ELMS for Teachers

“Do your little bit of good where you are. It’s those little bits of good put together that overwhelm the world”

– Desmond Tutu

Table of Contents

Introduction (stop at 38% complete)

Data In (stop at 67% complete)

Data Out

• ELMS and Data Use • Logging into ELMS • Individual Child Records

• Developmental Screenings • IEPs • Parent-Teacher Conferences

• Developmental Screenings • Parent-Teacher Conference Minutes • Enrollment Count

Welcome!

• Welcome to ECEAP! This tutorial reviews all data-related tasks you need to know as you get

started with ECEAP. It includes an overview of ECEAP data and the ELMS data system.

• You can stop and finish the course later. The Table of Contents shows how the course is divided.

A course navigator appears after each section to help you keep track of what you've learned

and what's coming.

• = course navigator page

• = section complete

• = what’s coming next

How you’ll navigate the course…

You will learn about:

• Early Learning Management System, or ELMS, the data collection system for

ECEAP.

• How to find and enter information about children and families in ELMS.

• Running ELMS reports to help you in your job.

PSESD Early Learning uses data for:

• Planning program and services

• Supporting sites, and

• Quality assurance

All of your data tasks:

• Can help you plan your work with children and families.

• Are tied to metrics that we report to our funders throughout the year.

• Ensure continued funding for services to children and families.

Act

Take

Data

Report Analyze

Plan

ELMS

Education Data

Health and Nutrition

Data

Family Support Data

“Data In”

• ECEAP generates Health, Family Support, and

Education-related data for all enrolled children

and families.

• ELMS is collection point for those data.

• Teacher data falls into Education category.

These include:

1. Developmental screening results

2. IEP dates and disability categories

3. Parent Teacher conferences

You will learn about:

• Early Learning Management System, or ELMS, the data collection system for

ECEAP.

• How to find and enter information about children and families in ELMS.

• Running ELMS reports to help you in your job.

ELMS Database

• From this point we will be working in the ELMS database.

• Have your username and password ready if you wish to log in and follow along.

• Open a new browser window and go to the Early Learning Portal on the Department of Early

Learning website. Direct URL https://apps.del.wa.gov/

• If you do not have an ELMS login, contact Colette Dutton cdutton@psesd.org or Sue

Gettmann sgettmann@psesd.org.

Finding Data on an Individual Child

• Logging into ELMS

• Child Search page

• Layout of Child Records

2. It will send you to the News page,

which has updates, reminders, and

links to ELMS tutorials.

3. Click on the Child tab. It will take you

to the Child Search page.

Logging into ELMS

1. Logging into ELMS will take you to the

Early Learning Portal. Click the ELMS

hyperlink in the Application column.

Child Search Page

1. On the Child Search page, type a student’s name in the Child

Name box and click the Search button.

2. The search results will appear at the bottom of the page.

Find the child’s name that you need and select Child/Family

Updates on the right-hand side of the screen.

Household

• This takes you to the Household tab, which includes

addresses, phone numbers, and basic demographics

like language and race.

• The child's name is at the top of the screen.

• The tabs under the child's name correspond to a

service area in ECEAP, and is how ELMS organizes

child records.

Medical Status Health

• The next tab is Medical Status,

which includes information about

special health needs, and results of

physical exams

• This information can be helpful for

understanding stressors affecting

the child and family.

Dental Status Health Health

• The next tab is Dental Status.

• You can find the results of dental

screenings or exams near the bottom of

the page under the sub-heading Dental

Exam or Screening by a Dental

Hygienist.

• Dental concerns can also be important

background information on your

students’ oral health and access to

dental care.

Health Screening Health Health

• The next tab to the right is Health

Screening.

• This is where results of hearing, vision

and growth screenings are documented.

• Every ECEAP child is screened within the

first 45 days of enrollment.

• Skipping the Child Development tab, we

come to the Family tab.

• It has Family Support notes and a record of

risk factors related to ECEAP eligibility.

• Check this page to learn about past and

present issues affecting the family. This will

help you better understand and support the

children in your classroom.

Family Family

Support

Child Development Health

• The Child Development tab is where you can

find education-related data for every child who

enrolls.

• As a teacher, this is where you will document:

1. Developmental screenings

2. IEP dates and eligibility

3. Parent-teacher conferences

• Let's look at how to enter these data.

Entering Developmental Screening Results

• Note: ECEAP requires one developmental screening per child, during their first year of ECEAP.

• Using Child Search, go to the Child Development tab in the student’s ELMS record.

• Click the blue Add Developmental Screening button on the right side of the screen.

• A window will pop up. The first two boxes in the pop-up – screening date and screening result -

should be filled in for every student who was screened regardless of their score.

Entering Developmental Screening Results

If the student passed the

screening At Age Level then

you are done. Click Save and

exit.

If the child requires a

Rescreen or Refer, consult the

Disabilities Services Checklist

on how to proceed.

Entering Developmental Screening Results

The last 3 fields are related to the Special Education referral and evaluation process. They apply

only if the student did not pass the screening at age level.

Entering IEP Eligibility and Start/End Dates

• Documenting new IEPs for children just found eligible for Special Education

• Updating information for children with pre-existing IEPs

Children with Disabilities and Individualized Education Plans (IEPs)

• When a child is found eligible for special education, the team decides what they need to learn

over the next year in order to get ready for kindergarten. This is called an Individualized

Education Plan (IEP). It is valid for one year, after which the team must meet again to write a

new one.

• Some children already have an IEP when they are accepted into the program.

