using this method. If you desire to
save files to a floppy disk, use the Export command in the Script menu.
See Importing and Exporting data for more info. Do Not rename any of the files included in the IEP Manager folder. IEP
Manager only recognizes the original names. Do Not use the Enter or Return key at the end of any line while
registering IEP Manager.
This will enter an invisible character, changing the registration code.
Use the tab key or the mouse to move the cursor to the next field. DO: Back up your files
frequently using the Export command button located at the bottom of the
First/Last Page layout. Export to a
media other than the drive IEP Manager is
installed on, i.e. a floppy disk, a zip drive, a separate hard drive etc. Enter goals and
objectives according to the Substitution Key. Select the
appropriate dictionary, if Spelling features don’t appear to work, or the
dictionary can’t be found. Go to
the Edit menu and select Spelling. Go
to Select Dictionaries. Locate and
select the appropriate dictionary (ies). If
you wish to save words to the dictionary, you need to select the User dictionary Select the Find
All command in the Script menu, if you appear to have lost some of your records. Data
Entry Pages First/Last Page
On this layout,
you type in the basic student information, such as first and last name, address,
city, etc. By default, the database
automatically enters the same last name and address in the parent information.
However, students may have a different last name and/or may not live with
the parent, so this can be over-ridden. Because
this IEP is specifically for the state of Ohio, “OH” is automatically
entered for the state. For grade
level, there is a drop down menu with all grade levels, including Pre-K. This list may be edited as needed. Radio buttons are used to indicate the gender of the student
as well as if this is an initial placement or an annual review. When the meeting
date and the effective dates are entered, they are placed in the appropriate
places throughout the IEP. However,
these dates may be altered if needed (example - the dates for each objective on
Procedures/Criteria layouts). For
effective dates you have the option of having IEP
Manager automatically calculate the dates to be one year, or you may elect
to enter your own To date. If you
change this option, it will not take effect until you create a new record. This option is available by going to the Auto-entry button at
the bottom of the layout. Please Note: When entering dates
in the 0/00/00 format, if you want a date to contain a year from the 1900s, you
must enter the full 4 digit year. Otherwise
IEP Manager will assume it is a year
in the 2000s, and any calculations based on that date, will be off.
For example, if you enter a birthdate as 2/17/91, IEP
Manager will accept the date as 2/17/2091. Buttons for
accessing the Proficiency Test form, Transition Services, the EMIS forms,
invitation letters and progress reports are included in this layout. See Letters, Forms & Progress Reports for more
information. If you also have MFE
Manager, data can be transferred to the Present Level of Performance section
on the IEP, using the appropriate button. A
matching ID number must be entered in both IEP
Manager and MFE Manager for this
feature to work. Data can also be
transferred from the EMIS forms (CI-214) to the Summary of Special Education
Services by selecting the Transfer button. Please Note: For both Present Level
of Performance and Summary of Special Education Services, data can be entered in
a narrative form and/or transferred from the other forms.
Data that has been transferred can be edited, added to, etc. Pop-up lists are
included to indicate both the student’s district of residence and the
student’s district of service. Again,
you have the ability to edit these lists. You
are asked to input the date of the student’s last Multifactored Evaluation.
A date exactly 3 years later is then calculated and placed as the date
for the “Next MFE”. The date of the next review is calculated based on the
meeting date. Again this can be
over-ridden as needed A button labeled
Auto-Enter Settings is at the bottom of this layout, near the Import and Export
buttons. Auto-Enter Settings allows
you to make choices and enter data that will automatically enter data of your
choice each time a new record is created, saving you even more time when
completing an IEP. Data
Entry Goals and Objectives
GOALS &
OBJECTIVES: You have two
choices for entering goals and objectives.
You may either place the cursor in the goal or objective field and enter
the data manually, or place the cursor in the code field, enter the code for the
desired goal or objective from the Objectives Bank, and hit the tab key.
The goal or objective is then placed in the appropriate field.
