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hello i'm diane mccarron i am the director of services for sped forms and we're going to go through some initial user training today i'm going to show you how to get set up and personalize fed forms for your use a little bit of background information about sped forms and will take you just through the beginnings of how to use the forms so sped forms was started a number of years ago back in 1995 when someone decided that they were going to use filemaker pro to create a program before that we had something very silly between different districts some people were using actually ncr paper which as you can see here had different layers and i when i started we had to write really hard on this paper in order to make our ieps written but we decided this this special education director decided he could do something better and the internet was becoming real for teachers so he created something that was sped forms and literally every teacher had their own floppy disk and it went uh the the teacher had to pass it between users so the ot could add their information on that floppy disk or the pt could add their information on that floppy disk but it was very much more easy to use more reliable it was a powerful software and so sped forms grew from that from the start of six districts to now about 95 percent of the state and so we've got a powerful tool that responds quickly when we have changes that need to be made because of legal or compliance related issues and so sped forms is the tool that many of you will be using to write your ieps and other due process forms so why would we use fed forms well it's easy there's lots of statewide sharing and we only focus on special education um bedforms is accessible from anywhere so now in this time of code 19 you can use your windows desktop your mac desktop your your chromebook your tablets and we're actually working on a new version we call it our version 2020 where you can uh use your smartphone and ipads to access sped forms it is also optimized to work with any kind of browser so whatever your favorite browser is you can use that we just remind you that you need to set that up for any of the devices that you use and so we'll talk about that later in our presentation so let's start with how sped forms works for your district or co-op or building there's somebody or some someone's established for your building or your district or your co-op that are listed as super administrators and the super administrators are the people that are going to set you up in sped forms so before you can access it you're going to need a username a password a generic password that they're going to provide for you that you will then change and the web address every district or building or co-op will have i shouldn't say building every district or co-op will have their own web address we could loosely say it's your own district or co-ops server where all of that information that that you have for the districts or for the buildings in your district or the buildings in your cooperative they all access that same server and so you have different server addresses so for example bloomington has their own server and the southwest west central service co-op 46 districts are part of a co-op in the southwest part of the state have their own server they're very different so you have to know what yours what your web address is and that will come from your super administrator we'll start with some very basic vocabulary in sped forms so if we are talking about an active student in sped forms language that means a student that is receiving special ed services that might be a student that's just being evaluated but or it might be a student that has an iep but those are those active students versus an inactive student who is just a general ed kid and many districts use an import and export option connected to their student information system so those kids are sitting there and they are inactive those records exist those very basic mars things but those students are not receiving any kind of service and they're not being evaluated currently so those are inactive students a case manager is the person who controls an active student's records within sped forms so they are the person that gives access to other providers the case manager is the one that would give the access to the school psych if they're if they're going to do an assessment or to the ot that might be providing service or to the pt or to the slp um so those are providers the case manager is the person who gives control and um starts records for active students and then there's that sped forms administrator that person who oversees and manages sped forms for your district and there's levels of different administrators there's that super administrator that i talked about earlier and then exped forms administrators so just some additional vocabulary so if you are given if the case manager gives you read only access that means that you're going to be able to see the child's records but not work on them frequently we might give principals read-only access so they can see all of the individuals in their building that they are responsible for those ieps in any of the process forms but they're not actually able to work on it if you are given edit access those are people that are able to work on that student record you can you can add new information you can eliminate information you can start new forms um that's edit access working copy that's the form that exists on the computer screen so when you open up a student's file and you want to see the iep or you want to see the prior written notice or whatever it is what pops up on the screen is a working copy but if that copy has been finished and it's finalized then that copy is saved and stored into sped forms history and so that's the finalized copy finalized copies can't be changed it's like that paper copy that you would slide into a student's file so we've got the working copy that's the one that's on the screen and we can edit it and then we have the finalized copy that's saved and put into sped forms history you can access it you can see it you can print it but you can't change it because it's been finalized and this is the last piece of vocabulary provider number so every individual that works in sped forms has a unique identifying number and it's a sped forms