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User Manual - CHRIS - University of Miami

1. Exit Screen Input Date E l aa o Ageg oo Age 19 l FDLRS Fund Site ID neers eee Yes 16 Age 10 Age 21 Enter Mass Screening Menu Options e NEW Creates a new Mass Screening record e AGE FORM Generates an Age Form Report e LIST VIEW Displays a list of selected Mass Screening records e FIND ALL Displays all Mass Screening records e SUMMARY REPORT Generates a Summary Report based on a found set of records e EXIT Returns to the Reporting screen CHRIS Help Desk 800 231 5747 73 ae FIGURE 61 Summarv Report A Summary Report is used to list all of the Mass Screenings completed within a specific date range and the results for each date are broken down by the child s age To run a Summary Report complete the following steps Step 1 Select the SUMMARY REPORT option from the Mass Screening screen see Figure 53 The Mass Screening Summary Report screen will be displayed see Figure 54 Mass Screening Summary Report Screen Mass Screening Summary Report Custom Sort Perform Find Mass Screen Ages Date 0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 71 415 2014 l 3 12 7 6 J l J J i 1 1 1 1 1 1 1 1 1 TOTALS __ _3 S PE 0 A B a D S l 1 __ GRAND TOTAL 28 Step 2 Enter a date in the Mass Screen Date field Step 3 Click the PERFORM FIND button Step 4 Click the PRINT butto
2. e IT Service Coordination Events Twelve events are available for use by Child Find specialists to track Service Coordination information in CHRIS see Table 2 They represent significant points in case management Detailed information for the Service Coordination events is available from the Field Reference Guide Service Coordination Events Table TABLE 2 Referral First Contact Contains information about a child when the child is first with FDLRS referred with a presenting problem or concern This event can only occur once Contact with FDLRS event has already been recorded Appointments Contains information regarding appointments made with the family on behalf of the child Contact Log Contains a record of communication between the parties involved and the service coordinator regarding the child s record Packet Sent Contains information regarding packets sent to the parent in response to a referral or request Packet Returned Contains the date of response and additional comments regarding information requested from a child s family Referral Out Contains information about referrals made to other agencies Periodic Follow Up Contains information regarding future follow up such as a Part C child that will need follow up for transition On Hold Contains information on temporary situations that create a delay in the identification process such as waiting for records evaluations or parent or provider response
3. in the LW Lives With field to mark the specific Significant Adult records that will be printed onto address labels Other Adult Information The Other Adult Information section contains information pertaining to other adults with whom service coordinators make arrangements concerning this child see Figure 16 The tab label will automatically change to blue if there is information entered in the Additional Significant Adult Information field Other Adult Information Section Significant Adults Other Adults Critical Info Additional Significant Adult Information 24 User Manual Critical Information The Critical Information section contains information that needs to be considered when working with the child or familv but should not be a part of the open record The Social Securitv Number must be entered in the appropriate format 123 45 6789 or the text will turn red to indicate that it was entered incorrectiv see Figure 17 Critical Information Section Significant Adults Other Adults A FIGURE 17 Critical Notes Medicaid Number Social Securitv Number 68 87 9 587 258795 Social Securitv Number must be entered in the following format 123 45 6789 Text will turn red if entered incorrect A The Medicaid Number and Social Security Number fields require field level access clearance to view and edit information IMPORTANT If there is information entered into either the Other Adults field or the
4. 800 231 5747 71 FIGURE 59 12 Reporter The Reporter program was developed to provide users with the flexibilitv to create new report lavouts and modifv existing report lavouts It 1s used to produce letters forms lists tables and other tvpes of summarized data as well as to provide data to site managers and administrators Reporter has no permission restrictions and is available to all CHRIS users Users can duplicate rename change or add on to lavouts to produce more advanced reports Reporter also allows the creation of FileMaker scripts which can be customized in any report to facilitate performing finds sorting and printing As such a basic understanding of the CHRIS program and the FileMaker Pro application is required to design custom reports Reporter layouts in CHRIS are accessed using the FileMaker status area menu see Figure 52 The drop down layout menu in Reporter displays a list of available report layouts To select a layout click on the layout name To exit the Reporter program click the EXIT button on your site s Reporter Welcome screen to return to the Reporting screen Reporter Screen oo QUI 4 eef Lay out OUUIVVEICOME SCI EEI EM 126 27952 _ Found Unsorted Ed EB B U Records Show All New Record Delete Record AvailablePreProgrammedButtons Q et Find Sort Q X Share 4 1 SouthWelcomeScreen South Child Find Monthly Tracking Chart South
5. Code TrREN TestCROW Service Coordination Status RC PreK Funding Part B PreK Interagency Release Program Start Date Corv s Healthcare r1 Agencies Providers a End Date Add Service Coordination Events Event Date Add Service Coordination Events Step 3 Choose an event from the drop down list The following events are available e Referral First Contact e Referral In e Appointments e Contact Log e Packet Sent e Packet Returned e Referral Out e Periodic Follow Up e On Hold e Folder To ESE e Referral Inactive e Referral Closed CHRIS Help Desk 800 231 5747 49 e T Step 4 Enter the date the event occurred in the Event Date field Step 5 Choose one of the following options by clicking the corresponding button e GO TO DETAIL EVENT SCREEN Opens the corresponding event detail screen Additional information can be entered e RETURN TO TRACKING SUMMARY Returns to the Tracking screen This option will create the event without entering the event detail screen e ADD ANOTHER NEW EVENT Creates an additional event This option creates the current event and allows the user to create an additional event e CANCEL Returns to the Tracking screen All data entered will be cleared and the event will not be added Deletion of Events Service Coordination events can be deleted with the exception of Referral First Contact with FDLRS which cannot
6. Ina T FIGURE 27 FIGURE 28 FIGURE 29 Event Order A Timeline may only begin with the Part C to Part B Transition or Screening event In addition all Timeline events must be entered in the order in which they appear For example if the Timeline began with the Part C to Part B Transition event the next event to be entered is the Screening event If a user attempts to enter an Evaluation event or any other Timeline event a Timeline warning message will be displayed see Figure 27 Timeline Warning Message Wrong Event Choice Timeline must be completed in order Please enter Screening before Evaluation From within a completed Timeline event users can move to the next event using the navigation bar at the top of the screen see Figure 28 Navigation Bar iof7 If the next event has not yet been created a Timeline warning message will be displayed see Figure 29 with the name of the next Timeline event Timeline Warning Message Timeline must be completed in order Please enter Evaluation before ESE Eligibility Options e YES default Opens the next event detail screen e NO Returns to the current event detail screen 42 User Manual FIGURE 30 FIGURE 31 Event Completion Timeline events must contain an event date before creating the next event using the navigation bar see Figure 28 If the currentiv displaved Timeline event does not have an event date entere
7. child s personal information would be treated Adherence to Directions Follow the instructions for data entry provided in this manual and from the data facilitator If you are not sure how to solve a problem contact the data facilitator If the data facilitator is not available contact the CHRIS Help Desk at 800 231 5747 Do not guess at the solution Using the system only as explained in this manual will prevent problems from occurring Data facilitators are the primary contacts for CHRIS users at each of the FDLRS centers They also serve as center liaisons to the CHRIS project Data facilitators play a crucial role in maintaining an accurate database and as such are an extremely important part of the CHRIS project CHRIS Help Desk 800 231 5747 3 me TU Consistent Data Entry It is important that all of the fields used for producing reports be entered in a consistent manner Drop down lists are provided in CHRIS to promote consistency in data entry Whenever possible select an item from the drop down list Some drop down lists will allow text to be entered manually Please check with the data facilitator prior to entering text into a field with a drop down list Security Issues Due to the sensitivity of these data both an account name and password are required to sign into the CHRIS program and to authenticate user information A unique login combination of an account name and password is required for the following
8. 0128 04 EIP M Transition Rev Periodic Follow Up 07 01 03 5 28 2004 Recevwied Referral First 07 01 0311 EIF NOETH Referral Inactive 06 10 05 Unable to locate child ki CHRIS Help Desk 800 231 5747 53 Hands On Exercise 8 Add a Service Coordination event and view the Historv screen Select the LOCATOR option from the main menu Enter the following information Last Name Aue First Name Jake DOB 3 2 2011 Click the GO button Click the TRACK button Select the ADD SC option from the main menu Enter the following information Event Referral In Event Date 7 1 2014 Click the GO TO DETAIL EVENT SCREEN button Select the TRACK option from the main menu Select the ADD SC option from the main menu 0 Enter the following information Event Contact Log Event Date 7 2 2014 11 Click the ADD ANOTHER NEW EVENT button 12 Enter the following information Event Appointments Event Date 7 15 2014 Click the RETURN TO TRACKING SUMMARY button Click the HISTORY button on the Service Coordination side of the Tracking screen see message Should a historical record be entered now Click the PROCEED button N SS SS SS 54 User Manual EEE ig TIP FIGURE 42 Find Screen The Find screen is used to perform a search on children s records This screen can be identified by its characteristic yellow and light blue color scheme Enter the Find screen by selecting the FIND option from
9. 11 Enter the following information Referral Date 7 5 2014 Presenting Problems Primary Hearing Concerns 12 Select the TRACK option on the main menu 13 Click the ADD button see message 14 Click the END TIMELINE button 15 Enter the following information End Timeline Date 7 5 2014 End Timeline Reason Unable to locate child 16 Select the TRACK option on the main menu 17 Click the ADD button 18 Click the YES button A blank Timeline will be displayed a a a a a CHRIS Help Desk 800 231 5747 39 isaga ES reese FIGURE 25 Timeline Data Entry As data are entered in the Timeline events warning and reminder messages may appear These messages are included to guide users on how to enter information in the event detail screens and to enforce the Timeline Guidelines Child s Age A Timeline should not be created for children younger than 2 years 3 months old When either the Part C to Part B Transition or Screening event is created the CHRIS program automatically checks that the associated Part C to Part B Transition Notification Date or Referral for Screening Date entered is at least 2 years 3 months greater than the child s Date of Birth If the date entered is less than 2 years 3 months CHRIS will generate a warning message see Figure 25 Timeline Warning Message Transition Event Mess age This child is less than 2 years old Please check with the early intervention program to be sure the Part C to P
10. 4 02 Record Creator CHRIs Last Name Suffix First Name Middle Name Relation Birth Date Sex OldRace Example Chris j 1 1 2010 MA a White Fields with Alternate Surname Nickname 2 Birth State Country Birth County Home School Zone Blue Shadows Residence County Service County Current Location illa Khe a a ee O American Indian or Alaska Native Primary Language Other Language Current Sub Location Asian White Fields O Black or African American O Native Hawaiian or Other Pacific Islander TIT C White Student Number l Ethnicity Hispanic _ Migrant I Oves ONo Sionificant aduis P MM Othercuits QAL Gana T G A l ii i Legal bt ii Last Name First Name Relation LW Grdian Courtesy Title Email Example Mom Mother ly y Ms chris um miami edu Phys Address 1251 Stanford Dr Phones Notes Language Mail Y Coral Gables FL 33146 305 284 5514 Home English Mail Address 1251 Stanford Dr 305 284 5575 Cell l Coral Gables FL 33146 305 284 6992 Fax Directions To Home l l l Record Navigation Bar The navigation bar appears at the top of each data entry screen when a group of records is selected see Figure 13 e Click Fe to move to the next record e Click KA to move to the previous record e Click to move to the last record e Click CI to move to the first record Child s Record Detail Screen Child Demographic Information and Tracking Summarv Screens The n
