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Welligent Users Manual

Prepared for LAUSD Charter Schools

by Bernard Yaklin and Quannah-Parker McGowen,

Cross & Joftus, LLC

September 1, 2011

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Table of Contents I. Getting Started ...................................................................................................... 3

II. Using Welligent .................................................................................................... 4

Technical Requirements ........................................................................................ 5

Communication Center .......................................................................................... 8

Icons ...................................................................................................................... 9

Tips for printing Section K and Services ............................................................... 10

III. Best Practices ................................................................................................... 11

Important Welligent Tips ...................................................................................... 12

IEP PROCESS .................................................................................................... 13

IEP Meeting Procedures and Follow-Up .............................................................. 18

Once an Assessment Plan is signed… ................................................................ 20

Sample IEP Agenda ............................................................................................. 22

IV. Resources ......................................................................................................... 24

V. Important Contact Information: ........................................................................ 24

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I. Getting Started

Welligent is a web-based software system used by Los Angeles Unified School District to create online IEPs and track related services. Welligent enables administrators to ensure that all students are receiving appropriate services and the school remains in compliance with all relevant regulations and laws. This document is based on the version of Welligent in use on August 1, 2011. From time-to-time, the Welligent software is revised and the instructions and tips contained here may become obsolete. In order for new charter school employees to gain access to Welligent they must first apply, using LAUSD’s EZ Access system (see Resource Section for application). Below is a glossary to assist in completing the EZ Access Application Domain Name/Email Make sure that all email addresses are not

from anonymous accounts, such as Yahoo, Gmail, Hotmail, etc. Email addresses should be from the school (i.e. @chartername.org) Each user must have their own account associated with this domain

Site Administrator Each Charter school must have at least one, and up to three designees that are responsible for approving new user applications before forwarding to LAUSD. This is usually the Principal or his/her designee. The Site Administrator is responsible for ensuring that the level of access (User Role) is appropriate for each person who has Welligent Access

Site Administrator Designee Once the EZ Access account is established, the Site Administrator is able to identify up to three additional designees, who approve user requests prior to the new application being forwarded to LAUSD.

Steps in completing EZ Access Application

1. User completes and submits the EZ Access form online 2. EZ Access form is approved by Site Administrator 3. Site Administrator forwards EZ Access form to LAUSD 4. Upon approval, the user will receive notification via the provided email address

with instructions on how to activate their EZ Access Account. Please allow at

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least five business days for this process to occur. For assistance call 213-241-2074

II. Using Welligent Please see the Welligent 101 V7 Instruction Guide in the Resource section of this manual for explicit instructions on how to access the various pages and how to populate each field within an IEP. The following information is included to assist you in navigating Welligent

A. Technical Requirements for using Welligent B. Communication Center Information C. Icons Information D. Tips for Printing Section K and Services Pages

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Technical Requirements

Use the following Operating System and Browser combinations: OPERATING SYSTEM

(OS) BROWSER OS SERVICE

PACK MEMORY

Windows XP IE 7.0 .X 2 or 3 128 MB

Macintosh OS X Safari 4.0.3 or Higher

N/A 256 MB

FireFox is not supported at this time.

Check your computer’s Updates/Service Packs.

Windows users Mac users

Quit all programs.

Start Internet Explorer then goto Tools, then Windows Update. and then click the Custom button to start update search

Click Critical Updates and Service Packs ( ) at the left, to install the number of updates indicated.

Keep repeating the steps above until the system has 0 critical updates.

Quit all programs.

On the Apple menu, click Software Update.

Install all Apple Updates.

Clear the cache and remove security messages: Windows users Mac users

Open Internet Explorer.

On the Tools menu, click Internet Option.

Select the General tab:

Under Browsing History click Delete...

Check (check ) the boxes next to: Temporary Internet files Cookies History

At the bottom Click the Delete

Open Safari.

Click on Safari menu (OS X), click Preferences, then select:

Security: Do not Block Pop-up windows.

Security: Do Enable the three Java checkboxes.

AutoFill: Unselect all three choices.

Click on the Red button to close window

Click on Safari menu (OS X), click Empty Cache

Click on the Empty button.

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button.

Click Settings, select Automatically. Disk space to use should be set above 125 MB.

Select the Advanced tab:

Click Restore advanced settings

Scroll to Security, check Empty Temporary Internet Files and remove the check from Warn if changing between secure and Warn if POST t secure mode.