number that's number does not print on any form we don't see that number it's working in the background and so what it's used for is when we're tracking total amount of time for example that a person is providing service to students or if we're using our assessment tracker tool so that if you put the school psych into uh a prior written notice uh evaluation plan that school psych is going to get the notice that they're responsible for an assessment um it helps track overall progress in completing those evaluations so the provider number needs to be filled in but it is never does not print on any form it's just important in the background of special of sped forms so if you're going to start in sped forms you're going to a remember you need to know what particular website we're going to whatever website you've been given by your super administrator and then you're going to follow the instructions to set up that browser so i'm going to flip my screen now to a sample this is a demonstration server so this is my sample kid list there none of these kids are real so you would have this screen and i have my website up here you will have put in your website and then you log in and when you log in you're going to get a message and you just hit ok and then you will see this sort of screen if you are in our version 2000 there are also the version 2020 and so throughout this presentation i will show you the different looks between the two they both get you to the same information they both get you to the same forms but it has a little different look and we'll talk about why we're changing to version 2020 um later in this presentation so one of the things that you're going to notice when you first log in is it's going to say the browser setup instructions and you're going to want to set up that browser because that makes the printing clearer for you and so every device it doesn't matter which browser you choose but you're going to need to follow those instructions and if you use a home computer you're going to set up that browser and then when you're at school you if you have a different computer you're going to set up that browser and if you have a lock or an ipad that you use you're going to want to set up the browser on there but once the browsers are set up on each of those devices it's it's fine you're good to go the other thing is you're gonna wanna on all those devices bookmark that login page so you won't have to try and remember that and type it in every time you're logging into the computer or to the device so like i said here's what our 2020 initial login looks like if you're new to sped forms your district most of the people in your district are going to be using the 20 the 2000 version um if you're if you're just learning to use spread forms you might want to use the 2020 version or you might want to use the vern version that everybody else is using in your district or co-op this is what it looks like in the 2 20 20 version so you can see we've still got the student's name we've got the school we've got their plan birth dates those sorts of things we've got all of those same things here but it's a little cleaner version the super administrator will determine if this version is even available to you and we'll talk about some of the changes that occurred if you look back here you see colored smiley faces and if it's green it means you're good to go everything is set if it's orange it means there's some dates coming up within the next 90 days that you need to be aware of and if it's red it means you missed something in this case your eligibility date is not put in there so there you must need a three-year re-eval done and it's already overdue in our new version it looks different because the smiley faces in those colors were difficult for people with visual impairments to see and interpret we've now changed so we still have the green this is all good we have a green check we still have the orange oh something's coming up within the next 90 days and if you click on it it will tell you what is coming up and what's due in the next 90 days or red oh we're late with something and if you click on it it will also tell you what we're late with so so we have the some of the very same things here you see things that are in blue those are kids you case manage the kids that are in white are students that you are a provider for or you have access to their records the same is true here only the colors are just a little different again this version is being updated as we speak and so this might not be the final look maybe these will end up being blue not sure yet but you'll see that there will be changes occurring the ultimate thing that you need to know is the workflow is still the same the forms are still the same so we'll talk about a navigation tip uh in the in the new menu so this in the 2020 menu here's your student list here's find and request students here is it a link to the educator guide here's student setup the other thing you should know is if you click on this gear that's going to navigate you also to the student setup it was different in the ver in the old version or in the 2000 version you would click on the student number and that would take you to the student setup oh why is my screen different look i don't have words here like i had over here it's because whoops it's because we clicked on the uh this little screen with the three lines so to navigate to keep this open you need to click on this screen and you'll see the written version of the menu that will help you if you're somebody that's going to be able to remember all of these icons and what they mean that's fine then you have more screen space sped forms automatically will log a user out after 120 minutes so you'll see this countdown clock but every time you navigate to a new screen or after saving a page it resets the countdown timer to 120 minutes that is useful because if you walk away from your computer and you don't shut it off you don't you haven't logged out of sped forms then it's going to eventually log you out we would say that we would like you to auto always log out if you're walking away from your computer for confidentiality's sake and because if you're working in joe blow here and you're working in his er on the assessment page for example then nobody else can be working in there or and saving their they somebody else can be working in there