Microsoft Word - AEPSi Provider Guide-eg-final.doc

AEPSi™ Provider Guide

Contents

  1. About AEPSi
  2. About the AEPSi™ Provider Guide

About the AEPSi™ Provider Guide

Section 1: Logging In

Section 2: My AEPSi

Section 3: My Children

Section 4: Child Summary

Section 5: Child Profile

Section 6: Child Calendar

Section 7: Child Journal

Section 8: Child Team

Section 9: Child Assessments

Section 10: Family Report

Section 11: Child Reports

Section 12: My Groups

Section 13: My Calendar

Section 14: My Reports

Section 15: My Toolkit

Section 16: My Profile

Section 17: Help

Child Assessments

The Child Assessments page is the portal to AEPS assessments. By selecting a Child Assessments page from the left toolbar (e.g., Jenny’s Assessments), you will be able to view all of this child’s previously recorded assessments and fill out new assessments.

The Child Assessments page contains a list of all of the child’s Child Observation Data Recording Forms (CODRFs) and Family Reports.

The CODRF listings are organized by the dates they were entered into AEPSi (which do not necessarily coincide with the dates the assessments were completed).

Information about the CODRFs included on this list is date, level, test period, and status (whether or not the CODRF is complete, if it is marked for OSEP reporting, and if it is a group assessment).

The Family Report listings are organized by date and show the level and person who completed the report.

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AEPSi Provider Guide

Creating a New CODRF

The CODRF Summary page is the first page of every child’s assessment and contains brief information about the child and the assessment. From this page, you are able to enter a narrative summary of the CODRF, select which areas you want included on the assessment, mark the assessment for inclusion in OSEP reporting, choose to view the assessment in Spanish, opt to print the entire assessment, create a customized CODRF, and link to the AEPSi Curriculum Reference Guide.

The CODRF is the form used to record a child’s performance on the AEPS Test. To create a new CODRF, click the Create New CODRF button on either the Child Summary or Child Assessments page. You will be taken to the CODRF Summary page.

CODRF Summary Page

To create or edit a CODRF summary, click the Edit Summary button in the top right-hand corner of the CODRF Summary page.

A box will pop up that shows a place for the CODRF Summary and each domain’s summary. Click inside each text box to add a summary. Click the Save button to save your changes or the Print Summary button to print the CODRF Summary. To close the pop-up box, click the Close button at the top or bottom of the pop-up. You are also able to print the CODRF Summary directly from the CODRF Summary page.

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Note: You also may access and edit each domain summary from its corresponding page in the assessment.

Accessing the AEPSi Curriculum Reference Guide

Click the link or the associated image and a new browser window will appear. You can easily locate the intervention activities in the curriculum that correspond to specific goals and objectives identified with the AEPS Test.

From the CODRF Summary page, there is a direct link to the relevant AEPSi Curriculum Reference Guide, which contains the curriculum content from either the AEPS® Curriculum for Birth to Three Years or AEPS® Curriculum for Three to Six Years.

Selecting Test Areas

On the CODRF Summary page, you will see a list of the six domain areas with options to select or deselect one or more of the areas (up to 5). When you create a new CODRF, all six domain areas are activated by default. To deactivate or opt-out of one or more areas, deselect the areas and click the Save Changes button. When an area has been deactivated, n/a will appear under the Status column. Only areas that are active will appear on the top navigation menu of the CODRF.

If you deselect a domain area that has previously entered data, the data will not disappear. You will no longer have access to the area and the data will not appear in reports, unless you reactivate the area.

If an assessment has already been flagged for OSEP Near Entry or Near Exit and you attempt to deactivate or opt-out of one or more areas, you will be prevented from doing so. Similarly, if you have opted out of one or more of the areas, you will not be permitted to flag the assessment for either OSEP Near Entry or Near Exit.

Note: Opting out of one or more domain areas is only available for individual child assessments. This feature is not available for group assessments.

OSEP Include

If the child has been flagged as an OSEP Participant in his or her child profile, an option will appear on the CODRF Summary page allowing you to include this assessment in OSEP near-entry or near-exit reporting. You may select either Near Entry, Near Exit, or No next to the OSEP Include? option.

If one or more areas have not been selected for an assessment or opted out, you will not be able to select OSEP Near Entry or Near Exit for an assessment. An error message will appear, stating, “OSEP cannot be selected because an area has been ‘opted out.’” Likewise, if an assessment has already been flagged for OSEP Near Entry or Near Exit and you attempt to deselect or opt-out of one or more areas, you will be prevented from doing so.

If the child is not an OSEP Participant, the OSEP Include? option will not appear on the CODRF Summary page. Flagging an assessment for Near Entry or Near Exit tells AEPSi which assessments to pull data from when running the OSEP Near Entry and Near Exit reports as well as the ECO Child Outcome Summary Form Ratings.

Filling in a CODRF

At the top of each domain page within an assessment, below the navigation bar, is the child’s name, the domain, and the assessment level, as well as a button that allows you to view/edit that domain’s summary and a button that allows you to print that area of the assessment, with or without the criteria.

Click the View Curriculum link at the end of each criterion to view the concurrent goals, environmental arrangements, intervention activities, etc. for the specific goal/objective. To hide the criteria, click the blue [−] icon.

The remainder of each domain page consists of test information and the strands in this domain. The test information, including test period, CODRF status, test date, and examiner name, appears above the strands. By default, the previous CODRF information is shown in a second vertical column. You may hide the previous CODRF information by clicking the Hide Prev. button.

Prior to recording the CODRF results, please enter the test date and examiner’s name.

Note: The test date should be the date the assessment was administered, not necessarily the date it was entered in AEPSi, and the examiner should be the person who administered the assessment, not necessarily the same person who is recording the results.

According to the guidelines for administering and scoring AEPS outlined in AEPS Administration Guide, enter the corresponding numerical value in each Score box and the corresponding letter representing notes in the Notes box, and click the IFSP/IEP box accordingly for each item. To enter multiple scoring notes, enter each letter separated by a comma. The system will inform you if you have entered an invalid score/scoring note combination once you have clicked the Finalize Area button.

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To enter a comment for a particular item, click the speech bubble icon to the far right of the item. A new window will pop up. Click inside the text box to type in your comments. Click the OK button to save the comment.

You may save your work on an area of the assessment at any time by clicking the Save Test in Progress button. Be sure you click this button before navigating to another page, or your work on that area will be lost.

If at any time you wish to finalize a domain, click the Finalize Area button at the bottom of the page. Once all active domains of an assessment have been finalized, the test will be considered finalized (the CODRF will appear complete, not in progress, in CODRF listings), and you will be able to run reports.

You may also access the SCOF download in the Download section of My Toolkit.