Click Apply, and then click OK.

Adjust screen resolution Use the preferred monitor resolution setting - 1024x768 pixels.

Windows users Mac users

On the desktop, right-click on an empty space, and then click Properties.

Select the Setting tab:

Change Color Quality to Medium 16 bit, and Screen resolution to 1024x768 pixels, and click OK.

On the Apple menu, click System Preferences (OS X), and then click Monitors/Display.

Change Colors to Millions and Resolutions to 1024x768.

Adjust printing Use a Laser Jet printer, preferably Lexmark or HP. Download and install the postscript printer driver from the manufacturer’s website. Note: If IEP pages do not print on one sheet, adjust the settings in the browser:

Windows users Mac users

Open Internet Explorer.

On the File menu, click Page Setup.

Delete any text in the Header and Footer fields.

Reset all Margins to 0.25 inches, and then click OK.

Some printing problems may be solved by downloading the latest Post script (PS) printer driver from the Printer’s company website and reinstalling the driver.

IEP’s can be printed from a Mac running OS X, but the print will be smaller than printing from MS Windows.

Test the printing to evaluate for your needs.

Pop-up Blocker To turn off the Pop-up blocker just for the Welligent web site.

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Windows users Mac users

Click Tools from the IE Menu along the top.

From Tools >> choose Pop-up Blocker.

From Pop-up Blocker choose Pop-up Blocker Settings…

Type in the thin long field the following.

Type: Iep.lausd.net

Click the Add button

Type: Welligent.lausd.net

Click the Add button

Click Close

Open Safari.

Click on Safari menu (OS X), Block Pop-up windows should not have a checkmark in front of the choice. click Block Pop-up windows to remove the Checkmark if one is there..

Date and time settings on Mac computers must be accurate: If the date and time settings are inaccurate, security messages will continually appear while using Welligent. Follow the steps below to verify date and time:

OS X: On the Apple menu, click System Preferences, then Date & Time.

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Communication Center

Small box appears when you log in

Overdue progress notes Any notes past due multiple weeks will appear as overdue

Unopened Messages LAUSD staff may send you messages on a specific. When you complete a notification in Welligent an email is automatically sent to all participants involved in the IEP. Make sure to empty your inbox routinely.

Announcements Updates to Welligent, Learning Zone, etc. will be posted here

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Icons

What the various icons that pop up refer to

Well reports( service minutes, attendance, accommodations, etc)

‘ My Screen’- What you have saved on the screen

‘My Preferences’- school locations assigned to you

‘My Alerts’- any overdue progress notes, upcoming IEPs, etc.

Log Out- always follow proper logout protocol. See Welligent 101 document in Resource Section for further instructions.

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Tips for printing Section K and Services

Follow these steps when experiencing printing issues for Section K and Services:

From the browser window, select Tools>Internet Options From the Advanced tab, select the "Print background colors and images"

checkbox For IE 8 users, also select the File>Page Setup>"Print background colors and

images" checkbox

Be sure to check for missing pages in printed IEPs. IEP forms can also be printed individually by going to IEP Documents>Click desired page>Click Print button.

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III. Best Practices Navigating and using effectively using Welligent is a skill that requires practice and patience. What follows are some tips and procedures that may assist you in getting the most out of Welligent and help you in managing your caseload.

A. Important Welligent tips B. IEP Process Best Practice C. IEP Meeting Procedures and Follow Up Best Practice D. Once The Assessment Plan is Signed…Best Practice on managing caseload and

meeting schedule E. Sample IEP Meeting Agenda

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Important Welligent Tips

In all Welligent processes, follow the order of tasks instructed by Welligent.

Completing tasks out of order may result in entries not being included in the final IEP.

When you have completed entering or changing information in Welligent, you

may have to exit the page or process and call it up again to see the new information.

Data entries must be SAVED in Welligent, to become part of a record. If you exit

a page or process without saving, your work may disappear. If you are new to Welligent, find a mentor among your colleagues. Reach out to

fellow teachers, administrators, case managers, or the like at other charter schools if there are no experienced Welligent users in your school.

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The chart below represents the steps required to complete the IEP process within the required time limits and ensures compliance with state and federal regulations.

IEP PROCESS

Action Timeline/Steps

INITIAL IEP Complete RtI/FST Process May take from 3 months to 1 year depending on student needs.