11. 800 231 5747 l IG aS The Basics FDLRS Child Find and CHRIS Florida Diagnostic and Learning Resources System FDLRS is a statewide network of 19 centers established by the Florida Legislature to provide support for Exceptional Student Education ESE programs in Florida school districts FDLRS has four functions to locate children who may need special education services to provide training and technical assistance to provide support to parents and families of students with exceptionalities and to provide instructional and adaptive assistive technology support Funding is provided to the centers through the Individuals with Disabilities Education Act IDEA Part B and Part B Pre school allocation and through budget appropriation from the Florida Legislature Child Find The FDLRS Child Find process encompasses awareness outreach screening evaluation eligibility determination service planning and follow up for children who are not enrolled in public schools and may be in need of and eligible for services under IDEA Children s Registry and Information System CHRIS CHRIS is a statewide registry used by all FDLRS centers The CHRIS database contains information on children with or at risk for disabilities that may affect their future school performance The registry is designed to collect demographic information as well as information on the services being provided to individual children as they move through the conti
12. Account Account Name and Password CHRIS Help Desk 800 231 5747 7 a General Screen Layout All of the screens in CHRIS will display the same three basic elements see Figure 2 e Main menu top bar The main options and functions available in CHRIS e Screen name top The name of the screen currently displayed e User currently logged in top right corner The account name of the person currently working in CHRIS FIGURE 2 Child Record Locator Screen Chrisguest Please enter your search criteria and press the Enter key on the number pad to execute the statewide find or click the Go button below Birth Date Total Records Found 0 8 User Manual Main Menu Options The main menu is located on the top of all of the screens in CHRIS The menu options are consistent throughout CHRIS however the following options require that there be a found set of records selected to function DEMO TRACK LIST ADD SC CTC LOG PRINT Selecting a main menu option displavs the corresponding screen Locator Opens a blank Child Record Locator screen to add a child find a child s record or find a group of records Opens the Child Demographic Information screen which contains the child s personal information Opens the Tracking Summary screen which contains child services information as well as Timeline and Service Coordination events Opens the Child De
13. County Current Location Race Check all that apply Q a a Cl American Indian or Alaska Native O Asian Primary Language Other Language Current Sub Location C Black or African American a a a O Native Hawaiian or Other Pacific Islander CI white Student Number Ethnicitv Hispanic Migrant ja Oves O No Q Perform Find Significant Adults Other Adults Critical Info Legal Del Last Name First Name Relation LW Grdian Courtesy Title Email a q Q a ja q ja Phys Address 9 Phones Notes Language Mail amp Q ja ja ja Ta Q Mail Address ja jq a ja q ja ja Directions To Home a CHRIS Help Desk 800 231 5747 55 e TU The Child Record Locator screen is a quick search tool suitable for simple finds The Find screen is a more detailed search engine that allows complex finds to be executed qi TIP Tracking Summarv Find Screen FIGURE 43 A Tracking Summarv FIND SCREEN M cua UpdateDate even Staff Assigned Exceptionality Status ISC or Service Coordinator Timeline Status Code Service Coordination Status Prek Funding Int Rel T nteragency Re ease Start Date Agencies Praviders Ena Boke of Timelines Time Elapsed Display Contact Log Event Date AN Summary Days Event Date AN Summary Transition Screening Evaluation ESE Eligibility IEP IFSP End Timeline From the Demographic or Tracking data entry screens the FIND option may be selected from the main
14. Early Steps and there has been no formal transition conference including a representative from the Local Education Agency LEA the Timeline begins with the Screening event The Pre K Funding Program at the top of the Tracking screen should reflect Part C Early Steps A note should be included in the Screening event explaining that the child transitioned from Part C Early Steps but no information was received about the transition conference or any other relevant information that would explain the absence of the Part C to Part B Transition event e g parent did not attend transition conference The Part C to Part B Transition event cannot be created in this case because the Part C to Part B Transition Notification Date is required to create this event CHRIS Help Desk 800 231 5747 33 me T Children Referred with Some or All Evaluations Completed When children are referred with some or all Evaluations completed the Timeline should begin with the Screening event The date records are received and reviewed should be recorded in the Record Review Date field The dates of any prior Screenings conducted that will be used to determine eligibility should be recorded in the appropriate Screening detail fields The dates of these Screenings will predate the Referral for Screening Date in most cases The Screening Final Result Date should reflect the date the review of records and any additional Screenings were completed An Evaluation event shoul
15. Folder to ESE Contains information about when the Child Find process was completed and the child was referred to the school system Referral Inactive Contains information about the point at which no further action is required on the part of Child Find such as when the child entered kindergarten Referral Closed Contains information regarding closing the child s record It is expected that the child will not be referred back to FDLRS Child Find for services 48 User Manual Add Service Coordination Events To add a Service Coordination event complete the following steps Step 1 me a record from the Child Record Locator screen by clicking the DEMO ll or the TRACK button see Figure 7 Step 2 Select the ADD SC option from the main menu The Add Service Coordination Events screen will be displayed see Figure 36 Add Service Coordination Events Screen Locator Demo Track Find List Add SC Ctc Log Reports Print Record Help Exit FIGURE 3 6 2 E Transfer e Q Tracking Summary Chrisguest 3 9 2015 Tracking Summary 16 55 12 Name Oui Sebastian James DBNUM 367821 Child ID 367821 16 code DOB 7 1 2011 Age 3 08 SV5 2016 TrREN TestCROW 3rd BDay 7 1 2014 Language Portuguese Spanish Update Date 2 13 2015 Record Creator chris County Of Residence Dade Current Location FDLRS Staff Assigned Camacho Olga Exceptionality Status PI ISC or Service Coordinator All Timeline Status ET
16. PSYCHOLOGICAL PROCESS EVALUATION assessment of learning processes _ ADAPTIVE EVALUATION assessment of age appropriate behaviors for independent living _ DEVELOPMENTAL EVALUATION assessment of key developmental skills _ BEHAVIOR CHECKLIST assessment of observed student behaviors _ PERSONALITY assessment of social emotional adjustment _ SOCIAL HISTORY documentation of psychological social and or physical development SPEECH EVALUATION assessment of articulation fluency and voice __ LANGUAGE EVALUATION assessment of language L MOTOR PHYSICAL assessment of fine and or gross motor skills __ SENSORY EVALUATIONS assessment of visual auditory and or physical needs L OTHER Federal and State regulations require that you be informed of your rights in this matter If you have further questions concerning Safeguards please contact the Exceptional Student Education Department at 833 3164 or the individuals listed below Pca Pca FDLRS Child Find 1 888 445 9662 Contact Person School Department Phone CONSENT FOR EVALUATION have received a copy of the procedural safeguards and understand my rights in regard to giving my voluntary consent for evaluation li give my permission for evaluation i do not give my permission for evaluation Parent Signature Date Distribution School ESE Folder District ESE Office Parent Psychological Services MIS 1138 Rev 07 08 CHRIS Help Desk
17. Summary Screen Some Contact Logs are hidden in the Contact Log Master see Figure 45 62 User Manual Hands On Exercise 10 Using the Contact Log Master screen 1 Select the LOCATOR option from the main menu 2 Enter the following information Dbnum 354320 3 Click the GO button 4 Click the TRACK button 5 Count the number of Contact Log records that appear in the Service Coordination section of the screen Total 7 Records 6 Select the CTC LOG option from the main menu 7 Click on the first Contact Log record in the summary list Hint The record will be highlighted in blue 8 Locate the Display Y and N buttons Click the N button 9 Click on the second Contact Log record in the list 10 Locate the Displav X and N buttons Click the N button 11 Select the TRACK option from the main menu 12 Count the number of Contact Log records that appear in the Service Coordination section of the screen Total 5 Records Locate the Display Contact Log Y and N buttons Click the N button Count the number of Contact Log records that appear in the Service Coordination section of the screen Total 0 Records Click the Y button Total 5 Records Displayed Select the CTC LOG option from the main menu Review Choose the two Contact Log records that were set to not display on the Tracking screen Change their display setting to Y and click TRACK to view all Contact Log records in the Service Coordin
18. ascending A Z order based on the child s last name Clicking the LAST NAME button a second time will sort the records in descending Z A order Found Set Sort Buttons FIGURE 12 Last Hame First Hame Birth Date Residence County Parent Last Hame Demo Track au 10 12 2001 Bs Hands On Exercise 4 Find a group of records using the Child Record Locator screen Select the LOCATOR option from the main menu Enter the following information Birth Date 1 2011 2 2011 Click the GO button Over 300 records will be found Click the BIRTH DATE button to sort the records in ascending order Find the oldest child in this group Click the BIRTH DATE button again to sort the records in descending order Find the youngest child in this group Click the RESIDENCE COUNTY button to sort the records in ascending order Click the RESIDENCE COUNTY button again to sort the records in descending order 10 In this data set find this record Jhn Zlo a a a a a CHRIS Help Desk 800 231 5747 19 Nm Data Entrv Screen Structure The data entry screens in CHRIS share several features These features are identified in Figure 13 and are described below Data Entry Screen Features FIGURE 1 3 Locator emg xi a e SC kan ira ah Sao von ti Record Navigation Bar ne Screen Title Date and Time 3 7 2014 Child Demographic Information 3 54 20 PM Grav Fields Beem 328185 Child ID 328185 Age
19. be deleted All deletions of Service Coordination events are permanent D WARNING Guidelines The following are general guidelines for entering Service Coordination events on the Tracking screen e Events may occur more than once for a child with the exception of Referral First Contact with FDLRS The sequence of events will vary from child to child e Events should be entered in the sequence in which they occurred However information may be received on an event at a later time and may need to be entered out of sequence e Every effort should be made to enter as much information as possible for all events 50 User Manual Historv Screen The Historv screen contains information regarding services that were provided to the child prior to referral for Part B services This screen can be accessed by clicking the HISTORY button located in the Service Coordination Events section of the Tracking screen see Figure 37 Access to the History screen is also available from the Part C to Part B Transition screen see Figure 38 Service Coordination Events Section FIGURE 37 Service Coordination Events S Display Contact Log Y Inactive 10 07 03 Receiving Service With JS Contact Log og o4 o3 Reg special eval ki Feferral First o9 o4 03 EIP SOUTH STAFF CHRIS Help Desk 800 231 5747 51 TU Part C to Part B Transition Screen F 3 8 Locator Demo Track Find List Print Record Help Exit IGURE ESY