but they can't save anything they work on so we would say play nice with your friends and colleagues and when you're finished using sped forms if you have to leave if you're done for the day make sure that you log out and we'll talk about how to log out later to access the educator setup and that's your setup which we'll talk about now in the old version there is the go to menu and you drop down and you go hit the educator setup and then you're going to get to a screen that looks like this when we go to the educator setup we can get there going to along here there's going to be something that says educator setup and that's how you will get to it when you're in version 2020. but once you're in setup this is where you get to customize sped forms for for your use this text here is going to tell you what level of permission you have are you a super administrator or most of you will probably this will probably say special ed teacher but we're going to start here we're going to start with the profile page so you hit go to educator setup this screen is popped up and now you're going to click on the profile page and that's going to take you to something that looks like this from this screen you get to edit your profile and add additional information this screen is super important because this is information that's going to pop up on on lots of forms throughout sped forms it's going to pop up into your iep system and so this form is very important that we accurately put in here what we need so here's your email that's the first thing that you're going to put in there if it's incorrect then if you forget your password the link to reset it will be sent to the wrong email address so make sure that the username and that's going to be how that will have been given to you by your super administrator but you can adjust the email so make sure that that email is accurate the next thing here is your phone and your address this is going you're going to want to use your school phone where do people contact you at school or how do they contact you at school and your school address because this is where information that parents sign will be sent back to so make sure that this and this are used the school contact information that you have you can add your mobile work number here if you choose to but it's certainly not necessary absolutely up to you this says title so we would suggest that all special education teachers use something like special education instructor or special education teacher we would ask that you talk with your super administrator to know what you want the reason we suggest this for most people is because if you're having a if you have a specific disability listed there if you say you're an sld teacher but now you're actually working with a student that has a disability of ebd or ohd the parent can sometimes be unhappy that those that an sld teacher is working with their child and so we would suggest that you use sort of a generic term that would probably not be the case for a teacher of the deaf and hard of hearing or the teacher of blind visually impaired but again go back to your administrator to find out how they want that title to be included because that's going to pop up in that iep it's going to have your name and then your title and so make sure you're using a title that is directed by your administrators now you're a super administrator when giving you this would have given you a generic password here's where you need to change that password so you just click on the change password button and there's some steps it's going to take you through and make sure that you read anything highlighted in red because that's going to give you lots of information we want you to use excellent passwords we would say that excellent passwords contain letters and numbers and maybe a symbol we will not allow and and you won't be able to save a password that contains your first or last name your username your district name or number your school name or number so create a password that obviously that you're going to remember but that is considered an excellent password and we actually have a report that your administrators can look quickly check to make sure that everybody has completed their profile and if you have an invalid or a weak password it's going to show up there so make sure that you're creating excellent passwords this is protecting lots of very confidential information that we want to be to have you keep safe last couple of things there's a print font size we would recommend that you do not change that print font size because all of our forms are calculated to print appropriately with this 12 point font so if you if you change that then things are going to print in in an irregular fashion so please don't change the print font size the only time we see that happen is once in a while we need to go in and change that if we have a parent that has a visual impairment and is asking us to print something larger we can you can go in change it print the forms that you need printed in that format and then go back and change it to the 12-point font again the 12-point font it's it's calculated so all of our forms print nicely and and and look good we can make it bigger but it it kind of it gets messy um there is a save warning button here and that save warning you can turn off but i've been using sped forms since the very inception and i still keep my save warning on and and that's a lot of years and it's what happens is if you've typed something and then you get distracted and then you then you're going to leave and you don't hit save it will warn you oops look you just put something in here do you are you sure you don't want to save this and sometimes i don't but many times i needed that reminder to make sure i hit save and so i would say leave it on at least for the beginning use and like i said i've been using spread forms for years and years i use it all day long and i still keep the save warning on here's a funny little button the green one hide provider name on services entry screen what does that mean well this is if you are somebody that's working in the office and you use sped forms maybe you're the mars person but you use bedrooms or maybe you're the transportation person and you need to get in there and get some reports but you don't actually provide service to students with special needs you're not a special ed