Receipt of request for assessment from FST team, parent, school staff member: Complete an LAUSD request for assessment form

Immediately upon receipt of request

Approval for assessment Within 15 days of receipt of request

If student is not in Welligent Fill out and FAX appropriate forms to Welligent support (there are different forms for LAUSD students and students who come from another district or private school)

If approval is received: Open a new IEP in Welligent

Immediately upon approval, as assessment plan must be created upon approval within fifteen days of request.

INITIAL AND TRIENNIAL IEPs Create an assessment plan in Welligent

In the Assessment Section of Welligent, create an assessment plan

In the Management Section of Welligent, create an assessment plan letter that matches the assessment plan

Document the date of the letter in the Assessment Section of Welligent

Upon receipt of signed assessment plan from parents:

Enter date of receipt of plan in the Assessment Section of Welligent.

Enter participants in the Participant Section of Welligent.

Assign assessments to participants in the Assessment Section of Welligent

Contact all participants to inform them of the IEP and their role in it. This includes (as appropriate):

RSP teachers

General Ed teachers

Immediately upon receipt of the signed assessment plan.

You must contact the participants. Do not count on Welligent to communicate for you. This must include RSP, administrator and all assessors, at minimum, and may include the general education teacher.

For outside agencies, written requests for assessment must be sent to the

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Administration

Psychologist

Speech/language

OT

Nurse

Adaptive PE

Other

agency.

Coordinate assessment dates and times

Immediately upon receipt of signed assessment plan.

Conduct assessments Scheduled as soon as possible in accordance with availability.

Enter Assessment data in Welligent Upon completion of assessment, each assessor must enter the information into the Assessment Section including uploading their assessment report. If parent has requested it, assessment results must be made available to parents four days prior to the IEP meeting.

INITIAL,TRIENNIEL, AND ANNUAL IEPS

Contact all participants to inform them of the IEP and their role in it. This includes (as appropriate):

RSP teachers

General Ed teachers

Administration

Psychologist

Speech/language

OT

Nurse

Adaptive PE

Other

Immediately upon opening the IEP documents, no later than 60 days prior to the due date.

You must contact the participants. Do not count on Welligent to communicate for you. This must include RSP, administrator and all assessors, at minimum, and may include the general education teacher.

Coordinate IEP date based on due date and availability of participants.

Immediately upon opening IEP documents.

Enter scheduled meeting date on Meeting Page in Management Section of Welligent

Immediately upon agreement of all participants. This is important because it indicates in Welligent that the meeting has been planned and all who have access can see the scheduled date with ease.

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Send PLP forms to General Education teachers

30 days prior to IEP, with a due date of 14 days prior to IEP. Do this in writing, not only during a collaborative meeting.

RSP teacher enter IEP information Check accuracy of page one, including IEP annual/three-year dates

For annuals and triennials, enter achievement of previous goals. Include an explanation of level of achievement ( ex: met at 70%)

Enter ELL level on page 2

If student is below an advanced ELL level, a Master Plan for English Learners must be included in the IEP.

Create Present Levels of Performance for all appropriate areas, including explicit information on Strengths, Challenges, Impact of Disability and Current Supports

Create goals, as appropriate. Goals must be based on grade level standards and must be directly related to the challenge section of the present levels of performance.

Enter eligibility data. It is PUC policy to include the nature of the disability in the section related to “areas discussed.”

Enter testing accommodations. Remember that accommodations must be provided for all testing during the year, not just the CST.

Create FAPE 1 and 2, ensuring that all services are explained and any additional information is included in the “optional comments” section of FAPE 2.

Create a follow-up section

Fill out section O in the Management Section of Welligent

SLD, SLI certification forms should be filled out, as appropriate

Behavior plan should be included, as appropriate

Transition plan should be included, as appropriate.

Create a meeting notification letter from the Management Section of Welligent and send it home to the parents. Include an IEP and You brochure with all letters and an ITP and You brochure, as appropriate.

NO LATER THAN 10 days prior to the IEP meeting

Make sure all sections are filled out, including the first line of the bottom section (date and method for sending home the letter)

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Enter date of notification on the Meeting Screen in the Management Section of Welligent

Enter this information on the day you originally send the first notification. This is important, as the IEP cannot be locked without this information.

If parents return the letter, fill in the remainder of the first line in the bottom section of the letter.

