Intervention Management

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Documentation

Intervention Management
Adobepdficon.png [Aeries.Net Intervention Management - Updated October 30, 2015]


Contents






Fields

Interventions.PNG



Interventions - Documents.PNG



Interventions - Additional Resources.PNG



Interventions - Goals.PNG



Interventions - Meetings.PNG



Interventions - Practices.PNG



Interventions - Prior Intervention.PNG



Interventions - Progress Comment.PNG



Interventions - Stakeholders.PNG



Interventions - Student Strengths.PNG



Interventions Reasons and Concerns.PNG



Pre Referral Interventions - Interventions.PNG



Pre Referral Interventions - Reasons.PNG



Pre-Referral Interventions Details.PNG


Referral for Intervention Details Top Half.PNG Referral for Interrvention Details Bottom Half.PNG




Aeries.Net - Intervention Management


InterventionCharts.PNG


Intervention Management in Aeries.net will enable schools to track actions taken for "At Risk" students to try and prevent retention from occurring. The Pre-Referral Interventions, Referrals to Intervention, Referrals for Intervention Approval and Interventions pages can be used to assist in the prevention of academic failure through early intervention, progress measurement, and the determination of student goals. It can incorporate problem solving to identify the academic problem the student is experiencing. Interventions can include programs such as tutoring, or before and after school classes which can assist students who are having difficulty learning.

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INITIAL SET-UP

Certain information can be set up prior to creating Intervention records. Code Table values can be setup in advance for the following tables and fields through Update Code Table. To access Update Code Table, from the Navigation Tree click the mouse on School Info | Configurations | Update Code Table. Below is a list of tables and fields that comprise Intervention Management.

Pre-Referral Interventions (PRI)

PRI.DT - Date

PRI.SID – Staff ID

PRI.SCL = School

PRI.CO - Comment

PRI.ST - Status

PRI.CO1 – Status Comment

PRI.PS - % Success

PRI.CO2 – Success Comment

Pre-Referral Intervention Codes (PRC)

PRC.CD – Pre Referral Intervention Code (Code value stored in IPI.CD)

PRC.SD – Start Date

PRC.ED – End Date

PRC.CO – Comment

Pre-Referral Intervention Reasons/Concerns (PRR)

PRR.CD - Reason

PRR.CO – Comment

Pre-Referral Intervention Parent Meetings and Contacts (PRN)

PRN.DT – Date

PRN.CD – Code

Referral to Interventions (RFI)

RFI.DT - Date

RFI.SID – Staff ID

RFI.SCL - School   • RFI.CO – Comment

RFI.ST - Status

RFI.CO1 – Status Comment

RFI.RNM – Requestor Name

RFI.RR – Requestor Relation/Title

RFI.DN – Date Family Notified

RFI.TS – Translation Services Required

RFI.TL – Translation Languages

RFI.SD – Status Date

Referral to Intervention – Student Strengths (RFS)

RFS.CD – Strength (Code value stored in ISS.CD)

RFS.CO – Comment

Referral to Intervention – Reasons/Concerns (RFR)

RFR.CD – Reason (Code value stored in IRC.CD)

RFR.CO – Comment

Referral to Intervention – Prior Interventions (RFP)

RFP.CD – Code (Code value stored in IPI.CD)

RFP.CO – Comment

RFP.SD – Start Date

RFP.ED – End Date

Interventions Details (INV)

INV.CD – Intervention Code

INV.DS – Intervention Disposition

INV.CT – Intervention Category

INV.LV – Intervention Level

INV.PV – Intervention Provider

INV.PL – Intervention Placement

INV.RS – Intervention Reason

INV.TG – Intervention Status

Intervention Prior Interventions (IPI)

IPI.CD - Code

IPI.SD – Start Date

IPI.ED – End Date

IPI.CO - Comment

Intervention Reasons and Concerns (IRC)

IRC.CD - Reason

IRC.CO - Comment

Intervention Student Strengths (ISS)

ISS.CD - Strength

ISS.CO - Comment

Intervention Actions (INA)

INA.CD - Code

INA.DE – Description

INA.TD – Target Date

INA.CO - Comments

INA.CS – Criteria for Success

Intervention Goals (ING)

ING.GL – Intervention Goal (This is a free text field but can also have values defined in the Code table)