teacher an slp you're not a school psych you're not any of those things you you need some of the reports in sped forms to do your work in the office for example but you are you're not a provider so we give you access to spread forms or your administrators will give you access but we don't want your name up in the list of providers we don't want anybody inadvertently clicking the mars person and listing them on a provider sheet and so hide provider name on services that's you're going to click that when you're that office person that has access but you don't provide service directly to students last couple of things this location and agency this was used by people who are not district necessarily district employees sometimes cooperative staff use this or county social workers i can tell you this is very seldom used it it was a request by one of our customers and so it's there but very seldom do we have anybody fill this out and the last thing is here this thing this red button if this version has a toggle that means your super administrator has turned this on in your preferences and you can use the 2020 version so this is the 2000 version you can toggle between if only 2000 is listed that means the super administrators in your district or co-op have not turned that on as an option for you if you you can toggle between 2020 and 2000 if that's an option you can go between the two back and forth i go back and forth between the two every day depending on which district i'm choosing which i'm district i'm working with and if they're using the 2020 version or if they're using the 2000 version if if it doesn't appear that means your super administrators have decided not to turn it on yet all right after you've completed your profile you can go back to the your step your setup or educator setup page and we will we'll go through some more of these setup things that allow you to create this to meet your needs as best as possible so edit drop-down lists sometimes super administrators allow you to do this a lot of times they don't a lot of times it's the super administrators that edit those drop down lists so you may or may not see this number three there if you do i would say edit drop down list very cautiously and i would talk with a super administrator before i went in and and made any changes there because if you make changes in here it changes everything for all of those individuals on your server so all your whole district or your whole co-op so we're going to talk about the next thing that we're going to talk about is team member list and so this team member list allows you to type in members of of team members that you work with often so that you don't have to retype those names extremely handy when you have those very difficult to spell names and so we're going to talk about how can we change that team member list or how can we create it so once you've clicked on team member list you're going to be taken to something that looks like this and there are two ways you can add team members you can just type the information in here their name first last title phone number email etc or you can click on this person icon and that will select educators that are already stored in spread forms for you so if your super administrator has given um edit access to a number of different people and set them up in spread forms those individuals will show up here and you can choose which of that long list of people from your district or co-op you want to have on your own team member list so you're not going to cl include everybody it's it's what school psych do you work with it's what speech clinician do you work with it's what uh other special ed teachers that you work with and so you get to choose the people that are just for your list this is this is a personalized list again you can select the names from the pop-up window and you can click on that name and it will add that person to your team member list so let's say you created team member list this year and now next year your school site changed so you can go in remove that person again it's just from your list it's not affecting anything else you can remove that person and you can add in a new person for the next year or something happens in the middle of the year and someone goes out on maternity leave and now there's a new special ed teacher again you can remove somebody if you choose or you can add any any new individuals for your personal list there's a button where you can keep track of your education license information it's its numerical code and its expiration date it's not used for anything i i i've again i've used fed forms for years and years i don't have my information in there but some people like to have it the last thing that we're going to talk about now is those commonly used materials and procedures this allows you to store the names and procedures like if there's an observation form that you use along with a brief description into your commonly used materials and procedures so these are things so if you're the speech clinician you're going to probably add in the tests that you use if you're the pt you're going to add in the tests or those procedures that you use if you're the occupational therapist all of those individuals you use different tests than your colleagues made and so you're going to create a list of materials and procedures that you use and so you can click on things and it will auto populate without you having to retype information all of the things that you're setting up in here allows you to make to add things to your lists to your forms to your documents without having to retype so thus saving you lots of time and making sure everything's spelled correctly always and so ease of use one of the one of the four founding tenets of spelling forms is we want things to be easy easy to use and we don't want teachers to have to retype things more than once if if it's possible so you're going to click on that commonly use materials and procedures link and then you're going to be taken here spent forms has loaded some evaluation materials into this area but you can add some custom materials so you select the appropriate area um if you're the um if you're the occupational therapist maybe you're going to put something under physical status or maybe under sensory status and then you're going to finish and you're going to add your own custom materials you're