Student Services Preparing For The New Workflows Conference Call Info: 1-866-365-4409 Access Code:...
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Student ServicesPreparing For The New Workflows
Conference Call Info: 1-866-365-4409Access Code: 9842401#
*6 to mute your phone, *7 to unmute
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THIS SESSION IS BEING RECORDED
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Session Management
Please raise your hand to let us know you have a question so we can address them in sequence. Then use the chat window or conference call to ask your question.
Please limit your questions to one at a time so everyone has an opportunity to get their questions addressed, then put your hand up again if you have further questions.
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Agenda
• Purpose of the changes• Changes to the Workflows• Significance of IEP status• Following Implementation - Scenarios and their
implications• Prior to Implementation – Identifying & addressing
records• Cohort Considerations• General Q & A
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Purpose of the Changes
To allow districts and schools the ability to more quickly set students in MyEd as eligible for a ministry designation and IEP. This process includes those requiring additional learning support and SSP.
Writing the IEP or SSP has been separated out into its own workflow.
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New Workflows Process
Ministry IdentificationWorkflow - revised
Write IEP/SSPWorkflow - new
IEP ReviewWorkflow
Ministry Identification ReviewWorkflow
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Student Services Workflows Process
Enroll in Student Services
Ministry Identification Workflow
Write IEP/SSP Workflow
Designation
NoYES
IEP Review Workflow
Ministry Identification Review Workflow
Renew IEP
Exit
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Ministry Identification Workflow
Current M. I. Workflow New M.I. Workflow
Write IEP/SSP Workflow
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Ministry Identification Workflow Post Change
Expanded checklist: all steps used
Quick checklist:Using Skip to Ministry Identification
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Write IEP/SSP
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IEP Status
• Students should have only 1 Active IEP• Students should not have any IEPs with a status
of Draft prior to implementing these changes
Preparing for Implementation
Correct
Problematic Incomplete MI workflow
Converted record = Draft
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Following Implementation
Ministry Identification Workflows:State of Completion at Implemenation
1. Completed Ministry Identification workflow; completed IEP
2. Completed Ministry Identification workflow; incomplete IEP
3. Incomplete Ministry Identification workflow
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Scenario #1
Completed Ministry Identification workflow; completed IEP
• No impact • Moving forward:
• Use Renew IEP and create one of the two review workflows as per the current practice
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Scenario #2
Completed Ministry Identification workflow; incomplete IEP
• No impact • Moving forward:
• Creating the new Write IEP/SSP workflow will copy the existing IEP to be completed in the new workflow
There is no need to go back and re-open the workflow
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Scenario #3
Incomplete Ministry Identification workflow; incomplete IEP
Workflow is converted to the new, condensed version and the checklist is complete• Workflow phase will remain at the same step it was just
prior to implementation
The IEP status remains as Draft • IEP must be Active in order to move on to create the next
workflow
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Scenario #3 cont.
Moving forward:
• Option 1 - Uncheck the Ministry Identification workflow to re-open. Save to create alerts and Active IEP; correctly sets workflow phase. Then, create the Write IEP/SSP workflow to copy forward the IEP and complete
• Option 2 – Manually update the IEP status of these records from Draft to Active; workflow phase is not set to complete. Then, create the Write IEP/SSP workflow to copy forward the IEP and complete. If there are signficant numbers of records to be corrected, submit a Pando ticket to request assistance.
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Prior to Implementation
IEP top tabFilter: Incomplete Ministry Identification wkfl
Search Criteria:• Student > Enrolment status Equals Active• And Status Equals Draft• And IEP type Equals Initial• And Workflow phase Does not contain Complete
Search based on: All Records
Identifying Records
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Prior to Implementation
Addressing Records
• Option 1 – Complete Ministry Identification workflows to up to and including Implement IEP. Alerts are set and workflow phase = Complete.
• Option 2 – Manually update the IEP status of these records from Draft to Active using Options > Override status; workflow phase is not set to Complete.
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Cohort Considerations
Cohorts 1, 2 and 3Where there are a significant number of converted records remaining with a status of Draft, please submit a Pando ticket requesting assistance to update the IEP status of these records from Draft to Previous. To identify these records, use “Incomplete MI” filter and then query for SpecialEdReferral before your conversion date.
Cohorts 4, 5, and 6There will be no issues with converted records as was the case with earlier conversions. Future Student Services enrollments will follow the new workflow processes.
Cohort 7Designation records will convert with the status of the “shell” IEP set to Active. These records will be included in extracts and reports that show designated students. When ready, use Mass Enroll in Special Ed to enroll students. Follow the new workflow processes.
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Questions and Answers
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