Student ServicesPreparing For The New Workflows

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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

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.

New Workflows Process

Ministry IdentificationWorkflow - revised

Write IEP/SSPWorkflow - new

IEP ReviewWorkflow

Ministry Identification ReviewWorkflow

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

Ministry Identification Workflow

Current M. I. Workflow New M.I. Workflow

Write IEP/SSP Workflow

Ministry Identification Workflow Post Change

Expanded checklist: all steps used

Quick checklist:Using Skip to Ministry Identification

Write IEP/SSP

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

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

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

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

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

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.

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

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.

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.

Questions and Answers