20. be entered as 01 01 2014 03 31 2014 Reports Find Screen Value Field Table Event Field Value O Demo ConLog ConLogDateofContact 1 1 2014 3 31 20141 O Timeline ServiceCoordination O ActionNeeded O Addresses To execute the find click the PERFORM FIND button see Figure 48 The CANCEL FIND button cancels the find and returns the user to the Reporting screen see Figure 47 Reports Find Options or O Omit The Reports Find screen see Figure 48 contains the following options for performing complex finds see Figure 54 e OR Includes records that meet the criteria from that section regardless of the criteria specified in other sections e OMIT Omits a set of records from the find results The OMIT button should be used in the last section of the Reports Find screen When find criteria are entered in more than one section the find functions as an And find results will contain only those records that meet all the criteria specified in all the sections unless the OR or OMIT option is selected CHRIS Help Desk 800 231 5747 69 TIP FIGURE 55 FIGURE 56 70 Standard Reports Print Address Labels 885 S Standard Reports can be used to create commonly used reports see Figure 48 including address labels using Significant Adult data see Figure 49 Standard Reports 2 20 2014 Address Label Report To The Parents Of Aal Aa 1234 Disney Way Miami FL 33176 T
21. menu to open the Demographic and Tracking Find screen to NOTE conduct a search To access the Demographic and Tracking Find screen complete the following steps Step 1 Select the LOCATOR option from the main menu The Child Record Locator screen will be displayed Step 2 Select the FIND option from the main menu The yellow and light blue Demographic Find screen will be displayed as a blank record see Figure 42 Step 3 Click the TRACK button inside the light blue title bar The Tracking Find screen will be displayed Step 4 Click the DEMO button inside the light blue title bar The Demographic Find screen will be displayed 56 User Manual Step 5 Enter the search criteria Step 6 Click the PERFORM FIND button The results will be displaved Event Detail Find Screens Event detail find screens are also available for the Timeline and Service Coordination events These screens allow a search to be performed on any of the fields within those events A child s record must be selected from the Child Record Locator screen to execute an event detail find Open the event detail screen in which the find will be executed and select the FIND option from the main menu For example choose the Referral First Contact with FDLRS event and then select the FIND option from the main menu The yellow and light blue find screen for the Referral First Contact with FDLRS event will be displayed To access an event detail find screen complet
22. prior approval in writing Oe 11 User Manual Legend The following is a list of conventions used throughout this manual Bold The titles of CHRIS screens and screen sections are presented in bold faced type Italics Field names as well as references to tables figures and hands on exercises are presented 1n italics UPPERCASE CHRIS buttons and main menu options are presented in UPPERCASE letters Title Case CHRIS related reports event names functions and lists e g Duplicate Child Report Service Coordination Child Record Locator Code List are presented in Title Case The IMPORTANT icon is used in the left margin to highlight information essential to the integrity and or performance IMPORTANT of CHRIS Ny The NOTE icon is used in the left margin to highlight information that deserves special attention The WARNING icon is used in the left margin to highlight information on how to avoid a potential problem or issue in CHRIS The TIP icon is used in the left margin to highlight helpful suggestions for users TIP The HANDS ON icon is used in the left margin to indicate a hands on exercise to be completed by the user CHRIS Help Desk 800 231 5747 jii no TU Abbreviations BEESS CHRIS FDOE ES ESE FAPE FDLRS IDEA IEP IFSP LEA Bureau of Exceptional Education and Student Services Children s Registry and Information System Florida Department of
23. reasons e Access levels vary By sharing an account name and password one user could give another user access to information the user 1s not authorized to view or modify e User activity is recorded A record is maintained of the user that created and or edited each record By sharing an account name and password the information recorded regarding user activity would be incorrect Select an Account Name A unique account name will be assigned by the data facilitator The most common account name is derived from the first initial of the first name and the full last name For example John Doe would be assigned an account name of jdoe Select a Password Each user should select his her own password Passwords should be easy to remember but do not pick obvious passwords Examples of ineffective passwords include first and last names relatives names and pets names Passwords must be between five and eight characters It is best to include numbers and or special characters 4 User Manual Z IMPORTANT Guard the Password Do not share passwords with others post your login information on a Post it note on the computer monitor or yell it down a hallway in an office environment If a password is publicly known the data facilitator should have the login information reset It is acceptable to write passwords down and store them in a secure place Login Access The level of access allowed will be determined by the center manager
24. 10 1 2010 First Contact With FDLRS Date Referral Reason Ee Required Fields Click the CANCEL button to quit the add new child process Step 5 Review the data displayed Verify that the name information displayed is accurate and complete because this is how the name will be created in the child s record and how it will be displayed in all reports Step 6 Add additional information The following fields are required Last Name First Name Date of Birth Sex Residence County and First Contact with FDLRS Date These fields are identified with asterisks on the screen see Figure 5 Step 7 Click the ADD CHILD button The program will run a required field check and an invalid birth date check The following additional types of searches are also conducted to locate potential duplicate records e Social Security Number e Last Name and First Name e First Letter of Last Name First Letter of First Name and Date of Birth If there is a match the child s record will be displayed on the Duplicate Child Display screen see Figure 6 12 User Manual p Step 8 Review potential duplicates for a match If there are no matches click the ADD CHILD button If any of the duplicates are a match click the DEMO or TRACK button on the Duplicate Child Display screen to enter that child s record Duplicate Child Display Screen FIGURE 6 If the record you are looking for exists select it Otherwise Chris select Create Ch
25. 2003 Dade EJ 43358 Gue Bov 11 6 2008 QQIEIPN Dade Zz E 71846 Gue Yna 8 10 2009 QQIEIPN Dade Ga 181970 Gue Gen 4 3 2008 TR II Dade koll 108366 Gul Ban 7 23 2004 QQIEIPS Dade 99550 Gun Eic 2 11 2004 QQIEIPN Dade Ge lm 143530 Gur Rle 9 3 2009 QQIEIPS Dade z 92361 Gus Ton 1 10 2004 QQIEIPN Dade l 104038 Guz Las 5 13 2003 TR1 Dade As l Total Records Found 11 Add a Child s Record Adding a child s record is a process that must be completed from the Child Record Locator screen A search must be performed to ensure that the child does not have an existing record in the database If no record exists for the child the option to add the child will become available To add a child s record complete the following steps Step 1 Perform a search Enter the child s first name and last name and or any additional information in the search fields displayed The Child Record Locator screen will execute an exact match search If the find request is too specific the child s existing record may not be included in the found set If the find request 1s too general the found set may be very large making it difficult to identify the NOTE record of interest 10 User Manual FIGURE 4 Z IMPORTANT Clicking the RESET button on the Child Record Locator screen will remove all existing search criteria Step 2 Click the GO button or the enter key on the number pad If one or more matching records are found they will be d
26. Action Needed reports for case management e ALLSITES REPORT Contains Allsites reports that can be run by Center Site or County These reports can only be run by the Help Desk e PROVIDERS amp CONTACTS REPORT Contains data entry and directory reports for Providers and Contacts e MASS SCREENING Contains data entry and summary reports for mass screenings o Information on editing Definitions can be found in the Data Facilitator Manual NOTE CHRIS Help Desk 800 231 5747 65 IG T New Reports e DAYS ELAPSED BETWEEN SCREENING AND PARENT CONSENT Shows Days Elapsed between Final Screening Date and Parent Consent for Evaluation Date Not Counting Weekends This report displays data in chart form and numerically e 60 DAY RULE REPORT Shows Days Elapsed between Parent Consent for Evalua tion and Evaluation Completion Date Not Counting Weekends This report displays data in chart form and numerically e SOD REFERRAL REPORT Displays the number of children who have a Referral First Contact or Referral In Date within a chosen date range This report breaks down the results by individual county if applicable e SOD COMPLETED SCREENINGS REPORT Displays the number of children who have a completed screening within a chosen date range This report breaks down the results by individual county if applicable 66 User Manual FIGURE 48 Reports Find Screen Clicking either th
27. C Staff ESE Eligibility 02 19 14 Check staffing sheet 04 20 14 ARC Staff IEP IFSP 02 19 14 Complete Timeline activities 04 30 14 ARC Staff CHRIS Help Desk 800 231 5747 45 T Hands On Exercise 7 Timeline data entry Select the LOCATOR option from the main menu Enter the following information Last Name Aue First Name Jake DOB 3 2 2011 Click the GO button Find Jake and click the TRACK button Click the SCREENING button Enter the following information Referral for Screening Date 7 1 2014 Select the TRACK option from the main menu see message Click the ADD INFO button Delete the ea for Screening Date 10 Click the button see message 11 Click the OK button 12 13 Enter the following information Referral for Screening Date 7 1 2014 Date of Final Result 7 2 2014 Select the TRACK option from the main menu see message 14 Click the ADD INFO button 15 16 17 18 19 Enter the following information Presenting Problems Primary Hearing Select the TRACK option from the main menu Click the ESE ELIGIBILITY button see message Click the OK button Click the END TIMELINE button 20 Enter the following information 2 22 23 End Timeline Date 7 15 2014 Select the TRACK option from the main menu see message Click the OK button Enter the following information Reason Unable to locate child 24 Select the TRA
28. CK option from the main menu 29 26 Click the ADD button see message Click the YES button A blank Timeline will be displayed 46 User Manual Service Coordination Service Coordination Event Summarv The Service Coordination buttons and fields are located on the bottom right section of the Tracking screen see Figure 35 A brief description of each button and field is listed below e HISTORY Opens the History screen The text on this button will be highlighted red when information has been entered e Display Contact Log Displays Y or hides N the Contact Log events e Event Opens the detail screen for that event e Date Displays the event date recorded in the event detail screen e AN Action Needed Generates an Action Needed Report for the active child s record e Summary Displays information recorded in the event detail screen in abbreviated text e Gray Bar Scrolls to the first Service Coordination event created for the child Service Coordination Events Section FIGURE 35 Hj Service Coordination Events Disp story History Display Contact Log N Sp ay Contact Log E T Ewent Date summary NM Referral Closed D1 01 08 Coordination Gray Bar Referral Inactive 01 01 08 i Folder Ta ESE 01 01 08 ii PerigdeFallow Up 01 01 08 f 01 01 2008 IL Summarv Date Packet Returned 01 01 0800 Il CEE Packet Sent 01 01 08 Action Needed CHRIS Help Desk 800 231 5747 47
29. Child Find Monthly Tracking Chart LongReferral In seporte South Child Find Monthiv Tracking Chart LongReferral 1st een Demo Report Reporter 4 00 30 PM Outcome Report Referral 1st Keisha Outcome Report Referral In Keisha Referral Report by Code Children List w Student Children List w Zip Referral First by staff Referral In by staff New Layout 15 Charts EmailTesting Creating reports that display the desired results takes practice and a thorough understanding of how records are selected If you have difficulty with Reporter ask the data facilitator for assistance or contact the CHRIS Help Desk at 800 231 5747 User Manual FIGURE 60 Mass Screening The Mass Screening screen is used to collect information about a session where a large group of children was assessed at once see Figure 53 The purpose of the Mass Screening screen 1s to allow data to be collected at the time of the examination without individuallv entering each child s record into the CHRIS svstem Reports can be generated for use at the screening location Mass Screening Screen Mass Screening 10 15 2008 Mass Screening 11 08 13 AM Screen Date Age 0 Age 11 6 6 1996 fb Age 1 Age 12 Screen Location Age 2 2 Age 13 Early Steps F G Ages 9 Age 14 Screened By Age 4 5 Age 15 Spec Staff Agesil Age 16 Summary Screen Site i 16 Mb on m E