Immediately upon receipt.

If parents do not return the letter in a timely manner, send a second one and fill out the second line in the bottom section of the letter

Three days after initial letter was sent

If parents do not return the second letter in a timely manner, make a phone call send a third letter and fill out the third line in the bottom section of the letter

Three days after initial letter was sent

Conduct IEP meeting (See IEP Meeting Document for details of IEP meetings)

As scheduled

Fill out page 10, consent for SPED At the end of the meeting, when all documents have been reviewed

Lock IEP Fill out all information on the Meeting Screen in the Management Section of Welligent

An IEP can be recessed with notes on the meeting screen. If this occurs, the original meeting is documented in the official date section and subsequent meetings noted in the notes section.

DO NOT mark the IEP as signed, until it is actually signed. It is fine for an IEP to be pending for a few days.

Once the IEP is locked and signed, no one except LAUSD can unlock it. Make sure your information is correct before locking it.

Send request for translation Within 24 hours of the IEP meeting, if requested by parents.

Update RSP tracker Immediately following the IEP

Mark old services as “inactive”

Create new services in accordance with the new IEP

Update recipe cards and distribute Immediately following the IEP

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them to the appropriate personnel

Place all documents, including assessment plans, meeting notification and IEP documents in green folder

Immediately following the IEP

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IEP Meeting Procedures and Follow-Up

Before the IEP Meeting:

Make sure ALL parts of the IEP are complete and correct, including all reports uploaded, as appropriate. Changes can be made during the meeting, as needed. Ensure that the proper people are planning to attend. Each IEP should have a minimum of an administrator, a special education teacher, and a general education teacher present for the entire meeting. Other participants attend as appropriate. Print the Sign-in Sheet Prepare SPED folder with brochures. These brochures MUST be given out at ALL IEPs: Parent’s Guide to Special Education Services Complaint Response Unit/Parent Resource Network Uniform Complaint Procedures Informal Dispute Resolution for IEP Disagreements Least Restrictive Environment Brochure Current LAUSD Parent Training Calendar

IEP Meeting:

Administrator log in to Welligent Introductions (introduce everyone, even if you think the parent knows everyone there) Explain the type and purpose of the meeting. Keep language clear, friendly and accessible. Avoid educational jargon. For ALL IEPS, give family folder of brochures. They have the right to refuse the brochures, but we must offer them no matter how many times the family has received them previously. Have all people present at the meeting sign the signature page Check page one of IEP for changes in address/telephone number, etc. Initials and Three-Year IEPs : Go over assessment reports/results Present Levels of Performance (PLP) Strengths: Challenges: Impact of Disability Current Supports Explain goals: for annuals and three-year IEPs go over current goal achievement and new goals Explain behavior plan, transition plan and/or master plan for English Learners, as appropriate. Testing accommodations Explain supports, accommodations, and services (IEP Services and # of minutes) FAPE Free Appropriate Public Education) Summary

Completing the IEP Obtain consent for services and fill out page 10 in accordance

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Meeting with parent participation and consent. Include concerns, if appropriate Be prepared to offer informal dispute forms, if necessary Ask a question similar to: “Do you feel like you have been involved in the IEP process as a means of improving services and results for your child?” in order to check box on page 10. Explain the LAUSD Parent Survey Ask if parents want the IEP translated and mark the follow-up section and section O accordingly Mark participants as “attended” on the Participant Screen in the Management Section Offer the LAUSD Staff Survey to staff members in attendance

Closing/locking the IEP in Welligent

On the IEP Meeting Screen in the Management Section on Welligent: Enter the eligibility status of the student Mark the meeting as “completed” or “recessed” as appropriate Enter the date and start/end times of the meeting (original meeting, if meeting is recessed) Include notes in the notes section, as appropriate, such as, reason for recessing the meeting, or reasons why the meeting was postponed/parents did not attend, etc. Print IEP documents AND section O Obtain parent signature Enter signature date ONLY when the parent has signed the IEP.

Following the IEP Meeting

If appropriate, send IEP for translation within 24 hours Revise recipe cards and distribute to appropriate personnel Place all IEP-related documents in the green folder Make appropriate changes in the RSP tracker.

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Once an Assessment Plan is signed… (1) An individualized education program required as a result of an assessment of a pupil shall be developed within a total time not to exceed 60 calendar days, not

counting days between the pupil's regular school sessions, terms, or days of school vacation in excess of five schooldays, from the date of receipt of the parent's or guardian's written consent for assessment, unless the parent or guardian agrees in writing to an extension, pursuant to Section 56344.