• Others are evaluated and found eligible after they are already enrolled.

To Add or Update a child’s IEP in ELMS, you will need to know three things:

1. The start and end dates of the IEP

2. The disability categories included in the IEP

3. The school district that issued the IEP

You are responsible for monitoring and

updating IEP data throughout the year.

Any child in your class who already has an IEP will have a record of it on their Child Development

page in ELMS.

Adding or Updating an IEP

Select the Child Development tab and scroll down to Individualized Education Program (IEP).

To add a new IEP, click the Add IEP button.

To update an existing IEP, click the Edit hyperlink. The Add IEP button will be disabled.

Adding or Updating an IEP

Adding or Updating an IEP

1. A window will pop up. Enter the IEP Start and End Dates.

2. Check all disability categories included in the IEP.

3. Select the School district that issued the IEP.

4. Save and exit. You will now see a record of the IEP on the Child Development page.

Entering Parent-Teacher Conferences • Informal Conferences

• Formal Conferences

1. Using Child Search, go to the Child Development tab in the student’s ELMS record.

2. Scroll down to the Parent/Teacher Conferences sub-heading and click the Add Parent Teacher Conference button.

3. A window will pop up for you to enter the details of the parent/teacher conference.

Entering Parent/Teacher Conferences

4. Enter the Date of the conference.

5. Select the Teacher Name from the

dropdown box.

6. Select Yes/No to indicate whether

this was a formal parent-teacher

conference. If Yes then an

additional three boxes will appear:

Location, Topic(s), and Length in

minutes.

7. Enter any notes and follow-up plans.

8. Save and exit.

Entering Parent/Teacher Conferences

“Data In…”

Once these data are in ELMS, you

can view or report on them again

whenever you want.

ELMS

Education Data

Health and Nutrition

Data

Family Support

Data

Individuals

Data In…

Group

…Data Out

• Reports are dynamic, so every change to your class roster and new information on your

students will show up next time you run reports.

• Reports let you group

information in convenient

ways, like parents’ phone

numbers or students with

disabilities sorted by IEP end

date.

“…Data Out”

You will learn about:

• Early Learning Management System, or ELMS, the data collection system for

ECEAP.

• How to find and enter information about children and families in ELMS.

• Running ELMS reports to help you in your job.

• This section shows you how to run three reports you will need as an ECEAP Teacher:

1. Developmental Screening Report,

2. Family Support and Parent-Teacher Conference Minutes Report

3. Enrollment Count Report

Reports

• Click on the Reports tab at the top of

the page. Scroll down and select the

one you want.

Developmental Screening Report

Displays children’s developmental screening dates and results

From the Reports tab, click on the Developmental Screening report. In the pop-up -

Developmental Screening Report

1. Select the school year from the

dropdown.

2. Select whether to display data

by Site or Class.

3. Specify the date range you

want.

4. Click on the Run Report button

• Sort on Original Screening Date to find children who still need to be screened. Any child

without a date in that field will be grouped at the top of the page.

• Sort by the Result column to find all your students who need to be rescreened or

referred.

Click an arrow to re-sort

results by the data in that

column. It is an easy way

to find what you need.

For example:

Developmental Screening Report

Family Support and Parent-Teacher Conference Minutes Report

Displays number of family support visits and total parent-teacher conference minutes for each child

1. Verify the correct

school year and class

are showing.

2. Click Run Report

button

Go to the Reports tab and select the Family Support Visits and Parent-Teacher Conference Minutes

Report. In the pop-up -

Parent-Teacher Conference Minutes Report

• Sort by Child’s First Day in Class

to see which children are

coming close to the 90 day

deadline.

• Sort by Parent Teacher

Conference Minutes to find

children with the fewest

minutes.

Use the sorting function (left) to

plan and prioritize your work. For

example:

Parent-Teacher Conference Minutes Report

Enrollment Count Report

Displays count of enrolled children, with age, IEP and over income status

From the Reports tab, select Enrollment Count Report. In the pop-up -

Enrollment Count Report

1. Select the current school year from the

dropdown.

2. Select Site or Class to indicate how you

want the data displayed in the report.

3. Select the date range. The default is the

day you run the report.

4. Run the report.

This report tallies your students by total and by age group. The percentage of students with IEPs

and those who are over-income-and-no-IEP are also included.

• Check this report regularly to monitor changes in age and IEP status as your class

roster changes over the program year. For instance, a shift from mostly 3’s to mostly

4-year-olds will probably affect your curriculum planning.

Enrollment Count Report

You Learned about:

• Early Learning Management System, or ELMS, the data collection system for

ECEAP.

• How to find and enter information about children and families in ELMS.

• Running ELMS reports to help you in your job.

Additional Resources • ELMS Tips • Eligibility and Enrollment Manual • Waiting Lists and Enrollment screencast • Monthly Report How-To

PSESD ELMS Resources

• Go to earlylearningwa.org → For Staff → All Staff Hub → Data – ELMS (ECEAP)

Contact Us

Colette Dutton User accounts, tech support

425-917-7888 253-778-7888

cdutton@psesd.org

Sue Gettmann User accounts, tech support

425-917-7887 253-778-7887

sgettmann@psesd.org

Cathy Schley Tech support 425-917-7721 253-778-7721

cschley@psesd.org

Paméla Raya-Carlton

Tech support 425-917-7832 253-778-7832

praya-carlton@psesd.org

Nathalie Jones Tech support 425-917-7719 253-778-7719

njones@psesd.org