going to type in the name and a brief description of your custom material that goes here when you finish you're going to click save changes and then you will have created your list and so when you go to an er and you're going to add some tests in there your commonly used materials and procedures will be available to you so we're going to start now with going to our students so we click on our educator student list if we're in version 2020 or we click on our student button if we're in version 2000 on all of the forms now that you're going to be working on in either of the versions you're going to see this heading at the top and you can see here is your this would be your website and me you might be wondering what's the wi well we have a few districts in wisconsin that are choosing to use bed forms now most of our districts are in minnesota but on the top of every one of our pages you're going to see something like this and so one of the key tenets in spread forms is don't use your browser's navigation arrows over here because what happens is you navigate out of the program you navigate out of sped forms you really need to use previous page or next page now if you navigate out and you had been typing and you didn't save something it's gone but all you have to do is go back into the system and start typing again but if you always train yourself from the very beginning to use the previous page or next page or the switch student button which is a which is a great new tool we added recently you won't have those issues so again don't use those net browser navigation arrows use previous page and next page when you we talked about earlier when you you have this login amount of time you start at 120 minutes and it will auto log you out after 120 minutes if you haven't saved or haven't moved to a new page but we say be kind be nice um and so in the 2020 version here's a quit button so if you just click on this little blue person icon you either can access your profile which we talked about adjusting earlier or you can go to the quit button there's also a quit button up here in the 2000 version but it's under the drop down list so in the 2000 version we're going to talk about that now for a while we've got some please select so here's that page right where you have all of the students that you are case manager for these that are shaded or that you have access to the white ones and you can sort this page all of these ways maybe you want us maybe you want to know oh what what i ieps do i have coming up first and so you sort by meeting date or maybe you want to sort by oh i need to think about all the assessments i have to do this year so then you're going to sort by evaluation date or maybe as a teacher i'm going to create a birthday list i'm going to sort by birthday you can you you can switch this back and forth as many times as you want when you're in the 2000 version the way you're going to make those switches is you're just going to click on the top here and it will sort by name it will sort by school sort by grade by birthday evaluation or meeting date so those are the two ways of sorting this list additional pieces of information we talked about the shaded rose your case manager the white rose you have access to that student file we talked earlier green check mark that means everything is in compliance yay and actually if you click on it when you're in the system it spins it's a little party caution sign something's coming up within the next 90 days and it will tell you what red sign something is overdue if you have both a orange and a red um list of of dates in here it will show you a red sign because red is more serious than orange right all right these two signs educational rights alert and health alert these signs are here and what their meaning is determined by your administrators and so in student setup is when you would assign these two things but your administrators will let you know what criteria that student needs to meet to get that educational rights alert some districts decide if this kid has been a part of a due process hearing or the parents have threatened a due process hearing something like that they use educational rights alert some districts say if we're in monitoring and compliance if this particular child's finalism is in monitoring and compliance we're going to use the educational rights alert it's up to you some districts don't choose it choose not to use it at all so you need to find out from your administrators when and if you use the educational rights alert the same is true for the health alert they will determine what criteria has to be met in order for this health alert to be listed with a student and that we set up when yeah under this blue air this blue gear um ins and in their student setup here's that 2000 version you can sort this child by heading again we've got the shaded rose we've got the quit button up here the version is just a little different look than the 2020 version that we we had earlier here's that orange smiley face the red smiley face and the green smiling face again you can see we've got those educational rights alerts here and the health alerts and in this case we have a birthday cake i believe we have birthday cake in 2020 version but i just haven't found a kid that it's if none of our fake kids have had a birthday when i've when i've captured that screenshot all right a navigation tip if you want to switch between students there is a new shortcut that takes you from that current page that you're working on in one student to that exact same page in another student so for example oh it's it's time i work on my progress reports and so i'm gonna work on johnny jones first and i'm working on his progress reports and now i'm going to go to sally smith if i hit switch student i can choose my next student and it's going to take me straight to that progress report or maybe i'm working on attendance and membership if i'm an early childhood teacher and i'm going from one kid to the next kid i don't have to click out to that student and then click back in it takes me straight to that same page so it eliminates having to to make multiple clicks again sped forms is working at making things faster and quicker and easier for teachers all right so to access the students forms in both of our versions you're going to click on that student name and then it's going to take you to a