30. Children s Registrv and Information Svstem User Manual CHILDRe Wi Re Technical Support Information 5665 Ponce de Leon Blvd Coral Gables FL 33146 800 231 5747 chris um miami edu http www chris miami edu me eee About This Manual The purpose of this manual is to explain the major features of the Children s Registry and Information System CHRIS program The User Manual is intended for users who do not have experience working with CHRIS It contains hands on exercises and focuses on the information covered in the CHRIS New User Training session For additional information on the CHRIS Project refer to the Reports Manual Data Facilitator Manual and Field Reference Guide All support documentation can be retrieved from the CHRIS website at http www chris miami edu This document was developed by the University of Miami Department of Psychology through CHRIS a special project funded by the Florida Department of Education Division of Public Schools Bureau of Exceptional Education and Student Services BEESS through federal assistance under the Individuals with Disabilities Education Act IDEA Part B Copyright State of Florida Department of State 2015 Authorization for reproduction is hereby granted to the state system of public education consistent with section 1006 39 2 Florida Statutes No authorization 1s granted for distribution or reproduction outside the state system of public education without
31. Critical Info field the tab will automatically change to red to indicate that the field contains information see Figure 18 Other Adult and Critical Info Indicators as a OS FIGURE 18 Significant Adults New Other Adults Critical Info paar Legal N la i Last Name a Name Relation LW Grdian Courtesy Title Email Example Mom Mother ly v Mrs chris um miami edu Phys Address 1251 er Dr Notes Language Mail Y Coral Gables FL 33146 e TE 5514 Home English Mail Address 1251 Stanford Dr 305 284 6992 Work Coral Gables JF 33146 305 284 2211 Fax Directions To Home CHRIS Help Desk 800 231 5747 25 T FIGURE 19 TIP Tracking Summary The Tracking Summary screen contains confidential information regarding service provision and case management Case management is organized into two areas Timeline events and Service Coordination events The Tracking Summary screen also displays child information which can be modified from the Demographic screen This screen will be referred to as the Tracking screen see Figure 19 Tracking Summary Screen I e6 2011 Tracking Summary 12 10 49 PM Name Example Chris DBNUM 243255 Child ID 243255 16 code DOB 1 1 2008 Age 3 04 SY5 2013 Update Date 5 26 2011 Record Creator chrisall ard BOay 1 1 2011 Language English Current Location County Of Residence Dade Current Sub Location Staff Assigned Early Learning Coalition Exceptionality Status E ISC or Service Coordi
32. E e A Transfer e t Part C Transition 2 19 2014 Part C to Part B Transition 18 32 08 Name Example Chris DBNUM 328183 Child ID 328183 Code DOB 1 1 2010 Age 4 01 SYS 2015 Update Date 2 19 2014 Record Creator chris 3rd BDay 1 1 2013 Language Event Modifier County Of Residence Dade Staff Assigned ARC Staff Jip io Mal taljola Ma Ko i le ej DD lesa 2 19 14 IM Il To Ta elie 2 19 14 Part C Service Coordinator Date Referral Packet Received from ES Date of ES Consent For Referral Part C Provider Date of ES Consent For Record Transfer Parent Participated LEA Participated Transition Conference Transition Conference Yes O No OyYes LINo Parent Participation Method LEA Participation Method In Person Phone Conference Notes Action Needed Follow Up Date Completed Date Notes Automatically Calculated Fields The top section of the History screen displays automatically generated data This information is not modifiable see Figure 39 History Screen FIGURE 39 10 10 2008 History 11 07 49 AM Dbnum 3595 Child ID 3895 ge 7 07 Record Creator charrich Name Aa Cs DBNUM 3895 Child ID 3895 Code DOB 2 28 2001 Age 7 07 SYS 2006 QQIEIPM REF 3rd EDay 2 28 2004 Language Update Date 4 74 2008 Record Creator charrich County Of Residence Dade Current Location This screen should only be used ta document services that were provided prior to referral for P
33. Education Early Steps Exceptional Student Education Free Appropriate Public Education Florida Diagnostic and Learning Resources System Individuals with Disabilities Education Act Individual Educational Plan Individual Family Service Plan Local Education Agency IV User Manual p Table of Contents General Information i i ira a i 1 TA l l a 1 Dene R CO e a A EA A A l TRG TS ASICS eo E EES 2 FDLRS Child Find and CHRIS iskrin ei a aa a 2 Data Entry Important Oi onina e a EENE KOAA ENEEK ORTNER 3 E R O OE E AA E TE AT OEE N 4 Vome CHRE e e ied 7 MATA L pssionueacusis pereaesersergatopatnsatae sis ENE E E EEEE EEE EE 7 RPGC Seren Layo A a 8 Main Menu OPU ONS eo peace cmp ana a rr E EE EEE E E EN 9 Using the Child Record Locator Screen sacisarvisasinsvssresvaveeaciasenersseeriereievviaceroest 10 Data Entry Doreen UCU Oen r TE r n EREE 20 Child Demographic Informatio ti essssecsescescevenssnecceecs ivarja jet ta ir kesa ig ea 23 Demographic Serc DE a l ee nee tenet tenner rate ener ener ERE KANE sterner 23 Trackino SUmMma V 2 issacisncscscavsccsvasessecstiasevssuacarsarcasasenscactcentuasivosscsacsseaviscesadeasivistiesivesesecs 26 Tracking screen De l r i ei 26 Timeline zoni ra a 29 Service Coordination 0 cesccsccoscoscosccacccscosscscesccnsccscesccascescosscscscesscscascanscass 47 Fund SEE a A JO a A A N A d 55 Demographic and Tracking Find GIO snra ede gt Event Detail Find Screens cccccccsccos
34. Figure 58 e PRINT ALL 3 REPORTS ABOVE Displays the local computer print dialog window Select the appropriate settings CHRIS will automatically send the Demographic screen the Tracking screen and the Tracking screen with History and event detail information for the current record to the local printer The following options are available from each print screen Options e PRINT SETUP Displays the local computer s print dialog menu e PRINT Sends the current layout to the printer without a print dialog menu e EXIT Returns to the Demographics or Tracking screen Demographics Print Screen FIGURE 63 DBNUM 328185 Name Example Chris DOB 1 1 2010 Dbnum 328185 Child ID 328145 Age 4 02 Record Creator CHRIs Last Name Suffix First Name Middle Name Relation Birth Date Sex OldRace Example Chris 1 1 2010 M Alternate Surname Nickname Birth State Country Birth County Old Birth Place Florida Dade Residence County Service County Current Location Dade Dade Current Sub Location Home School Zone Primary Language Other Language Migrant Race Check all that apply English O American Indian or Alaska Native O Asian Student Number Ethnicity Hispanic O Black or African American O Native Hawaiian or Other Pacific Islander Oves No EJ White Significant Adults Legal a Last Name First Name Relation LW Grdian Courtesy Title Email Example Mom Mother Y Y Ms chris um miami edu 1251 Stanford D P
35. Of Residence Dade jgomez Current Location Current Sub Location Staff Assigned Richard Chris Exceptionality status IS ar Service Coordinator os Timeline Status DJ Code Service Coordination Status RIM Prek Funding Agencies Providers Tracking Timeline Events Tran Consent Consent Part Part Ref Pack Mtg For Record Provider Serv Received Date Referral Transfer Coord Date Motes Screen Reques Falk es CHRIS Help Desk 800 231 5747 Fi io T WARNING Help Screen The HELP button is available from the CHRIS main menu and links to the Field Reference Guide which provides definitions for all fields in the CHRIS program The Field Reference Guide can be used as a search index to look up all of the CHRIS field names and their definitions These results provide general definitions guidelines for data entry and information regarding how the fields are to be used Exit The last option in the CHRIS main menu is the EXIT button Selecting this option is the proper way to close the CHRIS files and the FileMaker Pro program Remember that CHRIS should not be left open and unattended if it is in a non secure area e g an area accessible to the public X DO NOT click the x button in the top right corner of the screen Exiting the CHRIS program in this manner may cause data corruption Instead use the main menu EXIT option as described above 78 User Manual
36. PORTANT FIGURE 9 Find a Group of Records Finding a group of records should be performed using the Child Record Locator screen Search criteria ranges should be used to locate a group of records in the database To find a group of records complete the following steps Step 1 Perform a search Enter the search range in the appropriate field For example to find all the children turning three within the current school year enter 07 01 2013 followed by the operator range followed by 06 31 2014 07 01 2013 06 31 2014 into the Birth Date field Use four digit years and slashes when entering dates Step 2 Click the GO button If one or more matching records are found they will be displayed on the Child Record Locator screen Step 3 Review the results Scroll through the records and locate the appropriate record s The Child Record Locator screen can display 1 000 records at a time If more than 1 000 records are found a message box will be displayed to prompt the user to revise the search see Figure 9 More than 1 000 Records Message Too Many Records Found Your search resulted in more than 1000 records Please try again Options e MODIFY FIND default Returns to the Child Record Locator screen and allows editing of the existing search criteria e RETURN Returns to the Child Record Locator screen and deletes the existing search criteria User Manual Found Set Displav The found set of rec
37. Reports Find Screen Table Field Table Demo Timeline ServiceCoordination ActionNeeded Addresses A If demographic information is part of the find Demo should be selected as the Table in the first section of the Reports Find screen IMPORTANT If either Timeline or Service Coordination is selected as the table the Event field will automatically display a list of the events pertaining to the table chosen see Figure 51 The appropriate event should be selected from the drop down list If Demo Action Needed or Addresses is selected as the table the Event field is bypassed Ficure 51 Reports Find Screen Event Field Table Event m peepee ServiceCoordin ation Endtimes O ActionNeeded jiu SEEI igib ity Addresses i IEPIFSP Beare wdc a E ReferralForEvalua ReferralForScreen Transition 68 User Manual FIGURE 52 FIGURE 53 FIGURE 54 Once a table and an event if necessarv are chosen a list of fields unique to the selected table and event selected will automaticallv be displaved see Figure 52 The appropriate field should be selected from the drop down list Reports Find Screen Field Field Table Event Field a TIT ili Timeline 858 O ServiceCo ordination EndhgeatEvent O ActionNeeded e O Addresses 3 TETAS EndReason TotalDaws The find criteria are entered into the Value field see Figure 53 For example a date range would
38. a tion list CHRIS Help Desk 800 231 5747 63 eee FIGURE 46 Reports in CHRIS The CHRIS software program contains a variety of standard reports to assist users in creating commonly used reports In addition CHRIS also contains a Reporter program that allows users to create custom reports To access the reporting features in the CHRIS program click the REPORTS button from the CHRIS main menu see Figure 46 Child Record Locator Screen becie Demo f i i Reports rint Record Help Transfer e Chris DENUM Last Name First Name Birth Date es Code Residence County Parent Last Mame Demo Track DBNUM Last Name First Name Birth Date i Total Records Found Oo The REPORTS button is located on the CHRIS main menu and allows access to the Reporting screen This screen provides access to a number of standard reports that have been created for the CHRIS program In addition to these pre made reports the Reporting screen provides access to the Reporter program where custom reports can be created and edited 64 User Manual p The Reporting screen displavs all of the report options for the CHRIS program see Figure 47 Reporting Screen FIGURE 47 Options e STANDARD TRACKING REPORTS Contains standard reports e TIMELINE REPORTS Contains timeline specific reports e REPORTER CUSTOM REPORTS Allows for the creation of custom reports e ACTION NEEDED REPORT Contains
39. access rights allow him her to view and edit only the eight Dade county records If a user tries to view a record that the user does not have access to a message indicating the owner of the record will be displayed see Figure 11 Record Ownership Message l This child belongs to FOLRS Miccosukee Assodate Center Gadsden County Please contact Jane Doe at 305 284 5514 or by email at jane doe Bqadsden edu to determine if the record needs to be transferred A Record Transfer is required to gain access to a record owned by another FDLRS center Contact the person listed in the message to initiate the Record Transfer process Do not re create or duplicate the record Contact the data facilitator for further assistance Hands On Exercise 3 Find more than one child s record using the Child Record Locator screen Select the LOCATOR option from the main menu 2 Enter the following information Last Name Aa First Name L Click the GO button Find Lne Aan and click the DEMO E amp E button see message Click the OK button Find Lis Aas and click the DEMO button The child s record has been selected 18 User Manual Sorting Records Records displayed on the Child Record Locator screen can be sorted by clicking the column title buttons see Figure 12 Click on a button to sort the records in either ascending or descending order For example clicking the LAST NAME button once will sort the records in