TIPS: * Keep copies of all notifications you send out with the date that is was mailed. * For difficult meetings send all correspondence certified mailed delivery confirmation required (coordinate with your office manager/ program specialist around this). * Keep a communication log documenting all calls you made to the parent/guardian regarding the IEP meeting. **Start looking at August and make sure assessment plans are signed and/ or IEP dates set as needed. *Try not to schedule IEPs last 3 weeks of school as you will need additional time to complete paperwork.

Week 6-8 weeks out 4-6 weeks out 3 weeks out 2-3 weeks out 1 week out Hold IEP mtg.

Task -Set and Communicate IEP Meeting Date to Parents and Team

-Set Up PLP & Goal Meeting with Teachers -Assess Student and Start Writing RSP Report -Coordinate with school psychologist if FBA and BSP is needed

-Have PLP (ELD too) & Goal Meetings With Teachers

-Send Parent Notification (must be sent out no later than 10 days prior to the actual IEP meeting) -Remind Team Members about IEP Meeting -Start all IEP Pages

-Send IEP Meeting Reminder again - Call parent and remind about IEP meeting -Finish most IEP Pages

- no more than 60 days after assessment plan is signed

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Example:

Week 6-8 weeks out Set and Communicate IEP Meeting Date to Parents and Team

4-6 weeks out Set Up PLP & Goal Meeting with Teachers -Assess Student and Start Writing RSP Report -Coordinate with school psychologist if FBA and BSP is needed

3 weeks out -Have PLP (ELD too) & Goal Meetings With Teachers

2-3 weeks out

-Send Parent Notification (must be sent out no later than 10 days prior to the actual IEP meeting) -Remind Team Members about IEP Meeting -Start all IEP Pages

1 week out

-Send IEP Meeting Reminder again - Call parent and remind about IEP meeting -Finish most IEP Pages

Have IEP Meeting - no more than 60 days after assessment plan is signed

02/23 Daisy Jose

03/02 Justice Daisy Jose

03/09 Justice Daisy Jose

03/16 Justice Daisy Jose

03/30 Justice Daisy

04/06 Justice

04/13 Justice 4/18 @ 3:00

04/20

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Sample IEP Agenda

1. Welcome/Start Up Introductions Purpose/Expected Outcomes Agenda Overview Child/Parent Rights Establish Time Parameters

2. Present Levels of Performance/Eligibility Parent Concerns School Psychologist Report (if needed) General Education Teacher Present Level of Performance Resource Teacher Present Level of Performance Related Service Provider Report (if needed) Statement of Eligibility

3. Special Factors Assistive Technology Low Incidence

Blindness or Visual Impairment Deaf or Hard of Hearing

English Learner Behavior Areas of Need Participation in State/District-wide Assessments (STAR)

4. New Goals/Objectives Based on Current Needs 5. Offer of Program/Services Based on Goals/Objectives Service Delivery Options (LRE) Supplementary Aids, Services and Other Supports for School Personnel, or for

the Student, or On Behalf of the Student Accommodations/Modifications Special Education and Related Services Extended School Year? 6. Offer of Educational Setting

% of time in/out of general education classes/rationale for time out of general education Other Agencies including County Mental Health involved? Promotion Criteria Progress Monitoring/Progress Reporting Special Education Transportation-if applicable

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7. Closing Confirm Agreements Signatures Follow-up

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IV. Resources The following documents are included in this manual to assist you in using Welligent.

A. EZ Access Charter School Guide B. Welligent Application C. Welligent 101-V7 Instruction Guide D. Request to Add Non-LAUSD Student to Welligent E. Behavior Intervention Quick Reference Guide-Setting Up A New Student’s

Services Record and Scheduling Individual Sessions F. Quick Reference Guide: How to Set Up and Document Group Services G. Blank IEP H. Welligent Trainings

V. Important Contact Information:

LAUSD: log onto www.lausd.net or call (213) 241-1000

LAUSD Special Education: log onto www.sped.lausd.net

Learning Zone: log onto www.lz.lausd.net

Welligent STS Helpdesk Support: (213) 241-5200, Press 5 then 6 to reach an STS

IEP Support Section: (213) 241-4174.