Report Data Cleansing Procedures

Data Cleansing Procedures

The following are basic data entry clean-up instructions to update or remove students from our SEC reports. More comprehensive instructions and manuals are posted in our new CAP-ATS Documents Library Folder located in the K or R Drive in the Special Education Folder.

Note: Keep copies of all documents and cases that need follow up.

All legal documentation/CAP forms must be filed in the student’s CSE case.

1. Old Conferences: Students listed with outdated IEPs / old conference dates a) Browse the student in CAP Student Evaluation Screen (F1), Detail Placement (F2), General Inquiry Screen (F3) and Related Service Information Screen (RI) and print all necessary screens.  Check the student’s Status and current school. c) Browse the student in ATS and print all necessary screens Use the SBIO function  Check the student’s status and current school  If the student has an open referral in CAP – bring to the attention of your Supervisor of Psychologists for follow up.

 If the student needs to be discharged in CAP use the CAP Student Menu Pupil Change Screen (PC) to enter the discharged information. Before discharging the student you must confirm that the student is discharged in ATS. Note the ATS discharge date and reason code.

o Consult with your supervisor to verify/determine if the student needs to be discharged in CAP. The CAP discharge date should match the ATS discharge whenever possible.

 If the student’s record is clear and can be updated, notify the Supervisor of Psychologists and/or the IEP Specialist to determine what the next step will be.

2. Long Term Absence LTA / SAR:

If the student is LTA/SAR, absent 21 consecutive days, he/she should be placed in a LTA/SAR class in ATS and CAP. The school administrators will determine which students are placed in a LTA/SAR class. The student must be placed in a LTA/SAR class in ATS before you can transfer a student to a LTA/SAR in CAP. Refer to the Procedural Document on “How to Place Student’s in a LTA/SAR class in CAP located on the CAP-ATS Document Library.

3. Mismatch School: Students appearing in two different schools ATS vs CAP school a) Browse the student in ATS. Print all necessary screens o Use the SBIO function o Check the student’s status and current school o Note the student’s Admission date and/or the first attend date. and ATS Grade Code ( a list of the ATS Grade Codes and description is listed in our CAP-ATS Document Library “Chart ATS-CAP Codes” ) b) Check the student’s attendance to verify that the student is present at school. Use the ATS DISA function to view attendance. Check the current month and previous month’s attendance. Code A = Absent Code P = Present c) Browse the student in the CAP (F1, F2, F3 and RI (related services) screens and print all necessary screens. o Check the student’s Status and current school o Note the student’s placement information (F2 screen): Final Notice School / Date Authorization Date First Attend Date

Once you determine which is the correct school you can do one of the following;  If the ATS school is correct - Transfer the student in CAP ( A1 screen)

 If the CAP school is correct - Leave the student in the current CAP Placement and bring the information to your ASE for follow up

Please note each case is different and may require other placement procedures and data entry steps. Consult with Daisy or Cathy for further instructions when necessary.

4. Discharges: Students that need to be discharged in CAP a) Browse the student in ATS o Check the status to confirm the discharge o Note the discharged date and reason code Status A is an active student Status D is a discharged student b) Browse the student in the CAP (F1, F2, F3 and RI (related services) screens o Check the student’s status and current school. The Detail Placement screen (F2) will display discharge information if the student is discharged in CAP

If the student needs to be discharged in CAP use the CAP Student Menu Pupil Change Screen (PC) to enter the discharged information. Before discharging the student, make sure the student is discharged in ATS.

If the student has an open referral in CAP, you will need to case close the referral before you can discharge the student, Please note you must consult with the Psych. Supervisor to determine if the case should be closed in CAP. If you are going to do a Case Closing, the supervisor must submit a completed Case Closing CAP Form. Note: Some ATS discharges are not applicable for a special education student and should not be entered in CAP. For example, students

2 discharged in ATS with a reason code 06 or 08 (Discharge to Private/Parochial school) cannot be entered in CAP. Refer these cases to the supervisors.

Use the CAP Student Data Menu Case Close (CC) screen. Refer to instructions located in the CAP/ATS Document Library Folder under “Case Closing”.

Please file Case Closing form in the student’s CSE file

Please note each case is different and may require other data entry steps. Consult with Daisy or Cathy for further instructions as needed.

5. Related Services: Awaiting DOE Provider/Provider Assigned No Start Date

Awaiting DOE Provider

a) The Related Service (RS) Supervisor identifies schools\students that have DOE Providers.

If a DOE provider is not available, the students will need to go through the Contracting Out process.

a) The RS Supervisor identifies students that need to be contracted out. These students will need to be updated in CAP to ACO status. Refer to the instructional manual “Procedures for Updating Individual Students’ for Related Services to ACO (Agency Contracting Out) Status” located in the CAP-ATS Document Library

b) Give a list of all students that were moved to an ACO status to Joanne for follow up.

Please make certain that all students that need to be contracted out are updated in the RS system no later than Wednesday afternoon of each week. This will give the RS unit ample time to issue Agency Transmittals / RSAs.

Provider Assigned No Start Date a) Consult with supervisor to determine if a DOE provider has been assigned. Get the name of the provider.

b) If a DOE provider was assigned check for an IVR transaction Confirmation in SEC Reports System and follow up. Refer to the Instructional Manual “IVR Inquiry Request” located in the CAP-ATS Document Library

c) If an Agency or Independent Provider is assigned, consult with RS Supervisor for follow up. All RS first attend dates must be submitted /called into the IVR system.

Support Supervisor Related Supervisor Services Services Paras ASE Speech Speech Supervisors ESL ASE Counseling Psych Supervisors SETSS ASE Occupational Jessica Banner, Therapy Glenn Martin

3 Physical ASE-pending Therapy new Supervisor