list that looks like this all of our forms are organized in logical categories so anything related to referral and evaluation you're going to find in here anything related to the service plan you're going to find in here enrollment attendance etc in the 2020 version these look like file folders but it's it's the same flow it's the same order it's the same forms in the categories just a little different look so let's say i open by clicking the service plan now you will see all of the forms related to service plan in here we've got your notice of team meeting we've got your agreement regarding iep team membership attendance we've got your individualized education plan we've got your idlp which was created just this spring when we were all in distance learning it's actually going to change and we will have in between the iep and the idlp we'll have the contingency learning plan page we're still working on that and that will be available we believe in our next update something that's going to be required based on the governor's orders that we'd be able to we we plan for three scenarios you'll see some things are in yellow and some things are in white yellow are things that are required everybody has to have a team meeting notes everybody has to have an iep we all have to have the prior written notice and we all have to hand out those procedural safe cards but these things are not required and so that's the difference in the colors you'll also see symbols along here we'll talk about what those symbols are and how you what they do for you later all right so what does it look like in the 2020 version again you're going to click on that student's name and now it looks like little file folders but it's the same order forms are organized again with logical categories we click on the category to find the needed form and you'll open it up and you've got those same forms that we had listed below currently in the 2020 version we don't have the yellow we're still working on that like i said this is a work in progress things will be changing over time but we'll see the yellow so we have that notice of team meeting it may not be yellow but will somehow have an indication that notice of team meeting is required as is the iep the prior written notice and the procedural safeguards you click on any folder icon to open it you also click to close it again the same was true in the 2000 version you click on the box to open it and you click on the box again to close it you can have them all open all the time if you chose that would make me crazy it's kind of like what's your style on your desk do you have folders and are things closed or do you have papers everywhere this kind of has if you open them all up you kind of got papers everywhere it's all in order but if you close them then you only see the things that you want to see at that time so many so in the referral and evaluation section we'll talk about what's in there so you're going to find things um but like the ecsc referral this is the sample for an ecsc kit ecsc outcome summary existing data notice of team meeting all of those pieces of information and so this because this was an early childhood kid these are the forms that pop up if it's a part b child the a kid that's 5 to 21 then we're going to see some different forms in here but sped forms knows the age of the child because of the birthday and so it's going to provide you the appropriate forms the same is true for people for students that are 21 plus or students that are 18 plus i should say um if they are 18 plus then specific forms for their ages the forms have been formatted to say that their rights instead of the parental rights and so sped forms knows the age of the child and and will give you the correct forms to use again at the top of the page of the forms there are a number of buttons so this first button is the spell check and you'll see the same form the same button at the top of the 2020 or the 2000 version this one is a page break and maybe you're working on a table and you don't want that table to split between two pages you can insert a page break here's your save button here you're going to find that same so i'm going to go back i'm going to go back here's your forms button if you want to choose a different form here's a student button if you want to choose a different student and we'll talk about printing later to check the spelling in a form you just click on that spell check button in spread forms navigation bar that button that was right up here and then once it's done you're going to click done to stop a summary will show the number of words that were checked make sure to hit the save button after you've used a spell checker just like you would in any other spell checking tool here's that forms button here's that student button this one you're going to print a preview of the current form and this prints the act the actual current form when you're working in a certain page in sped forms for example if you're working on the iep and you're working on the goals page you have what we say are exclusive rights to that page for 60 minutes other people can look at that page but are unable to work on that page so again as a courtesy to others log out of sped forms or log out of that particular student and so other people that might want to be working on that student have access to that particular child again you have those exclusive rights for this page and it will count down it will tell you when they expire that navigation pop-up window that warning that we said we want to keep checked when we were talking about our when we were back in the profile this is the warning that's going to pop up if i was working on something and i typed something in and now i'm moving to a different page before sped forms allows me to navigate to that new page a pop-up window is going to show up if i have that warning clicked and it's going to say oh no i didn't mean to do that i don't want to move anywhere no cancel that navigation or yep save and go to that next page that i want or don't save gives you the choice again that we set that up in the profile by clicking that warning symbol i would keep this on it's it's absolutely my advice it's yes it's an additional click but it's an additional click that could save you heartache in the future if you were typing something and you forgot to save it we talked about the auto logout nav