40. act Log records in ascending A Z or descending Z A order To highlight a record click on a single record from the Contact Log Summary section The record will be highlighted in blue and the corresponding record detail will appear on the right side of the screen in the Contact Log Record Detail section Contact Log Record Detail The Contact Log Record Detail section is located in the bottom right portion of the screen This section displays detailed information for the selected Contact Log record These data are modifiable and any edits can also be seen in the Contact Log event detail screen for the child s record Display Yes No The display field on the right side of the screen indicates whether the Contact Log record will be displayed on the Service Coordination section of the Tracking screen To display a Contact Log record click the Y button otherwise click the N button Records marked No will not be visible on the Tracking screen but will continue to be displayed in the Contact Log Master screen The Display Contact Log option on the Tracking screen will display either all of the Contact Log records with Display set to Yes in the Contact Log Master screen or none of the Contact Log records The Contact Log Master screen enables the user to show or hide Contact Log records individually When a Contact Log Display is set to No in the Contact Log Master the following message will appear in the Tracking
41. and data facilitator based on job duties and security clearance The following types of access are available in CHRIS Record Access Based on Geography e County Access Access to the data of one or more counties e Site Access Access to the data of all the counties in one or more sites e Center Access Access to the data of all the counties in one or more centers Record Edit Access e View Only e View and Edit e View Edit and Delete Service Coordination events Field Level Access e Access to Medicaid Number and Social Security Number The data facilitator is responsible for contacting the Help Desk to add new user accounts and to delete user accounts that are no longer active Go to http www chris miami edu to complete the New User Data Form and Inactive User Data Form CHRIS Help Desk 800 231 5747 5 e T Log Out When Leaving the Desk Area CHRIS should not be left open and unattended if it is in a non secure area e g an area accessible to the public Users who are connected to the Citrix network must be aware of the following issues e Users can leave the CHRIS program session idle not in use for 20 minutes e From twenty one minutes to two hours users will be temporarily logged out of the CHRIS program screens Users will be required to re enter their account name and password to access the CHRIS program Users will be able to continue working in the same screen where they stopped e If the session is idle
42. art B Services Providers Involved Service Coordinator Services Services Initiated Date Completed Date Service Type Provider 10 01 08 10 05 08 Home care AUDIOLOGY CENTER AT kal wes EO O SO 52 User Manual FIGURE 40 FIGURE 41 Historv Detail Information The bottom section of the Historv screen see Figure 39 is used to record detailed information about services the child received prior to referral for Part B services Information can be entered in the following fields Providers Involved Service Coordinator Services Initiated Date Services Completed Date Service Type Provider and Notes Service information can be added to this screen before and after a Timeline has been created Once a Timeline has been created the child s record is considered active Opening the History screen for an active child s record will produce the following message see Figure 40 Active Child Message This child is active Please be advised that you should not enter a history on an active child Are you sure you want to proceed Options e PROCEED Opens the History screen e CANCEL Returns to the Tracking screen If there is information entered into the History screen the HISTORY button will auto matically change to red to indicate that the screen contains information see Figure 41 History Button Service Coordination Events Display Contact Log Y m Even Date Summary Contact Log
43. art B Transition Referral date is correct acy eared ema Options e Continue default Allows the Part C to Part B Transition or Screening event to be added to the Timeline Contact with Early Steps must be made if the child is younger than 2 years 3 months old e Cancel Returns to the Tracking screen and does not create the Timeline e History Opens the History screen where data on children younger than 2 years 3 months should be entered 40 User Manual FIGURE 26 WARNING Event Date All Timeline events must contain an event date An event date field cannot be left blank and should not have a date that is more than one year from the current date A warning message will be displayed see Figure 26 if the field is blank or contains an invalid date Timeline Warning Message Timeline Message JIMNE The date you have entered may not be accurate or itis blank Are you sure itis correct Options e YES default Opens the Tracking screen and stores the value entered for the event date e CHANGE Returns to the current event detail screen allowing the event date to be modified Entering dates that are more than one year from the current date may cause data entry issues The Timeline warning message will continue to appear even if additional information has been entered into the event Check that the event dates entered are correct eae a CHRIS Help Desk 800 231 5747 4
44. available enter a value in the Presenting Problems Primary field to deactivate this message 44 User Manual FIGURE 33 FIGURE 34 Action Needed The Action Needed feature is a customizable tool that is available in every Timeline and Service Coordination event in CHRIS Action Needed fields allow the case manager to describe the future actions that need to be taken and designate a Follow Up Date Once the action is completed the case manager can enter the Completed Date see Figure 33 Action Needed Example Reports can be generated using any of the Action Needed fields see Figure 34 These reports can also be used to organize and manage the activities and staff assignments required to meet the needs of the children being served For example a report based on a given staff member generates a list of all children assigned to the staff member and all the Action Neededs that are associated with those particular children Action Needed Report Single Child Action Needed Report Page i Single Child Action Needed Report Name ExampleChris DBNUM 328183 328183 code DOB 1 1 2010Age 4 01575 2015 Update Date 2 19 2014 Record Creator chris ard BDay 1 1 2013Language Current Location Countv Of Residence Dade Current Sub Location Follow Up Date Event Event Date Action Needed Date Completed Staff Assigned Code Screening Ref 02 19 14 Call parents 03 02 14 ARC Staff Evaluation Ref 02 19 14 Call agency 04 01 14 AR
45. avigation bar will displav the total number of accessible records and the current record number of the child for example 20 of 261 Clicking the arrows on the navigation bar will scroll through the children s records 20 User Manual Event Detail Screens Timeline and Service Coordination Events The navigation bar will displav the number of event detail records for the child selected Clicking the arrows on the navigation bar will scroll through the event detail records for that child Hands On Exercise 5 Scroll through children s event detail records using the navigation bar l Select the LOCATOR option from the main menu 2 Enter the following information Last Name Sa 3 Click the GO button Find Fza Sah and click the DEMO E button Click the ES K button to move to the previous record in the found set Repeat a few times Click the 5 button to move to the next record in the found set Repeat a few times Click the i ci button to move to the first record Click the fer button to move to the last record Notice that the navigation bar scrolls from one child s record to another child s record Select the TRACK option from the main menu 10 Click the REFERRAL FIRST button to open an event detail screen 11 Click the button to move to the previous event 12 Click the co button to move to the next event Notice that the navigation bar scrolls from one event detail record to a
46. cannot be modified Child Information The middle section of the Demographic screen contains the child s personal information Adult Information and Notes The bottom section of the Demographic screen contains information on adults associated with the child as well as additional information a a a a a CHRIS Help Desk 800 231 5747 23 IG T FIGURE 15 FIGURE 16 Significant Adult Information The Significant Adult Information section contains personal information about the child s parents or legal guardians see Figure 15 There is no maximum number of Significant Adults that can be entered for each child Three Significant Adults can be viewed at a time If information on more than three adults has been entered a scrollbar will be displayed Scroll down to view the additional information All Significant Adult records can be permanently deleted Significant Adults Information Section Significant Adults New Other Adults QA Critical Info MA Legal Del ast Name First Name Relation LW Grdian Courtesy Title Email Example Mom Mother Y Y Mrs chris um miami edu Phys Address 1251 Stanford Dr Phones Language Mail Y Coral Gables FL 33146 305 284 5514 none English Mail Address 1251 Stanford Dr 305 204 6992 Work Coral Gables FL 33146 305 264 2211 Fax Directions To Home CHRIS can be used to create address labels To prepare Significant Adult records to be used for address labels make sure to select Y
47. ccecceccescccccescesccescescesceescescesceesceseesseesees 7 l a CC 1A OS pec Si cesta E E AEAEE EEEE E O E EEEE 58 WAS U sccacecucosecususedecuscoedesscvesvedecuccoesseesenswececndevssesacsencesadeveseiccesscececcuddelccesssssacevaesiacscsusvecassensess 60 Contact Lon VAS CE a de os oss os its a cee E res oes eek eecneresee sa contests bocecvessceisescserset 61 Contact Log Master Screen DS tal ivcncevendesneniacereenrada inerenti 61 Reports ini CHRIS e E eves cctesaseestevesecueessatescavesscivesssoesiavouccouees 64 Reports Find SCE COM i i d A L EAn SR R EAEE NAAS Rias 67 standatu TR CD OFS a iii E E E E AE E 70 BOPO ee e E E E E E E T2 MASS E E Be A isa EEA E O EATA 73 Pre NiC aserria EEEE E OEE EEA 75 He S TO E E ccs E E S 78 BAG p 78 CHRIS Help Desk 800 231 5747 A vi User Manual p General Information Enter kev There are two enter kevs that can be used with CHRIS e The enter key on the keyboard e The enter key on the number pad These keys serve different functions and are not identical The instructions provided in this manual will specify which key to use Dates When entering dates e Use only four digit years e Use only slashes to separate the month day and year e g 12 12 2014 Deleting Records Only two types of records can be deleted e Significant adults e Service Coordination events with the exception of the Referral First Contact with FDLRS event which cannot be deleted CHRIS Help Desk
48. completed End Timeline event is considered active Active Timelines must be completed before a new Timeline can be created If a user attempts to add a new Timeline while another Timeline is active the following message will be displayed see Figure 22 Active Timeline Message The current timeline is still active for this child You must complete the active timeline before proceeding Timeline Order The most recent Timeline will be displayed on the Tracking screen Use the scroll bar to view other Timelines Click on the gray bar to scroll to the first Timeline created for the child s record Timeline events cannot be entered out of order Events must be completed consecutively beginning with a Part C to Part B Transition event or Screening event and ending at any time with an End Timeline event For example if an Evaluation or IEP IFSP event has not been entered an End Timeline event can be completed with an appropriate reason 36 User Manual Add a Timeline To add a Timeline complete the following steps Step 1 Check the Timeline Guidelines see Figure 21 to confirm that the child s situation meets the criteria for creating a new Timeline Step 2 Click the ADD button located in the Tracking Timeline Events section of the Tracking screen see Figure 23 A message will be displayed see Figure 24 Tracking Timeline Events Section FIGURE 23 Tracking Timeline Events Add of Timelines 1 Time Ela
