This checklist is designed to guide district users in ensuring the proper setup is completed for mass publishing IEP Goals Progress Reports to the Parent Portal.
If the district uses a custom demographics form in a custom IEP event, ensure the form is selected in the "Progress Monitoring Custom Demographics Form" preference in the General screen. The selected form must have the fields "iep_plandate," "iep_reviewdate" and "ReportFreq." Selecting the appropriate form is necessary so that the IEP Goals Progress Report has the correct marking periods.
1. In the SSS menu, click General.
2. In the Program Preferences tab, select the form in the pull-down for the Progress Monitoring Custom Demographics Form preference.
3. Click Save.
The "Progress Monitoring - Lock Posting to Quarter Grade Posting Window" and "Progress Monitoring - Lock Posting to Progress Periods Posting Window" preferences should be enabled in the General screen to ensure that what is sent to the Parent Portal is preserved.
1. In the SSS menu, click General.
2. In the Program Preferences tab, select the enabled check box for Progress Monitoring - Lock Posting to Quarter Grade Posting Window and Progress Monitoring - Lock Posting to Progress Periods Posting Window.
3. Click Save.
In order to use these two progress monitoring preferences, the "Grade Posting Begins" and "Grade Posting Ends" fields need to be defined for the relevant quarters and/or progress periods in Setup > Marking Periods. Optionally, the "Grade 12 Posting Begins" and "Grade 12 Posting Ends" fields can be defined for each marking period if grade 12 students have a different grade posting window.
When one or both of these preferences are enabled, users who have students on their caseload in Caseload & Services who need progress reported will receive an alert on the Portal. The alert will indicate the number of students and the date and time when progress monitoring is due. Clicking the alert will open the Caseload & Services screen. Progress cannot be reported outside of the grade posting window for the quarter/progress period in the IEP Goals Progress Report unless the user has the profile permission "Post Progress Monitoring outside the Grade Posting Window."
When the "Frequency of IEP Goals Progress Reporting to Parents" is set to "Quarterly" or "Every Grading Period" on the student's IEP, progress can only be reported on the IEP Goals Progress Report for the marking period when the grade posting window for that marking period is open. When the "Frequency of IEP Goals Progress Reporting to Parents" is set to "Monthly," "Weekly," or "Other," users can submit reports for any progress period, but the report is saved as the current marking period progress report. For example, if the user submits the report for PP1 during quarter 1, the user cannot edit the report once the grade posting window for quarter 1 closes.
Note: For "Quarterly" or "Every Grading Period," the last progress period is open for reporting in the last month of the IEP so that users can post a final progress report regardless of the grade posting window being open. For "Monthly," "Weekly," or "Other," the remaining progress periods are open for reporting in the last month of the IEP (for example, if there are 12 progress periods, and 3 have not been filled, the remaining 3 will be open for reporting).
The Progress Monitoring Completion Report can be used by administrators to review students who have not had progress monitoring completed. Administrators with View access to this report will receive a Portal alert beginning one week before the grade posting window closes indicating the number of students who need progress monitoring. The administrator can click the Portal alert link to view the Progress Monitoring Completion Report.
The "IEP Progress Reporting" profile permission for the District Report Cards & Transcripts screen allows users to publish IEP Goals Progress Reports.
1. In the Users menu, click Profiles.
2. In the Permission Type pull-down, select Menu.
3. In the Role pull-down, select Admin.
4. In the Profiles pull-down, select one or multiple profiles.
5. Click Submit.
7. Click the Grades tab on the left side of the screen.
8. Under District Report Cards & Transcripts, select the Edit check box for IEP Progress Reporting.
9. Click Save.
The Publish tab in District Report Cards & Transcripts is used to set the publishing options for publishing IEP Goals Progress Reports to the Parent Portal, which publishes for all students with an open IEP progress report for the school selected in the time window that user set up. For example, to publish reports to the Parent Portal for each quarter, four records need to be set up in District Report Cards & Transcripts for Q1, Q2, Q3, and Q4.
1. In the Grades menu, click District Report Cards & Transcripts.
2. Click the Publish tab.
3. In the blank row, select the School(s).
4. Select the Grade Levels.
5. In the Report Card Types pull-down, select IEP Progress Reporting.
6. Select the Marking Period.
7. Enter or select the Start Date when the IEP progress monitoring report will be available on the Portal for parents.
8. Enter the Start Time when the IEP progress monitoring report will be available on the Portal for parents.
9. Enter or select the End Date when the IEP progress monitoring report will be removed from the Portal for parents, if desired.
10. Enter the End Time when the IEP progress monitoring report will be removed from the Portal for parents, if desired.
11. Click Save.
As of version 12.0.111, this scheduled job is no longer needed to publish IEP Goals Progress Reports.
1. In the Setup menu, click Scheduled Jobs.
2. In the pull-down at the top-right corner of the screen, select the Publish IEP Progress Reports to parent portal job and click Create Job.
3. Complete the scheduled job setup.
4. Click Save. The job will generate PDFs if today equals the start date set in District Report Cards & Transcripts or if today's date is past the start date and no PDFs were generated in the past for the record.
1. To view the published PDF, log in as a parent.
2. On the student block on the Portal screen, click the Reports tab.
3. Click the PDF to view the report.
You are done. Great job!