ING.TG – Intervention Goal Status

Intervention Comments (INC)

INC.CD – Intervention Comments Code

Intervention Meetings (INM)

INM.TY – Intervention Meeting Type

Intervention Practices (INP)

INP.CD – Intervention Practices Code

Intervention Stakeholders (INS)

INS.NM - Name

INS.RL - Relationship

INS.AT – Account Type

INS.AID – Account ID

Intervention Additional Resources (INR)

INR.CD – Intervention Additional Resources Code

Medical Insurance Information (MII)

MII.TY - Type

MII.NM – Name

MII.GP – Group

PRE-REFERRAL INTERVENTIONS

The Pre-Referral Interventions page can be used to record details to help identify areas of difficulties students may be encountering. Identifying the student's needs can help begin the development and implementation of education strategies for students who have recognized problems in the classroom.

The pre-referral can begin with the teacher and can then include the parents as well as other school staff involved in the education of the student with the intent of providing intervention that can assist the student in improving their performance.

The Pre-Referral page in Aeries.net can be utilized by teachers to begin a pre-referral process. Teachers will only be able to edit their own pre-referral records. To use the Pre-Referral page the Teacher Portal Group in Security will need permissions to the Pre-Referral Interventions (PRI) security area. Teachers

can only refer the student to an intervention if they also have Insert permissions to Referrals to Intervention (RFI) and have at least 1 meeting added to the pre-referral record.

Add Pre-Referral

The Pre-Referral Interventions page can be accessed from the Navigation Tree by clicking the mouse on Student Data | Interventions | Pre-Referral Interventions.

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To add a new Pre-Referral record for a student, click the mouse on Add New Record.

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The page will display in edit mode. Fill in the appropriate information under the Details tab and then click on the Save button.

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  • Date – Enter the date for the Pre-Referral
  • School – Will default to the current school. This value can be changed by selecting a different school from the dropdown list.
  • Comment – Area under the School field where a comment can be entered.
  • Status – Select a Status for the Pre-Referral
  • Progress Comment – Area under the Status field where a comment regarding the status can be entered.
  • % Success – Enter a % of Success rate
  • Success Comment – Area under % Success field where a comment can be entered about the student's success.

NOTE: When a teacher is creating the Pre-referral record, the Staff/Teacher name field on the Details section will autopopulate with that teachers name.

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If the Pre-Referral record is being created by an Admin or a User login, the Staff/Teacher name will display with a search icon that can be used to search for a teacher name to attach to the record.

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Click on the Interventions tab to continue adding information to the Pre-Referral record. Click on Add New Intervention Code.

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The page will display in edit mode. Fill in the appropriate information under the Interventions tab and then click on the Save button.

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  • Code – Select a code from the drop down list.
  • Start Date – Enter a Start Date
  • End Date – Enter an End Date
  • Comment – Enter a comment if applicable.

The Reasons tab can be used to list any reasons for the Pre-Referral Intervention. To add a Reason, click the mouse on Add New Reason. The page will display in edit mode. Select a Reason code and enter a comment under the Reasons tab and then click on the Save button.

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The Pre-Referral Parent Meetings and Contacts tab can be used to notate any meetings that are scheduled to take place regarding the Pre-Referral Intervention.

To add a Meeting, click the mouse on Add New Meeting. Enter information in the Date, Type of Meeting, By Whom and Person Contacted fields and then click the mouse on the Save icon.

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REFERRALS TO INTERVENTIONS

After all Pre-Referral Intervention information has been entered, a Refer to Intervention button will display in the Details area.

NOTE: A Teacher needs at least Insert permissions to the Referrals to Intervention (RFI) security area and the Pre-Referral record must also have at least 1 meeting added to it in order to be able to Refer to Intervention.

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Clicking on the Refer to Intervention button will display a Referral for Intervention Details page.

On the right hand side of the page, a record selection list will display and will show the Status of the Referral.

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Enter information for the Referral for Intervention Details area and then click the mouse on the Save button.