49. d a Timeline warning message will be displaved when attempting to access the next event see Figure 30 Timeline Warning Message Screening Message The current event must be completed prior to accessing the Screening event An End Timeline Reason is required to complete the End Timeline event and the entire Timeline If a reason is not specified a warning message will be displayed see Figure 31 The End Timeline Reason field 1s a state defined list that cannot be modified by the data facilitator Timeline Warning Message End Timeline Message End Timeline Reason is a required field and must be entered prior to exiting CHRIS Help Desk 800 231 5747 43 a T FIGURE 32 Presenting Problem Presenting Problem Primary is an important data entry field for the Screening and Evaluation events CHRIS will automatically detect when a Presenting Problem value has not been selected from the drop down list Each time these events are opened and closed without entering this information a Timeline reminder message will be displayed see Figure 32 Timeline Reminder Message Referral For Screening Message Reminder Referral for Screening Date should not be empty Presenting Problem should be filled in if information is available Continue Addinfo Options e ADD INFO default Returns to the event detail screen allowing additional information to be entered e CONTINUE Opens the Tracking screen If
50. d be created using the date the decision was made to proceed to the Evaluation step In the event detail the same process used in the Screening event detail should be followed to record any information that will be used to determine eligibility that predates the Referral Date Actual Evaluation dates should be recorded for any evaluations completed following the referral The Evaluation Completed Date should reflect the date when all Evaluation information necessary to determine eligibility was gathered Dates provided within the event detail can precede the dates of the actual event Children with an Active Individual Education Plan If a child has an active IEP the child has already been placed in a Part B program All data entry should be done through the Service Coordination events and a new Timeline should not be started The Referral First Contact with FDLRS and Referral In events should be used for follow up on these children once they have entered the school system 34 User Manual Re Screening Only one Screening event can be entered per Timeline Detailed information for Re screenings should be entered in the detail of the Screening event or in an appropriate Service Coordination event Depending on the circumstances Re screenings for an individual child could be tracked using the Record Review option in the Screening event the History screen or one of the referral events in Service Coordination When using the Record Review opt
51. ds Any one digit Jean Louis tt TIP To find an entire vear tvpe the vear 20xx into the date field and CHRIS will inter pret this as 1 1 20xx 12 21 20xx To find an entire month tvpe the month and vear 11 20xx into the date field and CHRIS will interpret this as 11 1 20xx 11 30 20xx To find a date range starting with the beginning of one month through the end of another month enter month vear month vear 10 20xx 12 20xx 58 User Manual Hands On Exercise 9 Search for a child s record using the Find screen Select the LOCATOR option from the main menu Enter the following information Last Name Aue First Name Jake Date of Birth 3 2011 Click the GO button _ Click the TRACK button Click the SCREENING button Select the FIND option from the main menu see message Enter the following information Primary Presenting Problems Primary Speech Concerns Referral for Screening Date 2014 8 Click the PERFORM FIND button How many records were found 9 Find Jon Bus 10 Click the TRACK button a a a a a a CHRIS Help Desk 800 231 5747 59 Ina aS List The Found Set Display screen referred to as the LIST option on the main menu is used to maintain a found set of accessible records within the CHRIS program see Figure 44 The Found Set Display screen is similar to the Child Record Locator screen except there are no blank fields to perform a find The Found Set D
52. e referred to as the Demographic screen see Figure 14 Child Demographic Information Screen Locator Haute Track Find List Add SC CtcLog Reports Print Record Help Exit FIGURE 14 TA AB F n Transfer 7 4 Child Demographic Information Child Demographic Information Auto Dbnum 328185 Child ID 328185 Age 4 02 Record Creator CHRIS Last Name Suffix First Name Middle Name Relation Birth Date Sex OldRace Example __ chris l 1200 ME a Alternate Surname Nickname Birth State Country Birth County Home School Zone Florida Dade Residence County Service County Current Location Race Check all that apply Dade Dade KA O American Indian or Alaska Native Primary Language Other Language Current Sub Location Baan SENA English Native Hawaiian or Other Pacific Islander Student Number Ethnicity Hispanic Migrant O Yes No EJ White Significant Adults Other Adults A Critical Info CI Dat ast Name First Name Relation LW sere Courtesy Title Email Example Mom Mother ly jy Ms chris um miami edu Phys Address 1251 Stanford Dr Phones Notes Language Mail Y_ Coral Gables FL 33146 305 284 5514 Home English Mail Address 1251 Stanford Dr 305 284 5575 Cell Demographic Screen Detail Automatically Calculated Fields The top section of the Demographic screen displays automatically generated data These fields
53. e STANDARD TRACKING REPORTS button or the REPORTER CUSTOM REPORTS button on the Reporting screen see Figure 47 will displav the Reports Find screen see Figure 48 The Reports Find screen is used to select the data needed to create standard and custom reports for the CHRIS database Reports Find Screen 4 17 2014 Reports Find Screen ODemo Timeline 9 Serviceloordination ActionNeeded O Addresses 2 Demo Timeline O Serviceloordination ActionNeeded O Addresses Dema Timeline _ mn O Serviceloordination O ActionNeeded O Addresses O Demo ai Timeline O ServiceCoordination O ActionNeeded Addresses O Demo O Timeline ServiceCoordination O ActionNeeded O Addresses ServiceCoordination ActionNeeded O Addresses CHRIS Help Desk 800 231 5747 67 IG T Each section of the Reports Find screen allows users to enter search criteria that will be used to find data related to the desired report see Figure 49 F GurE 49 Reports Find Screen Section 3 25 2010 Reports Find Scree 9 34 16 AM Table Event Field Value ODemo O Timeline ServiceCoordination ActionNeeded CI Addresses The Table field allows users to select the source of data needed Select the table by clicking the circle to the left of the table name see Figure 50 FIGURE 50
54. e events is available in the Field Reference Guide Timeline Events Table TABLE Transition B services Contains information about individual screenings including review of records Contains information about formal evaluations including review of records ESE Eligibility Contains information about ESE eligibility for IDEA Part B services following evaluations IEP IFSP Contains information about Individual Educational Plans and Individual Familv Service Plans IEP IFSP Also contains information about placements in other programs or services End Timeline Indicates that eligibilitv determination services for the child have ended 30 User Manual CHRIS Timeline Guidelines Rules for Correct Timeline Entrv Timeline activities are focused on the determination of eligibilitv for Part B services When a child is being referred for such determination regardless of the referral source the Timeline begins either with the Part C to Part B Transition event or the Screening event Guidelines for determining the appropriate initial event for the Timeline are provided in Figure 21 CHRIS Timeline Guidelines FIGURE 21 Was the child No referred from i Part C Early l Steps Isthe child fewer than 45 an sis fay conference his her 3 held birthday DO NOT F Was the child referred to Part START A TIMELINE 1 C Early Steps Fa Timeline begins with Part C t
55. e the following steps Step 1 Select a record from the Child Record Locator screen by clicking the TRACK l E button see Figure 7 Step 2 Click the REFERRAL FIRST button or select any other event from the Timeline or Service Coordination section Step 3 Select the FIND option from the main menu The yellow and light blue find screen corresponding to the event selected will be displayed as a blank record Step 4 Enter the search criteria Step 5 Click the PERFORM FIND button The results will be displayed CHRIS Help Desk 800 231 5747 57 Find Operators Use any of the find operators below to improve the search criteria for records see Table 3 Find Operators Table TABLE 3 To find values that are Use this Find example operator Less than the value of the item lt lt 40 or lt 09 09 1998 Greater than the value of the item gt gt 10 10 1998 Some or all of a field s contents Ann finds Ann or Ann Marie but not Annie Anne finds Anne but not Ann Marie or Annie 12 30 17 30 lI Ann finds Ann or Annie or Annette An exact match of the field s contents Within the range specified Duplicate values Today s date Invalid dates or times Zero or more unknown or variable text characters xAnne finds Anne or Annette or Brianne Literal text including spaces and punctuation in a field text exactly as it appears but regardless of uppercase or lowercase Empty fiel
56. ection of the Tracking screen see Figure 20 A brief description of each button and field is listed below e ADD Adds a new Timeline e of Timelines Indicates the total number of Timelines created for the child e Time Elapsed Indicates the total number of days elapsed for the Timeline displayed e Event Opens the detail screen for the corresponding event e Date Displays the event date recorded in the event detail screen that is most relevant to the Timeline e AN Action Needed Generates an Action Needed Report for that child s record e Summary Displays information recorded in the event detail screen in abbreviated text e Days Displays the total number of days lapsed between events e Gray Bar Scrolls to the first Timeline created for the child Timeline Event Options Number of Timelines Tracking Timeline Events Add Button Time Elapsed of Timelines 1 Time Elapsed 30 Summary Days Timeline l Transition 01 01 11 we 1 2011 J Gray Bar Events Oo e l Screening O1 f01 11 1 1 2011 F Davs i Summary Date Action Needed Button CHRIS Help Desk 800 231 5747 29 ig reese Timeline Events Timeline events document the number of days between the Part C to Part B Transition event or the Screening event and the time a child has been appropriately awarded or denied services There are six Timeline events see Table 1 Detailed information for the Timelin
57. en opening a new Timeline If Record Review 1s used the Screening or Evaluation detail of those records reviewed should be entered on the appropriate event detail screen Special Timeline Considerations Children Under 3 Years of Age Generally information regarding children younger than 3 years of age should be recorded using the History screen or Service Coordination events particularly Referral First Contact with FDLRS Referral Out and Contact Log The History screen and or Service Coordination events must be used to record information for children younger than 2 years 3 months regardless of whether they were referred from Part C Early Steps ES Part C guidelines specify 2 years 3 months as the earliest date for the Part C to Part B Transition Notification Date As such a Timeline cannot be created for a child younger than 2 years 3 months SSS SS SS SS 32 User Manual Districts may serve birth to 2 year old children in certain categories However in most cases they are serving them as Part C children so service coordination would be managed just as any other child served by Part C until their transition for Part B services begins If your district serves children who are under age 3 and who are not in transition but are served as Part B eligible children pertinent information can be entered into the Timeline This can only occur during the school year in which the child turns 3 years old Entering data into the Timeline f
58. for more than two hours user sessions will be automatically disconnected from the Citrix Portal and CHRIS Users can then go back to the initial CHRIS Login screen and re enter the program J Data security is an important issue Be sure to log out of the Citrix Portal and the CHRIS program session if you plan to be away from your desk for a long period of time IMPORTANT 6 User Manual SS 7T xxxxxTTTTr Using CHRIS Log into CHRIS The Login screen is accessed bv opening the CHRIS shortcut on the desktop The FileMaker application will open and the login window will be displaved The cursor is conveniently placed in the Account Name field for quick data entry Account names are not case sensitive Passwords are case sensitive and dots will be displayed in place of the characters To log into the CHRIS program complete the following steps Step 1 Double click on the CHRIS icon on the desktop The Login screen will be displayed see Figure 1 Step 2 Type an account name in the Account Name field Account Name chrisguest Step 3 Tab into the Password field or click into it using the mouse Step 4 Type in a password Password guest Step 5 Press the enter key on the keyboard or click the OK button The Child Record Locator screen will be displayed see Figure 2 The main menu is positioned at the top of the screen CHRIS Login Screen FIGURE Open CHRISGald Guest
