IEP

FRONTLINE IEP

Frontline IEP is a web-based special education management system providing input and maintenance capability for special education student demographic and program data. Frontline IEP is an intuitive and easy-to-use system and users can access the program from any Internet connection.

Frontline IEP can produce student IEPs, IESPs, CSE, and CPSE meeting information, goals, and program recommendations, as well as progress monitoring, based on the data that are inputted and maintained. Information required for the State-mandated PD reports, State Aid forms, and the Student Information Repository System can also be generated and submitted through Frontline IEP. Letters produced in Microsoft Word can interface with information in the Frontline IEP database. In addition, real-time file sharing and file transfers between Frontline IEP districts are available within the application. The MHRIC will import—upon written request from the district—all Grade 3-8 ELA/Math/Science, Regents, RCTs, NYSESLAT, and NYSAA assessment scores. We can also assist districts with uploading local assessment scores in the appropriate electronic format. Frontline IEP requires a specific Internet browser and hardware setup, which are aidable as part of the service.

CENTRIS SYNC

Through a multi-phase technical planning and implementation process, a district may integrate demographic data from its general education student management system to Frontline IEP/Frontline RTI. The Centris Sync technology checks for database changes between the general education student information system and Frontline IEP/Frontline RTI, and regularly sends any changes automatically. This capability can work with a general education student information system that provides an automated file export in a standardized XML format in accordance with Frontline Education’s specification. The creation of the automated file export to support Centris Sync is the responsibility of the school system’s vendor. Successful implementation of Centris Sync requires careful coordination and planning between a district’s technical staff, the MHRIC, Frontline Education, and the student information system vendor. Please contact the MHRIC to explore this option further.

DOCUMENT REPOSITORY

Document Repository is an online document management solution designed exclusively for Special Education. It allows districts to store, manage, and access documents electronically. This optional module of Frontline IEP is a document management solution, which allows districts to:

  • Store electronic documents in Frontline IEP at the individual student level.
  • Access documents electronically by authorized individuals.
  • Control access to view and store documents based on group roles or individual users.
  • Organize documents by category/type.
  • Add document descriptions.
  • Search for documents by multiple criteria.
  • Securely manage documents electronically.
  • Restrict editing of the content of documents after they have been stored.

Document Repository also includes a fax component to create and store images of paper documentation in those cases when a scanner is not available. The fax component creates an electronic file and stores it in the document repository using a standard fax machine.

The Frontline Document Repository is a licensed add-on to the Frontline IEP management system which allows electronic copies of documents (e.g., evaluation reports) to be stored in student files within Frontline IEP. Successful implementation of the Document Repository requires coordination and planning between a district’s technical and special education staff, the Mid-Hudson Regional Information Center (MHRIC), and Frontline Education.

Scope of Service

IEP Direct Support

Frontline IEP is a web-based special education management system providing input and maintenance capabilities for special education student demographic and program data. Frontline IEP can produce student IEPs, IESPs, 504 Accommodation Plans, CSE and CPSE meeting information, goals and program recommendations based on the data that are inputted and maintained. Information required for the State-mandated PD reports, State Aid forms, and the Student Information Repository System (SIRS) can also be generated.

Letters produced in Microsoft Word can interface with information in the IEP database. In addition, real-time file sharing and file transfers between IEP districts are available within the application.

IEP requires a specific Internet browser and hardware setup.

SUPPORT INCLUDES (Year 1):

  • Develop implementation plan
  • Convert existing Special Education demographics, where possible
  • Establish IEP database on server
  • Set up tables within IEP
  • Define district tests and subtests within IEP
  • Define district services within IEP
  • Develop, along with district contact, IEP format
  • Develop, along with district contact, data entry form
  • Daily backup of database for data recovery purposes
  • Installation of software updates and enhancements
  • Up to five (5) days of on-site support/training
  • IEP documentation
  • Extract IEP Program Fact Template, BEDs Day Snapshot, EOY Snapshot, Special Ed Events and complete electronic data import to the NYSED District Student Data Validation Web Site (Level 0)
  • Import Grades 3-8 ELA & Math Assessment scores, Grades 4 & 8 Science Assessment scores, Regents, RCTs, NYSESLAT & NYSAA
  • Telephone support
  • Training sessions scheduled at the MHRIC
  • Content workshops at the MHRIC
  • User Group meetings scheduled at the MHRIC
  • Application hosting at the MHRIC

  • SUPPORT INCLUDES (Year 2 and beyond):