When goals and objectives are imported in this manner, the student’s
first name is automatically placed. Pronouns
(i.e., he/she, him/her, his/hers) are also automatically selected based on
whether you selected the Male or Female radio button on page 1. For this substitution to take place, you must have entered
goals and objectives according to the substitution key. See the Objectives Bank for further details. The number field
for numbering objectives is a pop-up menu containing numbers 1 through 8. This
list is editable. A new feature of
IEP Manager 3.0 allows you to see and scroll through the goals and objectives
stored in the Objectives Bank without leaving the Goals and Objectives layout. Please Note: You may edit
objectives after importing them. This
will not change the original objectives in the Objectives Bank. IMPORTANT: If a goal or
objective that has been input using a code, needs to be completely changed, you
must do the following in order: 1.
Select the code and hit delete. 2.
Select the entire objective and hit the delete key. 3.
Type in the new code and hit tab. PROCEDURES &
CRITERIA: Above each goal,
is a button labeled Go to Procedures & Criteria that will take you to the
corresponding procedures and criteria page.
In the Procedures & Criteria data entry layout, each objective that
was previously chosen, is shown beside choices that show how each objective is
to be accomplished. Both check
boxes and pop-up menus are used. A
narrative textbox is included for the Services and LRE columns for any
additional information that may be desired. Check boxes can be
edited by selecting the edit button in this and various layouts throughout IEP
Manager. Please Note: If you desire to
access the Review of Progress column, you can do so by going to Forms View for
the desired page and clicking the mouse in that column. Procedures and
Criteria is one of the few layouts that does not have the tool bar. Instead, a single button is included, that allows you to
return to the appropriate goals and objectives layout of the IEP. Preview
& Printing
PRINT/PAGE SETUP: You may need to
select Print Setup (Page Setup on Macintosh) the first time you open IEP
Manager, or anytime you change printers. In IEP
Manager, this can be found in the Script menu.
Orientation should be set for landscape (sideways) in IEP
Manager and in the standard portrait mode in the Objectives Bank. To preview data on
the IEP forms: • Select Forms
View on the tool bar. Please Note: In IEP Manager, the Preview Mode in the Mode Menu is generally not
used. To print records: Do NOT choose Print
from the File menu. You will not print the desired pages. Choose one of the Print buttons on the tool bar.
You generally have the choice of either printing certain pages of the IEP
or all pages of the IEP on which data has been entered.
When the Print All button is selected, you will be given a choice of
which, if any, addendums you want to print, in addition to the IEP. WHEN THE PRINT
DIALOG BOX COMES UP: • To print the
current record only (one complete IEP for one student), select Current Record. • To print all
records in the found set, select Records Being Browsed (for printing more than
one IEP). • To set the
number of copies you want to print, type a number in the Number of Copies box. Once you've
selected your print options, click OK to begin printing.
After the IEP pages have spooled to the printer, a window will come up
allowing you to choose which, if any, addendums you would like printed.
If you have not yet entered data to these forms, you may select the
Cancel button, go to Addendums, enter the desired data and print the addendums
individually. IMPORTANT:
If
for some reason, you need to cancel during any part of the printing process, a
dialog box will come up stating, “Print has been canceled.
Do you wish to continue with this script?”.
You are given the choice to either cancel or continue.
The cancel button should be selected.
You will then need to select Cancel again in the layout you are taken to. Saving
There is no need
to Save records. IEP Manager saves each record that you create or change
automatically. Do Not use the Save a Copy as... command in the File menu.
It is likely you will have problems if you try to open files that have
been saved using this method. If you desire to
save data to a floppy disk for back up or to transfer records to another
computer, use the Export button on First/Last Page data entry. See Importing and Exporting data for more info. Records
TO MOVE TO A
RECORD: Generally the
easiest way to find a particular student, is to use the List View button on the
tool bar. Then select the desired
student’s record by clicking on the record button, but you may also: • Click on the left arrow button located to the right of the
Print button to go to previous records. The
name of the student will also be displayed. • Click on the right arrow button located to the right of the
Print button to go to later records.
The name of the student will also be displayed. TO ADD &
DELETE RECORDS: • To add a new record, choose New Record from the tool bar. • To delete the current record, choose Delete Record from the
tool bar. • To duplicate a record, go to the record you want to duplicate
and choose Duplicate Record from the Script menu. TO CREATE A
DUPLICATE RECORD FOR A PERIODIC REVIEW: Select the Create
New IEP for this Student button on the First/Last Page data entry layout. SPELL CHECKING: IEP Manager
automatically checks your spelling as you input data.