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  • Date – Enter a Date for the Referral
  • Staff/Teacher – If not already populated, search or enter a staff ID
  • School - Will default to the current school. This value can be changed by selecting a different school from the dropdown list.
  • Status – Select a Status for the Referral.
  • Status Comment – Area where a status comment can be entered.
  • Person Making Request – Enter name of person requesting the Referral
  • Title/Relationship to Student – Enter a title or relationship
  • Date Family Notified of Referral – Add date of notification
  • Translation Services – If translation services are needed, check the checkbox and then select a language from the drop down list.
  • Date – Enter a Date for the Referral

If a Pre-Referral record existed, after entering Referral information, a Pre-Referral Intervention Yes will display on the record. Clicking on the Yes link will take you to the Pre-Referral record associated with the referral. This can be used to quick reference information from the Pre-Referral record.

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After saving the Referral for Intervention Details information a Student Strengths, Reasons for Referral and Prior Interventions area will display. To add Student Strength information to the Referral, click the mouse on Add New Student Strength.

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Select a student strength from the drop down list. A comment about the student strength can also be entered in the comment box. After information is entered, click the mouse on the Save icon.

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To add a Reason for Referral click the mouse on Add New Reason.

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Enter reason information and then click the mouse on the Save icon.

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Prior Intervention information can be added to the Referral record by clicking the mouse on Add New Prior Intervention.

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Enter any prior intervention information and then click the mouse on the Save icon.

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REFERRALS FOR INTERVENTION APPROVAL

After a Referral to Intervention has been completed on a student, an Admin or User account with appropriate security permissions can approve the referral through the Referrals for Intervention Approval page.

The Referrals for Intervention Approval page can be accessed from the Navigation Tree by clicking the mouse on Student Data | Interventions | Referrals Approval.

The Referrals for Intervention Approval page can limit the records to display by Referral Status or by Date Range.

To limit the list to display by Status, select a value from the Limit By Status drop down list.

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The corresponding records will now display.

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To limit the list to display for specific Dates, enter a date range in the date boxes.

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The corresponding records will display.

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The Details button under the More Info column can be clicked on and will display the Referral information in a pop up window.

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The Edit button under the More Info column can be used to add additional information to the Referral record.

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The Approve and Deny buttons under the Approval Process column can be used to Approve or Deny a Referral. Click the mouse on Approve or Deny for the corresponding record.

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If Deny is clicked, a text box will display asking for input on why the referral is being denied. Enter an explanation and then click on the OK button.

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The Referral will then display with the word Denied in red under the Approval Process column.

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If Approved is selected, the word Approved will display in blue under the Approval Process column.

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The Referral record's updated Status will also display on the Referrals to Intervention Details page.

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INTERVENTIONS

The Interventions page can be accessed from the Navigation Tree by clicking the mouse on Student Data | Interventions.

The Interventions page will now display ten separate options on the left side of the page when a student has an Intervention record; Intervention Details, Stakeholders, Goals, Progress Comments, Meetings, Prior Interventions, Reasons & Concerns, Student Strengths, Additional Resources and Practices.

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Viewing the Interventions form for a student who does not have any existing Intervention records, will only display the Intervention Details tab and the Documents tab

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Intervention Details

To add a new Intervention record for a student, click the mouse on the Add New Record button on the Intervention Details page.

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If a Referral for Intervention was completed for a student and that Referral to Intervention was Approved, the Interventions page will show an Add From Referral button.

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Clicking on the Add From Referral button will display a Currently Approved Referrals page. Click on the Approved Referral to create an Intervention record for. Then click on the OK button.

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The Intervention Details will then display to add information. Any information that had been added on the Referral will integrate in to the new Intervention record.

The Date field will default with today's date. The Grade field will default to the student's current grade level that is populated in the STU.GR field.

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Enter the Intervention Details information and then click the mouse on the Save button to save the information.

  • Code – Select an Intervention code from the dropdown list.
  • Disposition – Select an Intervention Disposition from the dropdown list.
  • Category – Select a Category from the dropdown list.
  • Level – Select a level for the Intervention.
  • Days – Total number of days for the Intervention record. This value can be manually entered or will be calculated by the dates entered in the Start Date and End Date fields.
  • Start Date and End Date – The days will be calculated based on the Start and End Date values entered.
  • Hours – Total hours related to the Intervention record. This value can be entered manually or will be calculated by the times entered in the Start Time and End Time fields.
  • Start Time and End Time – Enter a Start and End Time for the Intervention. The Intervention hours will be calculated based on valid Start Time and End Time values entered.
  • Provider – Select a Provider for the Intervention from the dropdown list.
  • Placement - Select a placement for the Intervention.
  • Reason - Select an Intervention Reason.
  • Translation Services – Check if translation services will be used. Specify the language to be used by selecting a value from the drop down list.
  • School of Incident – Choose a school to indicate where the Intervention took place. The schools in the list come from the LOC table.
  • Referred By – Select who referred the student. The values from the dropdown list comes from the TCH table.
  • Status – Select a status for the Intervention record.

