This system is designed to aid in the creation of IEP(Individual Education Program) documents for special needs students. It has the following parts:
A student must first be enrolled in one of the division's schools.(or in a single school if not in a division) before (s)he can be added to the special education (iep) system.
The simplest approach to enrolling a student is to use the Division Student Search function on the main page. You can search by lastname, firstname or just lastname. Once (s)he is found, you can click on the Add button and automatically add this information from their school records into the IEP system.
You may also use the Add Student function, if you already know the student's division student number (assigned when (s)he is enrolled in a school).
You may also make changes to the student's information using the View/Edit Student button. The student's information, although copied from the school data initially, is totally independent of his/her student information in the school. It is stored in the IEP database, not in the school's database (although some reports pull that information from the school database).
The student Team, as mentioned above, is made of individuals (including the child's parents) who are responsible for the execution and evaluation of the student's program.
Teachers, Administrators and EA/TAs in the schools have their names and locations stored along with other school information (students, attendance, etc.) in a particular school's database. A teacher must be entered in a school's database, before they will become visible in the IEP system. This is normally done by the school secretary at the start of the year.
These school based personnel can be identified uniquely in the IEP system by a school:userid identifier since the userid is only guaranteed to be unqiue within the school. For example a teacher in a school called St Mary might be stmary:fredflintstone.
Other school division staff not associated with a school are stored in a single table in the IEP system listing their userid, name, agency (if not central office), and phone, email, and designation (psychologist, etc.). This table is called personnel and can be added to from the administration page (which is normally password protected separately from the IEP site) for use with only designated personnel.
The Add Team Members button is used to create a team or add new members to an existing team. They are added by simply clicking the selection button beside their name. The signer box is used to specify whether or not they will have to sign the IEP report.
The View/Edit Team Members button is used to view the members of particular teams and also modify which members are on a team. Since it is easy to add new members to a team (with the function above), there is only a delete option.
Student Assessments are records of the results of specialized tests by Educational and Health professionals. These may include various kinds of educational testing as well as medical and psychological test results.
The categories for these results are first setup on the administration page. These may include commonly used educational tests, etc. Once these have been added, then assessments may be entered.
The Add Assessments function adds an assessment for a student in a particular category (as outlined above) on a particular date. An unlimited size text box can be used to enter as much description about this as required.
The View/Edit/Delete function will allow any required changes to be made to a student's assessment records.
We have divided educational expectations into different subjects (although they are not subjects in the normal usage of the word) or categories. Some are traditional subjects; many are not. Each subject was initially broken down into smaller subcategories. However, due to implementation difficulties, this is no longer used. Every category has a unique number that identifies it's name and the objectives listed under this category number.
Each particular task or outcome will then have a unique subject/category number as well as a unique number within that category. For example, if Level A reading was 305, then the second expectation, Retell the content in random order, would be identified by 305-2.
When setting up an evaluation program for students, these particular learning outcomes are added to a student evaluation record for each subject. (S)he will then be evaluated throughout the year on that basis.
When an student is added to the IEP system, information is pulled from his/her demographic record in the school where he/she attends. This is stored in a local table in the IEP system.
A team is chosen that will work with this student.
Assessments are added for this student, on an ongoing basis.
Evaluation records are added for each student in an evaluation master table (evalmst). There will be one record for each of the subjects or categories that the student is enrolled in. Each of those subject records can have up to 32 objectives from that subject area stored with it.
When evaluations are done each term, a student and a subject are chosen. If a record for this term for this student and this subject already exists, its values are read. If no record exists for this term, a new one is created. Values and commentary are entered for this record and then it is stored. An evaluation record is stored separately for each term for this student in this subject.
Evaluations:
Report cards will be generated for this student and all evaluation records for this and previous terms will be read and used to create a simple report card or progress report.
In general we can link to other information in the school's database for contact information, etc. Otherwise, the system is largely standalone.
A table of student data, some retrieved from his/her school student
information on enrollment in the IEP system.
id - record id
lastname - char(40) - student lastname
firstname - char(40) - student firstname
birthdate - date - birthdate
studnum - integer - division student number
provnum - varchar(12) - provincial student number
desdate - date - date of designation
ddpflvl - char(6), - ddpf level
designation - char(60) - designation
grade - char(6) - grade placement
school - char(60) - school (Name and code)
sex - char(1) - gender of student
medical - text - description of medical condition.
medication - text - medication required.
equip - text - required equipment for student.
adapt - text - school physical adaptations required by this student.
A table listing central office staff and other agency personnel not
located in a school database.
id - record number
UserID - a short field identifying this person.
Lastname
Firstname
JobTitle
Agency
Phone
Email
A table listing the members of each team. There will be one record for each team member for each student. The entire table will therefore hold all team listings.
id - record number
studnum - number of the student whose team this member is on.
userid - userid and school/agency identifying this person.
jobtitle - role
phone - redundant contact info
email - redundant contact info
A table listing assessments done on students.
id - record id
student - char(255) - student name(number)
category - char(255) - matching category from assesscat.
reqdate - date requested.
resdate - date completed.
comment - text - commentary.
A table of assessment categories used by the assess table in ``category''.
id - record id
category - char(255) - text specifying category
A table listing subject categories and objectives for students.
id - record id
catnum - integer - a number specifying the category of this
objective. This is the same same number used in the evaluation master
(evalmst) to identify the subject or category.
category - text - a word or phrase describing this subject.
idnum - int - a number for the objective/expectation.
grade - char(8) - possibly the grade level of the expectation (some
subjects)
description - description of the objective/expectation
commentcodes - char(255) - codes linking to a comment table.
The evaluation master record for students; one for each student in each subject.
id - record id
studnum - integer - the student number
subnum - integer - the subject number
method - text - a brief description of the teaching
techniques used.
responsible - text - who is responsible for implementing this
subject.
obj1, obj2, ... obj32 - objectives/expectations. - text -
contain text description of the subject and idnum (105-8).
The evaluation records for students; one per student per subject per term. Thus each student will have many eval records for each term of the year. For each subject there will be one evalmst (evaluation master) record and up to 4 eval (evaluation) records. Note: First fields common with the master; only term and commentary extra.
id - record id
studnum integer - the student number
subnum integer - matches subject in EvalMst table.
obj1, obj2, ... obj32 - char(16) objective results
term - the term number for this record.
comments - text; a long text field for commentary