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Paperless Student Cumulative Files and IEPs

  • 1.  Paperless Student Cumulative Files and IEPs

    Posted 09-12-2018 16:34
    This past year we have encountered more and more school districts around the country who do not want or use paper cumulative files for students.  Most have digitized their student records.  We now have a new category of student files as we make the transition to digital, homeless student cumulative files.

    While I am confident we can move rapidly into a paperless environment for general education student files, I'm less so when it comes to IEP records.  Has anyone found a good system for paperless IEP records that can be easily transferred to other school districts as students move?  Our special education staff has used a digitized system for years to write IEPs, but the records are printed and stored.  That way when a student moves to a new district the record can be shared regardless of compatibility problems between specific programs.

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    David Long
    Logan City School District
    Logan UT
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  • 2.  RE: Paperless Student Cumulative Files and IEPs

    Posted 09-13-2018 07:46
    David, I don't have a solution (I hope others do) but your post made me reflect upon the need for and importance of considering interoperability when selecting digital tools, and the challenges that school IT leaders face in helping non-technical school leaders understand interoperability concepts. Learn more about CoSN's resources in this area at https://cosn.org/focus-areas/it-management/interoperability-standards. Project Unicorn has an interoperability rubric which technology leaders may also find helpful: Project Unicorn | Resources for Districts and Schools.

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    Susan Bearden
    Chief Innovation Officer
    Consortium for School Networking
    sbearden@cosn.org
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  • 3.  RE: Paperless Student Cumulative Files and IEPs

    Posted 09-13-2018 09:08
    I know that Infinite Campus has been working on doing this, I would visit with their rep, to see if that is what you are looking for.  I know that when we send records in our state, the IEP reports come through electronically like the rest our reports.

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    Kelly Veis
    IT Specialist
    Hi-Line Region (META)
    Havre MT
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  • 4.  RE: Paperless Student Cumulative Files and IEPs

    Posted 09-13-2018 11:33
    We've just started our rollout for YellowFolder for SPED files. We will likely be moving to their student records platform later this year.

    We looked at Docuware, M-Files, YellowFolder and Office Scope. Yellow Folder and Office Scope have a K12 focus, Yellow Folder more so. The pricing reflects this. Yellow Folder and Office Scope price based on module/type of records you store with no limit on users. M-Files and Docuware don't limit the types of documents but you pay based on users accessing the system with users that are allowed to upload files costing more.

    We found for the cost that buying all the Yellow Folder modules would cost less than either Docuware or M-Files due to the number of users we wanted to be able to write to the system.

    I also really liked that Yellow Folder will OCR all pages of all documents you scan. The other products had some limitations in that respect. Some would just do the first page and some would do none and you had to enter keywords when adding docs.

    Again, we are likely going to roll out their student records module later this year to cover cumulative files, transcripts, etc.

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    Chris Stammerman Saydel Community School District
    Director of Technology
    Saydel Community School District
    Des Moines IA
    (515) 264-0866
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  • 5.  RE: Paperless Student Cumulative Files and IEPs

    Posted 09-14-2018 07:37
    Hi David,

    This resource was just just recently published: 6 solutions to spending less time on IEP compliance. I think there is a lot of information that could help in your situation, as well as some additional resources.

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    Erin Grubbs
    Campaign Strategy
    PowerSchool, Inc.
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