Special Education

Imagine a totally integrated Special Education Management System with functionality beyond anything you thought possible. With Realtime, IEP development, meetings and surveys are just part of the total package.

Every phase of the special education process, from referral to printing and distributing an Individualized Education Plan is managed, documented and recorded.

  • Our fully integrated Special Education Management System tracks and reports all aspects of a student’s time in special education.
  • Students are assigned case managers, and districts then use our extensive security system to determine access to individual students, just case manager, team cases or all cases. Security for ESLS case managers can be set independent of other child study team members.
  • Case managers use a student summary screen for quick access to student demographic and contact information. This lets the case manager confirm that a child is in school and where they are at any given moment (student schedule)
  • Tasks such as initial and annual reviews, reevaluations, and manifestation determinations are treated as different events. All documents, evaluations, surveys, communications and meeting results are stored within that event and kept as part of the student’s historical log.
  • Additional events such as changing case managers and parent conversations/meetings are added to the child’s history providing administrators and future case managers a timeline of the student’s history in special education.

  • Each event includes an outline that tracks required notices, meetings and required state and federal due dates. A color-coded warning system is used to alert case managers and administrators of possible date compliance or other issues.
  • Events are archived allowing current case managers to look back at prior events and the specific evaluations and documents within them. As students exit special education, they are marked as inactive, but events can still be accessed.
  • Documents and evaluations can also be uploaded as PDFs and stored as part of the event or attached to a student’s IEP.
  • As meetings are scheduled, editable invitations to parents are automatically generated along with appropriate forms for each event type. An internal notice or email is sent to the appropriate teachers and staff informing them of the meeting.
  • This same notification system can be used to inform case managers when a student has received disciplinary action, changed their schedule, or to advise teachers when a new IEP has been posted for one of their students.

The integration of the Core Student Information System with the Special Education Management Module means all student information is automatically kept accurate up to the minute.

  • Multiple IEP formats provide the CST with options to choose different data entry methods (free type, drop down, checkbox) and default language for preschool, elementary, middle and high school, as well as speech and out of district placements.
  • Online surveys (PLAAFP, Goals & Objectives, Modifications, BIPs) are
    provided to teachers and staff. Once completed and returned, these surveys are combined and automatically inserted into the appropriate pages of the IEP for further editing by the case manager.
  • The system allows multiple segments (timeframes) within an IEP. Segments can have different related services, modifications, goals, and objectives. In situations where an IEP spans two grade levels, segments can be used to update the students time in general ed. as it changes.
  • The entire New Jersey Core Content Standards (2004, 2008, 2009 and
    National Standards) are included within the Goals and Objectives section, arranged by grade, allowing the system to suggest goals based on a student’s mastery of prior goals. Hundreds of additional goals are provided including related services (Speech OT, PT & Counseling). Personalized or free type goals may be entered for one-time use by a student or added to the master list. The progress of each goal and objective is entered online and progress reports printed or posted on the Parent Portal.
  • Option to number the pages of the IEP by section, allowing one section to be reprinted without having to reprint the entire document. Flexible printing options also provide the option to print IEPs with a “draft” watermark.

  • Reporting tools allow administrators to drill down by location or CST to view the status of individual cases, surveys, and evaluations and to print reports listing open assignments by staff members.
  • IEPs are finalized with either a “posted and implemented status” or as
    “pending with a future implementation date.” Listings of services included within IEPs can be run for either status, allowing administrators to view the services promised for the pending (future) IEPs.
  • Implemented IEPs (with date and time stamp) are available for online viewing by staff members, either as an entire document or via a table of contents. Security settings are available to limit viewing of individual sections by role or position.
  • Prior to posting a specific IEP, a listing of significant year to year changes may be viewed as a way of reviewing changes for each IEP. Districts also have the option of requiring all IEPs be “reviewed” by a supervisor prior to a final posting and updating of the student’s status screen.
  • Services entered on the IEP automatically update the student status screen which assures that federal and New Jersey reports (including NJ Smart) are always in sync with the information contained within the implemented IEPs.
  • Teachers complete the online recording of student progress toward goals and
    objectives as required by the District. Students need not be on the same
    reporting schedule. Student progress can then be printed as a progress report or viewed online via the Parent Portal.

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