The Comments box on the page can be used to enter any comments regarding the student Intervention.

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Display To Parent

The Interventions Details page has a Display To Parent option which can be turned on or off for each individual Intervention record.

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NOTE: The Display To Parent option defaults to ON in Aeries.net for all new Intervention records.

If the Display To Parent option is selected for an Intervention record and the Aeries.net Parent Portal Group is given appropriate security permissions to Interventions, the parent will then see that Intervention record and corresponding information in the Aeries.net Parent Portal Interventions area. The parent will not be able to see the Created By name.

Below is an example of the Parent Portal view when the Display To Parent option has been turned on for an Intervention record and the Parent Portal Group has been given the appropriate permissions to view the information.

If an Intervention record has the Display To Parent option deselected, that Intervention record information will not display to the Aeries.net Parent Portal.

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After all information has been entered, click the mouse on the Save button to save the information. After saving the new Intervention record, the Created by field will populate automatically with the login name of the current user.

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After the information has been saved the new Intervention record will display.

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When an Intervention record is created from a Referral, the Intervention record will also display a Referral Information link. This link when clicked on will bring the user to the Referral for Intervention record that was previosuly entered for the student.

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A list of the student's saved Intervention records will display on the right side of the Interventions page with the date and INV code associated with the record. The most recent record will display at the top of the list highlighted in blue. To select a specific record to view or edit, click the mouse on the appropriate record from the list.

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Add Red Flag

A Red Flag and comment can be added to the Intervention record. To add a red flag, click the mouse on the red flag icon to the left of the student name.

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The flag icon will turn red and a red flag comment box will display where a red flag comment can be added. A red flag comment is not required.

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If an Intervention record has been red flagged, the red flag will also show on the navigation tree next to Interventions node.

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Delete Intervention

To delete an Intervention record and all information attached to that record, highlight the Intervention record in the list on the right side of the page and then click the mouse on the Delete button.

NOTE: If an Intervention record is deleted from under the Intervention Details tab, any data in the associated tables will also be deleted.

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Stakeholders

The Intervention page has the ability to add a Stakeholder to the Intervention record. A stakeholder is someone who will be involved in the student intervention. There can be multiple stakeholders including parents, teachers and counselors. To add a Stakeholder to an Intervention record, click the mouse on the Stakeholders button.

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A Stakeholders area will display. Click the mouse on Add New Record.

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Enter the Name of the Stakeholder and their Relationship to the student. Select the Account Type the stakeholder has. The Account Type of Aeries.net would be selected for a district staff member. The Account Type of Parent/Student would be selected for a parent or student.

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After selecting an Account Type, the Account column will display a Search icon that can be used to search for the stakeholders current account. If an account is found and added, the stakeholder will then be able to see a "caseload" of information regarding the Intervention record in the portal.

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After all information has been added, click the mouse on the Save icon to save the information. The updated record will then display.

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If a teacher is listed as a Stakeholder, the teacher Home screen displays an "Intervention Caseload" widget that displays the Intervention records that the teacher is linked to via the stakeholders table (INS). The widget allows the teacher to navigate directly to the student Intervention record where they can add data to the record.

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Goals

The Goals area can be used to record details regarding goals set for a student intervention. A Goal can be added to any existing Intervention record. To add a Goal to an Intervention record, click the mouse on the Goals button.

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A Goals area will display. Click the mouse on Add New Record. Select a Goal code from the drop down list. Enter a Description, Target Date and Status and % Success. The Created By field will autopopulate with the name of the logged in user. A comment can also be added. Click the mouse on the Save icon to save the information.

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An Action can be added to a Goal by clicking on Add Action under the Goal. An action is something that must be done to facilitate the success of the goal.

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The following will display. Select a Stakeholder fom the Stakeholder drop down list.
Note: The names shown in the Stakeholder drop down list come from the names added under the Stakeholders area.
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Select a Code and type in a Description. Enter a Target Date. A Comment can be added as well as information on the Criteria of Success for the Goal action. After all information is entered, click the mouse on the OK button.