A tone will sound on questionable spellings. You may also select Check Spelling in the Script menu to
check the entire IEP, or use the Check Record command under Spelling in the Edit
menu to check the entire layout you are currently in. Importing
& Exporting Data
TO EXPORT RECORDS
FROM IEP MANAGER: 1.
Choose the Export button on the First/Last Page Layout. 2.
When the dialog box opens, type a name for the export file and specify
where you want it saved. 3.
Click OK. TO IMPORT RECORDS: 1.
Choose the Import button on the First/Last Page Layout. 2.
When the dialog box opens, locate the file to be imported and click OK. TO EXPORT RECORDS
FROM THE OBJECTIVES BANK: 1.
Open the file you want to export. 2.
Choose Export from the Script menu. 3.
When the dialog box opens, type a name for the export file and specify
where you want it saved. 4.
Click OK. TO IMPORT RECORDS
FROM THE OBJECTIVES BANK: 1.
Open the file (destination) that will receive the imported records. 2.
Choose Import in the Script menu. 3.
When the dialog box opens, locate the file to be imported and click OK. IMPORTANT NOTE: To save records to
a floppy disk or to keep a backup copy, use the Export button. If you desire to export a single student’s record or a
particular group of students’ records (for example - only third graders), use
the Find command first to find only that/those desired student(s). Finding
and Sorting
TO FIND RECORDS: 1.
Go to the layout you want to use to find records. 2.
Choose Find Record from the Tool Bar. You see a blank find request that
looks like a record without data. 3.
Type values in the appropriate fields. 4.
Hit the Return or Enter key. MISSING SOME OF YOUR
RECORDS? • Select the Find All
command in the Script menu. TO SORT RECORDS IN
IEP MANAGER: 1.
Find the records you want to sort, or to sort all records, choose Find
All from the Script menu. 2.
Choose Sort from the Script menu. 3.
In the Field List, select the name of the field you want to sort by and
click Move to put the field name in the Sort Order list. 4.
Add any additional sort fields in the same way. 5.
Click Sort. The sort order
instructs IEP Manager to arrange
records in ascending, descending, or custom order. IEP
Manager sorts by the first field in the sort order, then by the second, and
so on. TO SORT &
RENUMBER OBJECTIVES IN THE OBJECTIVES BANK: Don’t use Sort
from the Mode menu. Simply select
the Sort & Renumber button on the tool bar, and objectives will
automatically be sorted according to type (Goal or Objective), category,
sub-category and alphabetical order and will then be renumbered in order.
This can also be done now in the Goals and Objectives layouts from within
IEP Manager. More
Than One Goal on a Page?
IEP Manager can put
multiple goals on one page, however you are limited to a total of 6 objectives
per page. For example, you could
have 1 goal with 2 objectives and a second goal on the same page with up to 4
objectives. In order for your
goals to line up with their objectives do the following: 1.
Enter your Student’s Needs. If
you will have another Student’s Needs for your second goal, hit the Enter or Return key several
times and enter the second one. 2.
Enter your first goal, hit the Enter or Return key several times and
enter your second goal. 3.
Enter your objectives. 4.
Go to Forms View and place the cursor between the first and second goal.
Hit Enter (Return) or Backspace (Delete) as necessary
until the second goal lines up with its first objective.
If you have 2 Student’s Needs, repeat this
process with them. WARNING: If you plan to use the
Progress Chart or the IEP - Quick View, do not put more than one goal on a page.
The second goal will not show up and/or line up properly. Need
More Goals or Objectives?
IEP Manager is set
up for 8 goals with up to 6 objectives each.
If you should need more goals or objectives, do the following: MORE THAN 8 GOALS: 1.
Create a new record. 2.
Enter student name and effective dates. 3.
Continue entering goals and objectives. Please note: You will need to print
these goals and objectives pages separately. MORE THAN 6
OBJECTIVES: 1. Edit
your objective number list to include the necessary numbers (or letters, if
used). For example, add the numbers 7, 8, 9,
etc. 2.
Enter your goal and its first 6 objectives. 3.
Go to the next goal. 4.