59. hys Address anrord Li Phones Notes Lang Mail Coral Gables FL 33146 305 284 5514 Home English Mail Address 1251 Stanford Dr 305 284 5575 Cell Coral Gables FL 33146 305 294 6992 Fax Directions To Home To print a screen or report for another child you must open the child s record in either the Demographic or Tracking screen and then select the PRINT option from the main menu NOTE 76 User Manual Demo W Tracking Print Screen FIGURE 64 Name Aa Ba DBNUM 33853 Child ID 33853 16 Code DOB 10 13 2000 Age 8 00 SYS 2006 w canguagde ard BDawv 10 13 2003 Language Update Date 4 24 2008 Record Creator County Of Residence Dade jqomez OOIEIPHFRE urren LID LOCSTIOFI Staff Assigned Richard Chris Exreptionalib Stabus IEC or Serice Coordinator Timeline Stabus Code QOIEIPHRF Service Coordination Stabus RIN Prek Interageng Release Funding Program Start Date Tracking Timeline Events Service Coordination Events tt of Timelines Time Elapsed Event Date AN Summary Event Date AN Summary Days Referal Inadive D7 01 03 Receiving Service Without Service Plan Contact Lag O7 OL O3 Referral First onora EIFF ORTH Contad Developmental Demo W Tracking Detail History Print Screen FIGURE 65 Name Aa Ba DENUM 33853 Child ID 33853 16 Code DOB 10 13 2000 Age 8 00 SYS 2006 OQIEIPN RF guage l ard BDa poles 200s Language Update Date 4 24 2008 Record Creator County
60. iami FL 33145 To The Parents Of Odo Aad 1234 Disney Way North Miami Beach FL 33181 To The Parents Of Us Aal 1234 Disney Way Miami FL 33161 User Manual FIGURE 57 FIGURE 58 Group Data by Sub catagories and Use CHRIS to Print Letters and Forms Standard Reports can be used to sort your data automatically using pre existing catagories see Figure 50 Referral Report Grouped by Zip Code Referral Report First Contact and In Page 674 ist Contact i Age istContact Referred By j Dbnum Name Last First DOB Now Appt Date SubLocation 53151 Ber Ean 04 15 04 9 10 Oakridge Total Number Of Children With This Zip 34134 1 75162 Ola Sel 03 16 02 11 11 Region 5 144771 Css Mla 11 13 03 10 03 Region 5 150440 Brt Don 04 03 04 9 10 Region NC 150466 Ter Kan 10 22 04 9 03 Region NC 150468 Ter Eie 05 16 09 4 09 Region NC 150470 Bie Dus 06 11 04 9 08 Region NC 150473 Bie Aos 10 14 03 10 04 Region NC 150478 Bie Mis 03 29 04 9 10 Region NC 150481 Ort Mna 02 18 04 10 00 i l Region NC i Total Number Of Children With This Zip 34141 9 42922 Dis Gle 06 27 03 10 07 Total Number Of Children With This Zip 34953 1 39439 Mis Gce 10 15 02 11 04 Total Number Of Children With This Zip 34990 1 Data source Children s Registry and Information System CHRIS Custom Reporter can be used to produce forms and letters using previously entered data see Figure 51 Informed Co
61. ild to create a new child record New Record Bae Add Child Duplicate Child Display Screen In addition to the required fields necessary for adding a new child the Service County field should also be entered at this time NOTE Is Hands On Exercise 1 Add a new child Select the LOCATOR option from the main menu Enter the following information Last Name Aue First Name Jake Birth Date 1 20 2011 Be sure to use four digits for the vearl Click the GO button Click the ADD CHILD button Enter the following information Sex M Residence Countv Dade First Contact with FDLRS Date 3 1 2014 Click the ADD CHILD button see message Click the OK button verifv that the record being added does not alreadv exist in the database Click the ADD CHILD button A new child record has been created CHRIS Help Desk 800 231 5747 13 memes Find a Child s Record Finding a child s record should be performed using the Child Record Locator screen A search is executed for a single matching record in the database that will be selected for data entry or reporting To find a child s record complete the following steps Step 1 Perform a search Enter the child s first name and last name and or any additional information in the search fields displayed The Child Record Locator screen will execute an exact match search If the find request is too specific the child s existing record may not be i
62. ion the date of the Record Review should be entered and the detailed information about the Screenings should be entered in the Notes field or in the History screen If a Re screening has occurred during the current Screening event enter the last incidence of Screening and the Screening Final Result Date in the event detail Enter information regarding preceding Screenings in the Notes field Delays in Obtaining Information The Timeline should not be ended prematurely because of a delay in obtaining information The Timeline should be kept open as long as there 1s something still happening with the child For example if the date of the service plan is not known the Timeline should remain open until that information is obtained The Timeline is calculated based on the date of the service plan not the date the information was received so there is no harm in waiting to end the Timeline when all information for the service plan event has been obtained Service Coordination implies follow up on children to determine the status of the referral until the child is receiving services Errors on the Timeline A Timeline cannot be deleted however data elements within the Timeline can be corrected There are numerous checks in the system to prevent the inadvertent creation of a Timeline and it is not possible to enter events out of order CHRIS Help Desk 800 231 5747 35 no Nm FIGURE 22 Active Timelines A Timeline that does not include a
63. isplay screen displays the DBNUM Last Name First Name Birth Date Code Residence County and Parent Last Name fields for each record The column titles are buttons that can be clicked on to sort records in ascending A Z or descending Z A order From the Found Set Display screen click the DEMO or TRACK 7 buttons to continue with data entry or click the PRINT button to access the Print Dialog window Found Set Display Screen FIGURE 44 Chris Found Set Display Screen Last Name First Name Birth Date Code Residence County Parent Last Mame Demo Track 12 30 1999 Archived 9 21 1999 Archived 1 24 2000 QQIEIPN Archived 9 22 1999 NORTHEY Archived 3 27 2000 QOIEIPS Archived 9 25 2000 QQIEIPS 3 38 2000 Archived 12 28 1999 Archived 10 18 2000 QQIEIPW 5 9 2000 Archived 6 25 2001 OQIEIPN 7 13 2000 QQIEIPN 12 16 2000 1 13 2001 QQIEIPN Total Records Found 42 pala Use the List option to remove children with Residence Counties which cannot be ac cessed with the current user account by selecting a valid child from the origional Found ia Set and then selecting the List option The Found Set will now only display children that can be accessed by the active user account 60 User Manual p Contact Log Master The Contact Log Master screen displavs all of the Contact Log events created for one child s record see Figure 45 This screen is used to manage how Contact Log events are displaved in the Service Coo
64. isplayed on the Child Record Locator screen see Figure 3 Step 3 Review the results Scroll through the records and locate the appropriate child s record If no records are found the following message will be displayed see Figure 4 No Records Message No Records Found No records match this request Would you like to create this child Add Ghid Options e ADD CHILD default Opens the Add New Child screen e RETURN Returns to the Child Record Locator screen and removes the search criteria previously entered e MODIFY FIND Returns to the Child Record Locator screen and allows the search criteria to be modified If the child s record to be added is found in the database but has a record belonging to another county the existing record needs to be transferred using the Record Transfer process Contact the data facilitator to transfer a child s record Do not create a new record for a child with a record in the database CHRIS Help Desk 800 231 5747 11 a T FIGURE 5 Step 4 Click the ADD CHILD button The Add New Child screen will be displayed see Figure 5 Add New Child Screen Locator Demo Track Find List Add SC Ctc Log Reports Print Record Help Exit ESI i ar 7 a Transfer g e Add New Child Add New Child Enter the new Child Information below and click Add Last Name First Name Middie Name John Date of Birth Sex Social Security Number Residence County
65. ividual Family Service Plan IFSP JEP IF SP Date has been entered e ET End Timeline End Timeline Date has been entered Service Coordination Status The most recent Service Coordination event in the child s record Contact Log 1s the only event that has no effect on this status field e AP Appointments e PS Packet Sent e PR Packet Returned e PFU Periodic Follow Up e OH On Hold e FTE Folder To ESE e RFC Referral First Contact with FDLRS e RI Referral In e RO Referral Out e RIN Referral Inactive e RC Referral Closed CHRIS Help Desk 800 231 5747 DA no Nm eeeeeeeesereeeeEEEEEEEEenEnenaen Child Services Information The middle section of the Tracking screen contains confidential information regarding service provision Timeline Events The bottom left section of the Tracking screen displays Timeline information based on six events The Timeline tracks the number of days elapsed between events Timelines are entered according to guidelines established by the FDOE These guidelines are described in the next section of this document Service Coordination Events The bottom right section of the Tracking screen displays Service Coordination events events not included in the Timeline Service Coordination events are entered and maintained according to individual site needs 28 User Manual FIGURE 20 Timeline Timeline Events Summarv The Timeline events summary is located in the bottom left s
66. mographic Information and Tracking Summary Find Screen to execute searches on fields that are not available in the Child Record Locator screen Opens the Found Set Display screen to select from a found set of records Opens the Add Service Coordination Events screen to create additional Service Coordination events on the Tracking Summary screen Opens the Contact Log Master screen to manage several Contact Log events within a child s record Opens the Reporting screen and allows users to create standard and custom reports Opens the Print Options screen Opens the Help screen Used to exit out of CHRIS CHRIS Help Desk 600 231 5747 9 no TU Using the Child Record Locator Screen After a successful login into CHRIS the Child Record Locator screen is displayed see Figure 3 The Child Record Locator screen provides the option to add a child s record find a child s record or find a group of children s records When a found set of records has been located additional displav options record access options and sort options become available Child Record Locator Screen FIGURE 3 ist Add SC or Eepos Recor Child Record Locator Screen Please enter your search criteria and press the Enter key on the number pad to execute the statewide find or click the Go button below DBNUM Last Name First Name Birth Date Bi th D t B 8 26 2008 Ts e 10 2 2004 g 127363 Gud Jua 7 8
67. n to print the Summary Report 74 User Manual A ss FIGURE 62 Print Menu Printing options are accessed through the main menu The print menu is specific to the Demographic and Tracking screens When either screen is open select the PRINT option from the main menu and additional layout printing options will be displayed All other screens in CHRIS will print as they appear on the screen including graphics and bold colors To print a child s record complete the following steps Step 1 While in the Demographic or Tracking screen select the PRINT option from the main menu The print options menu will be displayed see Figure 55 Demographics Print Screen 10 13 2008 Print Options Print Demographics Print Demo W Tracking Print Demo W Tracking Detail History Print All Three Reports Above Step 2 Select a print option e PRINT DEMOGRAPHICS Displays a printer friendly layout of the Demographic screen The data from the current record are printed see Figure 56 e PRINT DEMO W TRACKING Displays a printer friendly layout of the Tracking screen including Timeline and Service Coordination events The data from the current record are printed see Figure 57 CHRIS Help Desk 800 231 5747 15 e PRINT DEMO W TRACKING DETAIL HISTORY Displays a printer friendly layout of the Tracking screen with detailed Timeline Event and History information The data from the current record are printed see
68. nator Timeline Status ET Code Service Coordination Status RC Prek Funding Part C Early Interagency Release Program Steps Start Date Agencies Providers End Date Tracking Timeline Events Service Coordination Events of Timelines 1 Time Elapsed 30 Display Contact Log Y Date Summary Days Event Date LAN Summary lir ejja 01 01 11 oe if Referral Closed 01 31 11 Entered Part B IL Contact La Qi 21 11 BDI 2 Screen Screening O1for fii Lp ener Le B ie Folder Ta ESE O1f 14 11 1 07 2011 Speech Contact Lag O1fo7 11 Status of case Referral First OQ1 01 11 Public School IFSP IEP Developed e Evaluation 01 07 11 ESE Eligibility 01 14 11 a IEP IFSP 01 21 11 ti End Timeline 01 31 11 Tracking Screen Detail Automatically Calculated Fields The top section of the Tracking screen contains child information that is automatically calculated and pulled from the Demographic screen Modifications to these fields must be made in the Demographic screen The Code field in the Child Services Info section of the Tracking Screen is a site specific field and can therefore be used to track any data each FDLRS site sees fit The Data Facilitator has full access to modify this drop down list Please be sure to develop consis tent rules for the use of this field 26 User Manual Exceptionalitv Timeline and Service Coordination Status Fields Exceptionalitv Status I