  • Planning and implementation of additional features
  • Extract IEP Program Fact Template, BEDs Day Snapshot, EOY Snapshot, Special Ed Events and complete electronic data import to the NYSED District Student Data Validation Web Site (Level 0)
  • Import Grades 3-8 ELA & Math Assessment scores, Grades 4 & 8 Science Assessment scores, Regents, RCTs, NYSESLAT & NYSAA
  • Update IEP documentation
  • Daily backup of database for data recovery purposes
  • Installation of software updates and enhancements
  • Up to three (3) days of on-site support/training
  • Telephone support
  • Training sessions scheduled at the MHRIC
  • Content workshops at the MHRIC
  • User Group meetings scheduled at the MHRIC
  • Application hosting at the MHRIC

  • DISTRICT RESPONSIBILITIES (Year 1):

  • Conversion of data other than demographics (requires a review of existing data) and specialized programming)
  • New hardware purchases required for implementing IEP
  • New software purchases required for implementing IEP
  • Hardware and/or software installation and configuration
  • Data entry services
  • On-site training and support in excess of five (5) days

  • DISTRICT RESPONSIBILITIES (Year 2 and beyond):

  • Hardware upgrades required for IEP
  • Software upgrades required for IEP
  • Hardware and/or software installation and configuration
  • Data entry services
  • On-site training and support in excess of three (3) days

  • Centris Sync (Frontline IEP Add-on)

    The Centris Sync technology checks for database changes between the general education student information system and Frontline IEP or RTI and regularly sends any changes automatically. This capability can work with a general education student information system that provides an automated file export in a standardized XML format in accordance with Centris Group’s specifications.

    Successful implementation of Centris Sync requires careful coordination and planning between a district’s technical staff, the Mid-Hudson Regional Information Center (MHRIC), Centris Group and the student information system vendor.

    SUPPORT INCLUDES:

  • Develop implementation plan
  • Completion of Centris Sync Questionnaire (for districts using a MHRIC-supported SMS)
  • Configuration of export from the SMS (for districts using a MHRIC-supported SMS)
  • Generate an XML file from the SMS (for districts using a MHRIC-supported SMS)
  • Validate the data in the XML file using the Centris Validation tool
  • On-site support during live implementation
  • DISTRICT RESPONSIBILITIES:

  • Application contact during implementation planning
  • Technical contact during implementation planning
  • Completion of Centris Sync Questionnaire (for districts not using a MHRIC-supported SMS)
  • Configuration of export from the SMS (for districts not using a MHRIC-supported SMS)
  • Generate an XML file from the SMS (for districts not using a MHRIC-supported SMS)
  • Review of validated data prior to live implementation date

  • Frontline Document Repository (IEP Add-on)

    Document Repository is an online document management solution designed exclusively for Special Education. It allows districts to store, manage and access documents electronically. This optional module of IEP is a document management solution which allows districts to:

  • Store electronic documents in Frontline IEP at the individual student level
  • Access documents electronically by authorized individuals
  • Control access to view and store documents based on group roles or individual users
  • Organize documents by category/type
  • Add document descriptions
  • Search for documents by multiple criteria
  • Securely manage documents electronically
  • Restrict editing of the content of documents after they have been stored

  • Document Repository also includes FAX Direct to create and store images of paper documentation in those cases when a scanner is not available. Fax Direct creates an electronic file and stores it in the document repository using a standard fax machine.

    The Document Repository is a licensed add-on to the Frontline IEP management system which allows electronic copies of documents (e.g., evaluation reports) to be stored in student files within IEP Direct.

  • The maximum individual file size is 2 megabytes and maximum total storage per student is 150 megabytes (based on district wide average). This is cumulative per student over school years. If additional storage is required it may be purchased at an annual at fee of $3.35 per gigabyte. +
  • The annual fee also includes the Fax Direct capability which allows hard copy documents to be converted to an image when a scanner is not available. Fax Direct includes up to 500 faxed pages per year at no additional cost (additional blocks of 500 faxed pages annually can be purchased as needed for $125). ++
  • Successful implementation of the Document Repository requires coordination and planning between a district’s technical and special education staff, the Mid-Hudson Regional Information Center (MHRIC) and Frontline Education.

    SUPPORT FROM THE MHRIC INCLUDES:

  • Develop implementation plan
  • Coordination of implementation with Frontline Education
  • Training through recorded webinar
  • Telephone support for application *

  • DISTRICT RESPONSIBILITIES:

    • Application contact during implementation planning
    • Technical contact during implementation planning
    • Maintenance of scanner(s) and/or fax machine(s) used for capturing documents
    • Technical support for scanner(s) and/or fax machine(s) used for capturing documents

    + Frontline Education provides up to 150 mb per student, which is cumulative over their K-12 enrollment.

    ++ When district reaches 80% of their capacity, the system automatically sends e-mail notices to the district IEP Direct key contact. If the district wishes to expand capacity, the district needs to approve an amendment for additional storage or fax blocks. When capacity is reached, the system will prevent additional documents from being uploaded.

    The MHRIC does not provide technical support for scanner(s) and/or fax machine(s) used for capturing documents.


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