Leave the Student’s Needs and Goal boxes empty, and enter your
objective(s). 5. Begin
numbering with “7”. Objectives
Bank
With the
Objectives Bank, you can create and store goals and objectives that are commonly
used. The goals and objectives can
be organized into different categories and sub-categories.
It contains two basic layouts: a
data entry layout and a list view layout. The data entry
layout is the easiest way to input new objectives.
The list view layout is a good way to search for the appropriate
objective to use. Please Note: A Print Master List
button is included in the tool bar, for printing a “hard copy” of your
objectives. Data entry of new
objectives: 1.
Go to Data Entry in the Objectives Bank. 2.
Select New Record from the tool bar. 3.
Type in your goal or objective. Please Note: You MUST enter goals and objectives according to the Substitution Key.
You have the choice of typing either “<student>” or the ~
symbol (above the tab key) any place that you want the student’s first name to
be substituted. When typing subjects, objects or possessives,
always use the masculine form: he instead of she, him instead of
her, his instead of hers. When
the student is a female, IEP Manager
will automatically make the proper substitutions. 4.
Select a Goal or Objective from the drop-down menu.
Then select the appropriate category and sub category (if desired) for your
new objective. 5.
You may desire to select the Sort and Renumber button on the tool bar to
reorder your objectives. A sample set of
objectives is included in the Objectives Bank, and is meant only to show
different examples of how to use the Substitution Key. Please Note: As each new goal or
objective is entered, it is automatically assigned a code.
However, as you create and delete goals and objectives, gaps in the code
are bound to develop and goals and objectives won’t be in order according to
category. The Sort & Renumber
button sorts the goals and objectives according to “type”, “category”
and then “sub-category”, and then renumbers them starting with “1”. New Feature: You can now save goals
and objectives from within IEP Manager’s Goals and Objectives pages.
If you manually enter a goal or objective that you would like to save to
the Objectives Bank for future use, simply select the Save to Bank button.
The corresponding goal or objective will be saved to the Objectives Bank
and the student’s first name and gender related pronouns will be appropriately
entered, to follow the Substitution Keys guidelines. You can now even
create a new objective, edit objectives, sort, renumber and select the
appropriate categories and sub-categories without going to the Objectives Bank. Addendums,
Letters & Progress Reports
On the First/Last
page layout, there are buttons for various forms, letters and progress reports.
If you plan to print the Proficiency Test or the Transition Services
pages, you will likely want to input information first.
You may then print any of these forms individually or select to print
them after the Print All button has been selected. If you click the
Letters & Forms button, you will have access to the various state formatted
invitation letters and the EMIS forms. Unlike
the pages mentioned above, letters are not included when the Print All button is
selected. They can be printed
individually from the tool bar, while in that layout. In the Progress
Reports layouts, goals and objectives are automatically transferred to the
Progress Report. Evaluation data
may be entered before printing, or you may wish to print off the forms and enter
evaluation data by hand, saving the need to print the Progress Report each time
objectives are evaluated. On the Progress
Chart, you can customize the Charting Codes and Comments with your own codes and
comments. Unlike the Progress
Report, criteria is also included. On the IEP - Quick
View, data entry is not needed or even possible.
Student name, school year, grade, goals and objectives are automatically
transferred and placed. This form
can be printed off and given to those who may need just the student’s goals
and objectives, and not the other information on the full IEP. Recovering
Damaged Files
Power failures,
hardware problems, or other factors can damage an IEP
Manager file. If IEP
Manager discovers a damaged file, a message appears to let you know. To recover a
damaged file on Windows, double-click IEP
Manager and press Ctrl+Shift while the file is opening.
Hold the keys down until you see the Recover File dialog box. To recover a
damaged file on Macintosh, double-click IEP
Manager and press Option-Command while the file is opening. In the recovery
process IEP Manager does the
following: • Creates a new file • Renames the damaged file.
It adds “old” to the end of the damaged filename.
For example, the file Iep would be renamed Iep old. • Gives the repaired file the original name VERY IMPORTANT! You should
regularly make a backup copy of IEP
Manager, by either making an exact copy on a separate drive (i.e. - separate
hard drive, or a Zip drive), or using the Export button and saving it to a
floppy disk or a separate drive.
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Any questions or concerns please contact: #tech@pv.noacsc.org
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