Welligent Tracking Q & A This document contains frequently asked questions and responses related to using the RSP and DIS tracking systems. Q: Why does it matter if the service record is attached to the active IEP? A: If the service is not attached to the active IEP you have two issues. 1) The system will likely miscalculate the target percentage. 2) The service record represents the agreed upon service minutes for each service with a specific IEP so the service record has to be attached to the current “agreement.” Q: When I make service records inactive, I don’t see what I already tracked on the tracker anymore! Do I need to re-track? A: Never re-track! If you have already tracked for the student the system holds onto that data in a different location from the tracker. DO NOT RE-TRACK! Q: When do I need to make the service record inactive and create a new one? A: Every time you hold ANY IEP (30 day, amendment, annual, 3 year, re-revaluation, etc.). Keep your DIS providers informed of new IEP dates and remind them to create new service records as well. Q: What happens when I use one of the following codes: LC, LT, SA, SS, SR, SN, and SI? A: The system should credit the student 30 minutes for that day. Legally, these situations do not need to be made up. See the next Q&A as well. Q: Do I have to do a make up session if I use one of the following codes: LC, LT, SA, SS, SR, SN, and SI? A: This depends on how many minutes the student was supposed to receive for the week. For example, if they only get 30 minutes/week you would not need to make up any additional minutes because these codes credit the student with 30 minutes. Making this up would make your service Above Target. However, if the student receives 120 minutes/week you would need to make up the difference because the student has only been credited with 30 minutes for these codes. Q: What if the student is absent on the day I usually see them but I will see them again later that same week? Should I track the SA code? A: If you know you can see them another time that week, do not track SA. Just track for them on the day you are able to see them as a regular session. Q: What happens when I use one of the following codes: LF, LE, OI, PU, PO, PI, PA, PJ, and PN? A: Nothing. These are all codes that need to be made up. Q: Do I have to do a make up session if I use one of the following codes: LF, LE, OI, PU, PO, PI, PA, PJ, and PN? A: YES. Ideally, this session can be made up the same week the code was used. However, if it cannot you can make it up the following week with the understanding that you may be Above Target for that following week. Q: What should I do when Monday is a holiday and I see the student on Mondays? A: Do not track LC. The system already knows about the holiday and will know that school is closed. Although holidays do not need to be made up, the rest of the week is not a holiday. The system will expect the session to occur on another day that week because it does not know YOUR schedule, especially if FAPE 2 states 1-5x/week. You would technically have 4 more opportunities to hold this session. Q: What should I do if FAPE 2 and the service record do not match? A: You have to identify why they don’t match. If the service record has incorrect minutes, frequency, etc. you can simply change the information on the service record. However, if FAPE 2 is incorrect, you need to hold an amendment to fix FAPE 2. Q: Why do I need to track on a weekly basis? A: The report is run each week on Sunday and the district runs these and other reports each week. Every week a provider does not update their services becomes another week of being out of compliance. Remember: If it is not documented (tracked), then it did not happen.