EasyIEPTM Step-By-Step Help

Edit Phase - Editing Student Personal Information

The Student Information section of the Students Area provides a means of recording the student's Name, Grade, Race, Sex, Primary Disability, and other pertinent information for future reference and the creation and/or printing of documents.  The student is THE focus of the Special Education program.  The creation and monitoring of the IEP will aid in the success of the student throughout their entire academic career.

The entry of accurate student information is critical to the monitoring, placement and evaluation of all aspects of the IEP process. To edit the student information for the selected student, follow the steps below.

Most fields will have an asterisk or a question mark beside them.  You may click once on these symbols to access the help for that field.  All fields with an asterisk ( * ) to the rightMUST HAVE INFORMATION ENTERED before the data can be entered into the Easy IEPTM database.   All fields with a question mark ( ? ) to the right do not require information to be entered at this time, and, can be edited or updated at any time.

Accessing the Students Area

To add information for a selected student or students, you must access the Students area.  This area will appear after you click once on the Students button on the Main Menu Bar.  The Main Menu Bar will be at the top of the Main Page after you log-in. The words "Main Menu" will be darkened to distinguish it.

NOTE: If you have been working in another area of EasyIEP TM(i.e. Schools, School System, Users), and the Main Menu Bar is not at the top of the browser page, click once on the Main Menu Button of the existing menu bar at the top of the browser page.  This will take you to the Main Page.  The Main Menu Bar will be at the top.  Click once on the Students Button to access the Students area.

Editing Student Personal Information

Step 1 - Criteria for Selecting a Student

  • Clicking on the Students Button will take you to theCriteria for Selecting Students Page or Select a Student Page dependent on your User Type.
  • Select Criteria to provide a listing of students
  • You may narrow the field by using the Grade Level, School, and/or Last Name of the student(s).
  • For this example, click on the Student's Last Name data field and type in Forbes.
  • Click on the View Students button. A chart with the list of students will appear.

  • Click once on the student's Name (Samuel Forbes) whose data you wish to enter.
  • The Personal Information Page for Samuel Forbes will appear.

    • Step 2 - Name

  • Click once in the "First" data field and enter the student's first name.

    • This is a required field and must have data entered for this and any other data on the page to be updated into the EasyIEPTM database.

  • Click once in the "Middle" data field and enter the student's middle initial (i.e. R.; B.; T.) or full middle name.

    • This is an optional field and may or may not have data entered.

  • Click once in the "Last" data field and enter the student's last name.

    • This is a required field and must have data entered for this and any other data on the page to be updated into the EasyIEPTM database.

  • If appropriate, click once in the "Suffix" data field and enter the student's name suffix (i.e. Jr. or III)

    • This is an optional field and may or may not have data entered.

    Step 3 - Student Identification Number

  • Click once in the data field to the right of the title.
  • Type-in the Student Identification Number.

    • NOTE: This is a required field and must have data entered in this field for data to be entered into the database.

    NOTE: The student Identification Number (ID) is a unique number for classifying the selected student, and, should not be confused with the student's Social Security Number (SSN). If you have any questions as to the entry of the student ID number as opposed to the SSN, contact your Special Education Supervisor.

    Step 4 - Social Security Number

  • Click once in the data field to the right of the title.
  • Type-in the student's Social Security Number (### - ## - ####).

    • Step 3 - School

  • Click once in the dropdown box to the right of the title.
  • Scroll down and select correct school.

    • Step 5 - Date of Birth

  • Click on the Calendar icon to the right of the title.
  • Using arrows on Calendar, select Date of Birth or
  • Click on the data field and type-in the Date of Birth (mm/dd/yy).

    • Step 6 - Place of Birth

  • Click once in the data field to the right of the title.
  • Type-in the Place of Birth.

    • Step 7 - Gender

  • Click once on the arrow on the right of the dropdown box.
  • Click once on either Male or Female to select the gender.

    • Step 8 - Primary Language

  • Click once on the arrow on the right of the dropdown box.
  • Click once on the Primary Language used by the student.

    • Step 9 - School

  • Click once on the arrow on the right of the dropdown box.
  • Click once on the school desired to select it.

    • Step 10 - Language of Instruction

  • Click once on the arrow on the right of the dropdown box.
  • Click once on the Language of Instruction for the student.

    • Step 11 - Grade

  • Click once on the arrow on the right of the dropdown box to the right of the title.
  • Scroll (if necessary) to the correct grade level.
  • Click once on the correct Grade Level.

    • Step 12 - Race

  • Click once on the arrow on the checkbox to the left of the desired race.
  • Race will be selected.

    • Step 13 - Transportation

  • Click once on the arrow on the right of the dropdown box.
  • Click once on the type Transportation required or none if no transportation is required.

    • Step 14 - Length of School Day

  • Click once on the first data field to the right of the title.
  • Type in the number used by the School System to measure time.
  • Click on the arrow to the right of the title to select the type of time measurement (i.e., hours, minutes, blocks, periods)

    • Step 15 - Editing the Notes

  • Click once in the white text area.
  • Type-in any notes that may be helpful in understanding the student's personal data profile.

    • Step 16 - Resident/Responsible District

  • Click once on the arrow to the right of text field.
  • Scroll to the desired District.
  • Click on the desired District to select.

    • Step 17 - Serving/Operating District

  • Click once on the arrow to the right of text field.
  • Scroll to the desired District.
  • Click on the desired District to select.

    • Step 18 - Extra Address Information

  • Click once on the first data field to the right of the title.
  • Enter any additional address information.

    • Step 19 - Extra City Information

  • Click once on the first data field to the right of the title.
  • Enter any additional city information.

    • Step 20 - Extra State Information

  • Click once on the first data field to the right of the title.
  • Enter any additional state information.

    • Step 21 - Extra Zip Code Information

  • Click once on the first data field to the right of the title.
  • Enter any additional Zip Code information.

    • Step 22 - Update the Database

    When you have finished adding all of the data you have for the student's personal information, click once on the Update the Database button.

    NOTE: Any information marked with an ( * ) that is omitted, an error will be generated.

    IMPORTANT: No information (data) will be entered into the database unless the Update the Database Button has been clicked after you have entered your data on the page.

    The Editing Student Personal Information part of the editing phase is now complete for the selected student.

    If you prefer to go to another area to enter IEP data, click on that button in the Students Menu Bar.

    If you prefer to access another part of the database (i.e. Schools,Users, etc.), click once on the Main Menu button of the Students Menu Bar to access the Main Page and the Main Menu Bar.