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After the Action is saved it will display under the corresponding Goal in the Goals area.

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Delete a Goal

To delete an Individual Goal for a student, click the mouse on the edit icon to the left of the Date field for the goal.

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Next click the mouse on the Delete icon.

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The following message will display. Clicking the mouse on the OK button will delete that goal information. It will also delete the Goals Action information.

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Progress Comments

The Progress Comments area can be used to add in detailed information on the monitoring of progress the student is making. The comment information can be referred to in assisting to determine what interventions work best for an individual student.

To add a Progress comment to an Intervention record, click the mouse on the Progress Comments button.

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The Progress Comments area will display. Click the mouse on Add New Record.

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The Date field will default with today's date. Select a Progress Comment Code from the drop down list.

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The Comment area can be used to type in comments about the student's progress. The Created by name will automatically populate with the name of the current user login name.

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When finished entering all data, click the mouse on the Save icon to save the information.

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Delete a Progress Comment

To delete a Progress Comment for a student, click the mouse on the edit icon to the left of the Date field for the Progress Comment entry.

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Next, click the mouse on the Delete icon.

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The following message will display. Clicking the mouse on OK will delete that Progress Comment information.

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Meetings

The Meetings tab can be used to store meeting information regarding the student intervention. To add a new meeting entry, click on the Meetings button.

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The Meetings area will display. Click the mouse on Add New Record.

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The Date field will default with today's date. Select a Meeting Type from the Type drop down list.

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The Start Time and End Time fields can be used to add a meeting start and end time. The Location field can be used to add a Location of the meeting. The Next Meeting Date field can be used to indicate the date of the next scheduled meeting. To add a Next Meeting Date, click the mouse on the Calendar icon and select a date. The Created by name will automatically populate with the name of the current user login name.

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The Comment area can be used to type in any comments or notes related to the meeting. The Attendees area can be used to list the names of the participants of the meeting. After all meeting information has been entered, click the mouse on the Save icon to save the information.

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Delete Meeting

To delete a meeting for a student, click the mouse on the edit icon to the left of the Date field for the meeting entry.

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Next, click the mouse on the Delete icon.

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The following message will display. Clicking the mouse on OK will delete the meeting information.

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Prior Interventions

The Intervention page has the ability to add Prior Intervention information to the Intervention record. A Prior Intervention can also come in from a Referral. To add Prior Intervention information to an Intervention record, click the mouse on the Prior Intervention button.

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The Prior Interventions area will display. Click the mouse on Add New Prior Intervention.

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Select a Prior Intervention code. A Date Range can be added for the Prior Intervention. There is also an area to enter a Comment about the Prior Intervention. After all information is entered, click the mouse on the Save icon to save the information.

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Delete Prior Intervention

To delete a Prior Intervention for a student, click the mouse on the edit icon to the left of the Date field for the meeting entry.

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Next, click the mouse on the Delete icon.

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The following message will display. Clicking the mouse on OK will delete the Prior Intervention information.

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Reasons & Concerns

The Intervention page has the ability to add Reasons and Concerns information to the Intervention record. To add Reason and Concerns information to an Intervention record, click the mouse on the Reasons & Concerns button.

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The following Reasons & Concerns area will display. To add a new Reason and Concern to the Intervention record, click the mouse on Add New Reason.

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Select a Reason & Concern code from the drop down list. A Comment can also be added. After all information is entered, click the mouse on the Save icon.

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Delete Reason & Concern

To delete a Reason & Concern for a student, click the mouse on the edit icon to the left of the Date field for the Reason & Concern entry.

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Next, click the mouse on the Delete icon.

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The following message will display. Clicking the mouse on OK will delete the Reason & Concern information.

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Student Strengths

The Intervention page has the ability to add Student Strength information to the Intervention record. To add student strength information to an Intervention record, click the mouse on the Student Strengths button.

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The following Student Strengths area will display. Click the mouse on Add New Student Strength.

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Select a Strength Code from the dropdown list. A Comment area is available to add a comment about the student strength. Once all information is entered, click the mouse on the Save icon to save the information.

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'Delete Student Strength

To delete a Student Strength, click the mouse on the edit icon for the Student Strength record.

