Webinar Follow-up From Regional Meetings

The recording of the webinar from the regional meetings last Friday is available at the following link: http://iowaec.na4.acrobat.com/p51443190/.

Several documents have been added and one has been updated on the Intranet under Professional Development Resources>Regional Meeting Handouts. They are also available by clicking the links below.

DE Use of Funds Document
EER Update (Summarizing Heartland’s Roll Out Plan for the EER)
Use of Funds Clarification Final (A corrected version of the document)

Answers to questions submitted during the webinar are below.

April 8, 2011 Regional Webinar Questions and Answers

New Statewide EER Rollout:

Question: Where can I find the new EER template?
Answer: The EER is located in the Intranet. Go to Professional Development Resources. This is where you will find the seven new EER templates. You will need to upload the new EER when final onto the Web during the 2011-2012 school year.

Question: With the new Word EER will there be an opportunity to modify tables, upload graphs, etc.?
Answer: You can always upload a graph into the Web IEP. The new EER is not planned to allow for the adding of a graph. All the information regarding both level and trend of progress will be documented in the progress section of the EER (through various prompts) so it is not anticipated that the graph would need to be uploaded as well. This input will be taken to the state group.

Question: Is there a health domain on the new EER? How does health get addressed on the EER? For example, if you check health as a domain, how do you put that in a report? It doesn’t really fit.
Answer: We will take this question to the state Child Find committee so that our practice is consistent with the rest of the state. Until that time, you should continue with current methods for addressing health.

Question: When do we have to start using the new EER?
Answer: In August when you return to work.

Question: Is there going to be more training on using Dropbox?
Answer: There are several things we are doing to support Dropbox:

• There will be written directions provided. These should come out in the Connection over the next couple of weeks.
• Secretaries will continue to have training on Dropbox so they can help you.
• If we get feedback that you need training in the fall, we will provide it in each region. We don’t think training sessions will be required, but if we get feedback indicating they are, we will definitely provide them.

Question: Some staff have questions about the security of using Dropbox for student data. Can someone include info on security in a future Connection? Similar questions about security of student data in Google Docs also have been asked.
Answer: Dropbox uses military grade encryption methods to transfer and store data. Could you please add a link for those interested in reading more about security? https://www.dropbox.com/features

Question: Sounds like use of FIE checklist with our EER may lead to professional development considerations. What role will district/LEA personnel play in this? If the outcome is for example, that we don’t have good peer comparison or progress data, that may be a systems issue for LEA staff, not just AEA staff. What is our plan to address this?
Answer: Each team that has these issues should visit with their Partnership Director about plans to address these system issues in your schools. Please feel free to make a notation indicating this on your checklist when you turn it in so that we understand the professional development needs.

Question: We have some skepticism about saving in Dropbox. Can someone please explain how changes are saved in Dropbox?
Answer: The save prompt will save as any other document. Note thought that if two people are working on the same document at the same time whenever save is hit it will save that person’s latest changes and may not capture the other person’s changes.
Snyc Files
Dropbox can sync a file of any size and any type. That means no more endless waiting for your e-mail to upload a huge file before sending. Say for example you are editing a document in your Dropbox folder, as soon as you press the save button, Dropbox will automatically save that file and all its changes throughout all your computers and phones. This way there is no need to e-mail the file or save it to a flash drive and transfer it to another location.
Undo and Delete
There is this really cool feature called “undo and delete.” Every time you save a file in Dropbox, the program saves every change you make to its servers. In other words, Dropbox keeps a history of every change you made so you can undo any mistakes and even undelete files! There is also an unlimited undo option called “Pack-rat.”

Question: Which template are you to use if you are accessing one domain but looking at multiple areas within a domain (example: reading and math)?
Answer: Recommendation -- use the one domain template and document both areas within the domain for both progress and discrepancy.
Question: How will we be provided feedback on the EERs this spring? Who will be providing the feedback on the EERs?

• Each individual will complete his or her own FIE checklist.
• A group of Special Education and Discipline PAs have volunteered to review the EERs using the FIE checklist.
• Data will be provided to Partnership Directors to share back with staff.

Question: Is EER going to print without stems to make more them parent friendly and more readable?
Answer: Right now it is a Word template and should print as other Word documents print.

Question: If you do NOT have a student that is being evaluated—all IEP meetings have been held—why would expectation be to re-create an EER using past EER? It doesn’t seem like good use of time or resources. Initially requirement was based on EER being ready March 1, not April 1.
Answer: We believe it will be helpful for everyone to have an opportunity to practice using the new EER this spring. Circumstances beyond our control made it impossible to have it out to you and ready as early as anticipated. Whenever new practices are implemented, it is beneficial to have an opportunity to try them out and then make adjustments or provide more learning opportunities. You may do just one domain and keep it as short and simple as need be.

Early Childhood Updates:

ECO – Early Childhood Outcomes
Question: For the ECO, does it end when the child enters a pre-kindergarten program, sometimes called optional kindergarten or when the child begins kindergarten (kids who are 5 by Sept 15, but not going to regular kindergarten)? Answer: Yes. The child is considered a kindergartner, whether in optional kindergarten or “regular” kindergarten.

Question: If a student is in pre-k and that is put on the form, the ECO question pops up? If they are five and have had no early childhood services, would it be better to put K in the box so the ECO question does not pop up?
Answer: We need more clarification to ensure we understand what is meant by “pre-k.” Also, we need to determine whether the question pops up. Not in kindergarten but are five years old, no difference between kindergarten and those placed in optional programs.

Question: Where is the box to check that in the final ECO before kind?
Answer: We need to investigate this further.

Question: Can that question be changed to be more clear about first IEP in kindergarten?
Answer: We are in discussions with the DE about changing the question. It may be possible.

Question: If you are having an IEP meeting for a kindergarten student and you discover the ECO has not been completed, how should the IEP team proceed in completing the ECO? Contact the EC consultant that would have had that student?
Answer: The ECSE Consultant could assist with the process, but the primary people involved in decision-making related to the ECO would be the child’s ECSE teacher, Gen. Ed. teacher, support staff, parents and possibly the ECSE primary contact.

Question: If completing an initial IEP for a kindergarten student who is still 5, should the question be marked “yes” or “no”? (Is this the first IEP for this child as a kindergarten student transitioning from ECSE services?)
Answer: We need to make sure we understand this question. Do you mean that this is the first IEP the child has ever had? If so, we need to investigate whether the ECO question will pop up. If the child was not on an IEP prior to kindergarten, no ECO would be required.

Timely Services
Question: Is it still ok to upload our service records and charts?
Answer: Yes.

Use of Funds:

Question: How can AEA staff provide support to non-public schools when they will not be entitling kids but need to provide support? What is appropriate?
Answer: We are required to implement Child Find in our non-public schools. Our support to general education in non-public schools would be part of our Child Find support. Students are often found to be entitled to special education and there are a variety of ways that special education services are provided (i.e., students are transported to the public school, direct service providers in the non-public school).

Question: What positions in our agency are funded 100% with special education funds?
Answer: Most current regional staff are fully funded by special education. A few exceptions include some PLLCs and a few early childhood staff. You would have been notified if you were not fully funded through special education Funds. If you have further questions regarding this, please contact your Partnership Director.

Learning Teams:

Question: Where do we find the link? Did Sharon say something else was coming out?
Answer: In a future Connection we will provide a link for facilitators of learning teams to report out their final data. That is all that will be coming out this spring.