next up previous contents
Next: LDAP - Directory Management Up: Open Administration for Schools Previous: The Locker System


Special Education - IEP System

This system is designed to aid in the creation of IEP(Individual Education Program) documents for special needs students. It has the following parts:

  1. Enrolling students in the IEP system from existing school enrollments.
  2. Creating a team of individuals responsible for the student's program.
  3. Adding assessments (ie. specialized testing of various kinds) that the child has had.
  4. Creating Evaluation Masters selected from the different subjects or categories of objectives.
  5. Printing of IEP Master Reports and submission to authorities.
  6. Entering student progress information throughout the year and printing student progress reports.


A student must first be enrolled in one of the division's schools.(or in a single school if not in a division) before (s)he can be added to the special education (iep) system.

The simplest approach to enrolling a student is to use the Division Student Search function on the main page. You can search by lastname, firstname or just lastname. Once (s)he is found, you can click on the Add button and automatically add this information from their school records into the IEP system.

You may also use the Add Student function, if you already know the student's division student number (assigned when (s)he is enrolled in a school).

You may also make changes to the student's information using the View/Edit Student button. The student's information, although copied from the school data initially, is totally independent of his/her student information in the school. It is stored in the IEP database, not in the school's database (although some reports pull that information from the school database).

Teams of School and Division Personnel

The student Team, as mentioned above, is made of individuals (including the child's parents) who are responsible for the execution and evaluation of the student's program.

Teachers, Administrators and EA/TAs in the schools have their names and locations stored along with other school information (students, attendance, etc.) in a particular school's database. A teacher must be entered in a school's database, before they will become visible in the IEP system. This is normally done by the school secretary at the start of the year.

These school based personnel can be identified uniquely in the IEP system by a school:userid identifier since the userid is only guaranteed to be unqiue within the school. For example a teacher in a school called St Mary might be stmary:fredflintstone.

Other school division staff not associated with a school are stored in a single table in the IEP system listing their userid, name, agency (if not central office), and phone, email, and designation (psychologist, etc.). This table is called personnel and can be added to from the administration page (which is normally password protected separately from the IEP site) for use with only designated personnel.

The Add Team Members button is used to create a team or add new members to an existing team. They are added by simply clicking the selection button beside their name. The signer box is used to specify whether or not they will have to sign the IEP report.

The View/Edit Team Members button is used to view the members of particular teams and also modify which members are on a team. Since it is easy to add new members to a team (with the function above), there is only a delete option.


Student Assessments are records of the results of specialized tests by Educational and Health professionals. These may include various kinds of educational testing as well as medical and psychological test results.

The categories for these results are first setup on the administration page. These may include commonly used educational tests, etc. Once these have been added, then assessments may be entered.

The Add Assessments function adds an assessment for a student in a particular category (as outlined above) on a particular date. An unlimited size text box can be used to enter as much description about this as required.

The View/Edit/Delete function will allow any required changes to be made to a student's assessment records.

Subjects and Evaluation

We have divided educational expectations into different subjects (although they are not subjects in the normal usage of the word) or categories. Some are traditional subjects; many are not. Each subject was initially broken down into smaller subcategories. However, due to implementation difficulties, this is no longer used. Every category has a unique number that identifies it's name and the objectives listed under this category number.

Each particular task or outcome will then have a unique subject/category number as well as a unique number within that category. For example, if Level A reading was 305, then the second expectation, Retell the content in random order, would be identified by 305-2.

When setting up an evaluation program for students, these particular learning outcomes are added to a student evaluation record for each subject. (S)he will then be evaluated throughout the year on that basis.

Evaluation Workflow

When an student is added to the IEP system, information is pulled from his/her demographic record in the school where he/she attends. This is stored in a local table in the IEP system.

A team is chosen that will work with this student.

Assessments are added for this student, on an ongoing basis.

Evaluation records are added for each student in an evaluation master table (evalmst). There will be one record for each of the subjects or categories that the student is enrolled in. Each of those subject records can have up to 32 objectives from that subject area stored with it.

When evaluations are done each term, a student and a subject are chosen. If a record for this term for this student and this subject already exists, its values are read. If no record exists for this term, a new one is created. Values and commentary are entered for this record and then it is stored. An evaluation record is stored separately for each term for this student in this subject.


  1. Enter Evaluations. All students are listed, with options to add evaluations to existing ones or edit existing ones (all listed).

  2. If Add, a new blank record with values for subject displayed for entry. If Edit, an existing record may be changed.

Report cards will be generated for this student and all evaluation records for this and previous terms will be read and used to create a simple report card or progress report.

Technical - Table Structures

In general we can link to other information in the school's database for contact information, etc. Otherwise, the system is largely standalone.

next up previous contents
Next: LDAP - Directory Management Up: Open Administration for Schools Previous: The Locker System