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Next, click the mouse on the Delete icon.

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The following message will display. Clicking the mouse on OK will delete the Student Strength information.

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Additional Resources

The Intervention page has an area to add Additional Resources information to the Intervention record. Additional Resources can include outside services that the student or parents can be refered to.

To add Additional Resource information to an Intervention record, click the mouse on the Additional Resources button.

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The following Additional Resources area will display. To add an Additional Resource, click the mouse on Add New Resource.

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Select an Additional Resources code from the drop down list. A Comment area can be used to add comments about the resource. Once all information is entered, click the mouse on the Save icon to save the information.

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Delete Additional Resource

To delete an Additional Resource, click the mouse on the edit icon for the Resource record.

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Next, click the mouse on the Delete icon.

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The following message will display. Clicking the mouse on OK will delete the Additional Resource information.

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Practices

The Practices area can be used to record instructional practices or strategies defined for the student and intervention. A practice can define a purpose and structure for the intervention. It can also identify areas needing improvement.

To add a Practice to an Intervention record, click the mouse on the Practices button on the Interventions page.

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The Practices area will display. To add Practice information, click the mouse on Add New Record.

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The Date field and will default with today's date. Enter an End Date for the Practice if applicable by clicking the mouse on the Calendar icon and selecting a date.

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Select a Practice Code from the drop down list. The Created By name will automatically populate with the name of the current user login name.

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The Comment area can be used to type any comments related to the entry. After all information has been added, click the mouse on the Save icon to save the information.

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Delete Practice

To delete a Practice for a student Intervention record, click the mouse on the edit icon to the left of the Date field for the Practice entry.

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Next, click the mouse on the Delete icon.

Intervention Management Aeries net 20150828 111.png

The following message will display. Clicking the mouse on the OK button will delete the selected Practice information.

Intervention Management Aeries net 20150828 112.png

Documents

The Documents area can be used to upload and electronically store support documentation relative to the intervention.

Intervention Management Aeries net 20150828 113.png

To upload a document for an Intervention record, click the mouse on the Documents button on the Interventions page. The Documents area will display.

Click on the Add New Record button to add a new Document record. The Date will default to the current date. The Grade level will default to the student's current grade level.

Click on the Choose File button and select the file to upload. The file name will display to the right of the button once selected. Click on the Upload button to upload the file.

Intervention Management Aeries net 20150828 114.png

After the file is uploaded the file name will appear in the Document Name field. This field can be edited if desired. Select the type of document from the Category dropdown. Select a SubCategory if necessary to further distinguish the document. Select whether or not to lock the file. Locked files can only be modified or deleted by the user that uploaded them into the system. The Uploaded by field is automatically populated based on the Aeries login account.

Intervention Management Aeries net 20150828 115.png


Select the Save icon to save the record.

Intervention Management Aeries net 20150828 116s.png

The Print button above the Document records will print a report of the student's documents. The Only show Current Grade option will limit the records that display and the records that are printed on the report to the student's current grade level. To see/print documents from prior years de-select this option. Clicking on the View button will download the document so that it can be read.

Intervention Management Aeries net 20150828 117.png

Delete Documents

To delete a Documents record, click the mouse on the edit icon to the left of the Date field for the Practice entry.

Intervention Management Aeries net 20150828 118.png

Next, click the mouse on the Delete icon.

Intervention Management Aeries net 20150828 119.png

The following message will display. Clicking the mouse on the OK button will delete the selected Documents record.

Intervention Management Aeries net 20150828 120.png

REPORTS

The Print Interventions Report By Student can be used to print a report of Intervention information for students. The report can be run with options to include information from the Intervention Details, Goals, Progress Comments, Meetings and Practices areas. The report can be found under View All Reports under the Student category or by filtering for the word Intervention. Click the mouse once on the report name to select it.

Intervention Management Aeries net 20150828 121.png

A Report Options box will display. Enter a Start Date and End Date for Intervention records to print. Next, select which tables to print on the report. Intervention Details (INV) data will automatically print. To include information from Goals (ING), Meetings (INM), Progress Comments (INC), or Practices (INP), select the appropriate boxes. Once the selections have been made, click the mouse on the Run Report button.

Intervention Management Aeries net 20150828 122.png

The following is an example of the report that will display.

Intervention Management Aeries net 20150828 123.png



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