AEPSi™ Administrator Guide

Contents

Introduction

Welcome to AEPSi

About the AEPSi™ Administrator Guide

Section 1: Managing Your AEPSi Account

Left Menu Navigation

Program Administration Home Page

The content on your Program Administration home page offers you a quick and easy way to access the information you need to manage your AEPSi account. At the top left, you will see the Program Profile, which displays the number of licenses purchased for your subscription, the current number of active child records in your AEPSi account, the current number of archived child records in your AEPSi account, the number of child records that have been deleted in your AEPSi account for the current subscription year, and the subscription renewal date.

Next to the number of child records and subscription renewal date, there may be a blinking alert icon. The AEPSi system will provide the following alert messages:

• Subscription Renewal Date: You will see a blinking alert light 90, 60, and 30 days before it is time to renew your subscription.

You can view your full program profile by clicking the View Program Profile button.

To the right of the Program Profile Summary is the Search function. To search for an Administrator, Reviewer, Provider, or child in your program, type the first name or last name in the corresponding search field and click the Search button. This will pull up a link to that person’s profile. You can also search for a Child Profile by entering the Child ID in the search field.

Program Profile

To view the Program Profile, you can either click the View Program Profile button on your Program Administration home page, or click Program Profile on the left menu navigation in the Admin section. The Program Profile will display the name of the program, program type, address, city, state, and zip. In addition, there are optional fields for the phone number, fax number, and website address.

Most of this information will be completed for you when you start your subscription, but you may make any additions or changes by entering information in these text fields and clicking the Save Changes button.

Another field in the Program Profile is classrooms. You have the option to create classrooms by entering classroom names in the text area, separated by semi-colons. The classrooms you create will appear in a dropdown menu in the Child Profile and certain report request forms.

As an Administrator, you have the ability to prevent Providers from deleting child profiles. This is a safeguard to make sure child data is not deleted by accident. If you do not want Providers to have the ability to delete child profiles, click the checkbox next to "Prevent providers from deleting child profiles." If the checkbox is unchecked, Providers will be able to delete child profiles.

Note: You will learn more about the Classrooms field in Section 3: Managing Your Children and Section 4: My Reports.

Subscription Details

The Program Profile page also contains details about your AEPSi subscription. That information includes:

• Number of Licenses: The number of child records purchased for the current subscription year.
• Current Number of Active Children: The current number of active child records in your AEPSi account (those not archived or deleted). This number will be updated whenever a new child record is created, as well as when a child record is archived or deleted.
• Current Number of Archived Children: The current number of archived child records in your AEPSi account. This number will also be updated whenever a child record is archived or when an archived child record is deleted or reactivated.
• Number of Deleted Children: The number of child records that have been deleted during the current subscription year. Only children for whom an assessment has been created will be included.
• Subscription Renewal Date: The date when it is time to renew your subscription. Well in advance of this date, you or the responsible party will want to contact Customer Service to renew your subscription.
• Subscription Start Date: The start date of your AEPSi current subscription period.
• Account Status: Your account status will display as one of the following: active, expired, inactive, or locked.
• Your Program’s Enterprise ID: If your program is part of a larger Enterprise group, your Enterprise ID Number will be displayed here.
• Last Child Import: The date and file type of the last child imported into your program from another source.
• Renewal Alert E-mailed: The date the last e-mail was sent to your program’s administrator(s) to notify you that it is time to renew your subscription.

Account Status

Below is a brief description of the possible values for account status:

• Inactive: You have canceled your AEPSi account. Users will no longer be able to access your account.
• Easy IEP Export: If your program has opted to have access to the Easy IEP Export feature—found under the Program Reports page of your My Reports section—this field will read “enabled.”

Note: Exceeding your number of child licenses purchased will not result in losing access or functionality to the site.