69. ncluded in the found set If the find request is too general the found set may be very large making it difficult to identify the i record of interest Step 2 Click the GO button If one or more matching records are found they will be displayed on the Child Record Locator screen Step 3 Review the results Scroll through the records and locate the appropriate child s record Step 4 Select a record Click either the DEMO or the TRACK 77 button on the far right to select a child s record see Figure 7 Child Record Locator Found Set Screen Click this button to access the Child Demographic Information screen FIGURE T Last Name First Name Birth Date Residence County Parent Last Name Demo Track GU 10 12 2001 Click this button to access the Tracking Summary screen 14 User Manual If a user clicks on the main menu buttons with the exception of LOCATOR FIND REPORTS HELP and EXIT the following message will be displayed see Figure 8 Select Record Message FIGURE 8 Please use the small demo or track buttons on the right to select a child from the new found set Tas Hands On Exercise 2 Find a child s record using the Child Record Locator screen 1 Select the LOCATOR option from the main menu 2 Enter the following information Dbnum 126486 3 Click the GO button i 4 Click the TRACK button The child s record has been selected a a a a a CHRIS Help Desk 800 231 5747 15 io eres Z IM
70. ndicates the child s status regarding eligibilitv for an Individuals with Disabilities Education Act IDEA Part B exceptionalitv program This field indicates eligibilitv for Part B regardless of receipt of exceptional student education ESE services Drop down options include the following e E Eligible for IDEA Part B exceptionality program Primary Exceptionality has been selected within the ESE Eligibility event e I Ineligible Child has been determined ineligible for Part B services e N Not Determined An Evaluation event exists but no ESE Eligibility event has been created Status remains N until an ESE Eligibility event is created Timeline Status The most recent Timeline event in the child s record Status options include the following e TR Transition Meeting A Transition Date has been entered e SR Screening Requested A Referral for Screening Date has been entered No detailed event information has been entered e SC Screening Detailed event information has been entered but no Final Result Date e SF Screening Final Result Screening Final Result Date has been entered e ER Evaluation Requested Referral Date has been entered no detailed event information e EV Evaluation Detailed event information has been entered but no Final Result Date e EF Evaluation Final Result Evaluation Completion Date has been entered e ES ESE Staffing ESE Staffing Date has been entered e SP Individual Education Plan IEP Ind
71. nother event detail record for the same child CHRIS Help Desk 800 231 5747 2i o reese Screen Title The title of the screen appears in the blue bar at the top of the screen directly underneath the Record Navigation Bar Date and Time The date appears to the far left and the time appears to the far right on the blue bar at the top of the screen Field Types e Gray Fields The information in the gray fields on the top of the screen is entered automatically based on information from another screen or file in CHRIS The data in these fields cannot be modified e White Fields The white fields are free text fields The data in these fields can be entered in any format text numeric and or symbols and can be modified e White Fields with Blue Shadows White fields with blue shadows indicate that there is a drop down list associated with the field State defined lists cannot be modified Site defined lists can be modified by the data facilitator the field Use of drop down lists 1s important for data consistency and the appearance of f Always select an option from a drop down list rather than enter information directly into IMPORTANT reports see page 7 Consistent Data Entry SSS SS SS a 22 User Manual Child Demographic Information The Child Demographic Information screen contains demographic information pertaining to the individual child whose record is being viewed This screen will b
72. nsent Form Pupil Personnel Services INFORMED NOTICE AND CONSENT FOR FORMAL INDIVIDUAL EVALUATION Date Student s Student Name Jey Aue Grade Number DOB 9 6 2008 An individual evaluation is recommended to assist us in meeting the educational needs of your child The evaluation is based on your child s educational performances and review of any previous evaluation information which includes OBSERVATIONS _ Other Child Find Referral CONFERENCES l l REFERRAL FROM PRE K CHILD STUDY TEAM The following educational options have been used with your child 7 ERT Intermention _ Tutoring _ School Based Counseling 7 Change in Level of Instruction _ Retention _ Referral from Community Agency Behavior Management Alternative Collaborative Teacher Parent Intervention C Title 1 1 Change in Instructional _ Other Method These option s are presently determined insufficient in meeting the educational needs of your child and have been rejected as the primary method s of assisting your child These categories checked below have been selected by a team of professionals to assist in determining your child s educational needs __ SCREENING of visual acuity hearing acuity and or speech language abilities L SCREENING of academics and or intellectual levels L EDUCATIONAL EVALUATION assessment of current academic levels strengths and needs _ INTELLECTUAL EVALUATION assessment of intellectual functioning _
73. nuum from beginning to end CHRIS Gold Version 2 is the latest version of the CHRIS database program that was designed to meet State Improvement Plan Goals Input from users members of the CHRIS Technical Assistance Work Group TAWG and representatives from the Florida Department of Education FDOE guided the development of CHRIS 2 User Manual Use of CHRIS Information The data stored in CHRIS are used by a variety of sources for the following reasons e To facilitate case management e To allocate funds e To project the needs of the service delivery system e To compile reports for the federal and state governments school districts and local education agencies LEAs e To respond to requests for information from consumers and service providers e To prevent the duplication of services and to ensure that the appropriate services are being provided to eligible children e To provide program and service planning information for agencies and program administrators e To identify gaps in the service system where additional resources may need to be identified or developed e To conduct research studies It is important to remember that the data and reports produced are not solely used internally at each site Data Entry Important Points Confidentiality The information in CHRIS is confidential The records in the database should be treated the same way as confidential paperwork file folders and other materials regarding the
74. o Part B Refer child to Part Early Steps Transition Create a Referral First Contact with FOLRS Timeline begins event Optional with Screening Create a Referral Out or Referral Inactive event using the date of the referral to Part C Early Steps Optional Children who are more than 45 days from their 3rd birthday must be referred to Part C Early Steps Children who are fewer than 45 days from their 3rd birthday may be referred to Part C Early Steps Early Steps is not required to conduct an initial evaluation and to develop an IFSP for these children However Early Steps may choose to complete this process SSS CHRIS Help Desk 800 231 5747 31 eee Timeline Management e If by professional judgment all service was done that could be done for a child the Timeline can be ended and the appropriate reason recorded in the event detail For example if the child entered kindergarten or had an IEP IFSP developed those would be listed as reasons for ending the Timeline e If after a Timeline was closed a new event occurs that indicates a new Timeline needs to be opened a new Timeline should be opened e A closed Timeline cannot be reopened e A Timeline cannot be deleted Record Review Record Review can be used within the Screening and Evaluation events to record Screenings or Evaluations that have taken place prior to referral but that might be appropriate for determining eligibility wh
75. o The Parents Of Aew Aa 1234 Disney Way Miami FL 33142 To The Parents Of 1234 Disney Way Hialeah FL 33015 To The Parents Of Bn Aa 1234 Disney Way Miami FL 33193 To The Parents Of Ca Aa 1234 Disney Way Miami FL To The Parents Of De Aa 1234 Disney Way Miami FL 33155 To The Parents Of DI Aa 1234 lay Miami FL 33183 To The Parents Of 1234 Disney Way Miami FL 33175 To The Parents Of En Aa 1234 Disney Way Miami FL 33186 To The Parents Of Ga Aa 1234 Disney Way Miami FL 33186 To The Parents Of Hh Aa 1234 Disney Way Miami FL 33186 To The Parents Of la Aa 1234 Disney Way Miami FL 33155 To The Parents Of Ja Aa 1234 Disney Way Miami FL 33130 To The Parents Of Jn Aa 1234 Disney Way Miami FL 33186 To The Parents Of Kie Aa 1234 Disney Way Pensacola City FL 33033 To The Parents Of Kn Aa 1234 Disney Way Miami FL 33186 To The Parents Of Kn Aa 1234 Disney Way Miami FL 33165 To The Parents Of Ns Aa 1234 Disney Way Coral Gables FL 33156 To The Parents Of Sn Aa 1234 Disney Way Coral Gables FL 33156 To The Parents Of So Aa 1234 Disney Way Miami FL 33178 Standard Reports To The Parents Of Tig Aa ig 1234 Disney Way Miami FL 33125 To The Parents Of Sge Aac 1234 Disney Way Miami FL 33138 To The Parents Of Aad 1234 Disney Way Miami FL 33143 To The Parents Of Kin Aad 1234 Disney Way M
76. or a child under age 3 will result in several warning messages Respond to these warnings appropriately to proceed with data entry You must determine through the Exceptional Student Education ESE Department whether these children are being served under Part B and are receiving Free Appropriate Public Education FAPE Children Receiving Part C Early Steps Services For children receiving services from Part C Early Steps the Timeline should start with the Part C to Part B Transition event Everything prior to transition should be recorded through the History screen and or Service Coordination events An exception to this occurs when the child is referred by Part C Early Steps without a formal transition conference In this case the Timeline would start with the Screening event Children Not Receiving Part C Early Steps Services Children under 3 years of age who are referred to FDLRS and are not receiving services from Part C Early Steps legally must be referred to Part C Early Steps If Part C Early Steps declines the referral or the parent declines Part C services and the child is 2 years 3 months old or older a Timeline can be started with a Referral First Contact with FDLRS and the Screening event The Service Coordination events should reflect a Referral Out to Part C Early Steps with a note as to why the child was not processed through Part C Part C Children with No Formal Transition Conference If a child is referred by Part C
77. ords in the Child Record Locator screen is displayed in a list view format see Figure 10 Each record will displav the DBNUM Last Name First Name Birth Date Code Residence Countv Parent Last Name and buttons to enter the Child Demographic Information or Tracking Summary screens A scroll bar on the right side of the screen is activated if more than 14 records are found The total number of records for the found set is displayed in the bottom right corner of the screen Found Set Display Information Screen FIGURE 10 DENUMI Last Hame First Hame Birth Date code Residence Count Parent Last Hame SEN 6 1 2000 Middle Monroe 3 27 2002 QQIEIPS 7 31 1999 QOIEIPN Archived 11 28 1999 QQIEIPN Archived 11 23 1999 QQIEIPN Archived 9 16 2000 QQIEIPN l 10 21 1999 QQIEIPS Archived ee a 12 30 1999 QOIEIPN Archived l T 7 15 1000 Archived tali T 9 27 1999 Archived i 10 15 1000 Archived 12 29 1990 QQIEIPN Archived 1 30 2002 QQIEIPN T 5 19 2002 QOIEIPN A z Total Records Found l i rE i CHRIS Help Desk 600 231 5747 17 o T FIGURE 11 A IMPORTANT E Record Access Record access is granted based on the County of Residence field Anyone who has read write access for the child s County of Residence can view and edit the record For example if ten records have been found eight for Dade county one for Monroe county one for Bay county and the data entry person is from Dade county his her
78. psed Ever Date Summary Davs Transition E Screening E Evaluation E a ESE Eligibility E ii IEP IFSP E MW End Timeline a Timeline Warning Message FIGURE 24 New Timeline You are about to enter a new set of timeline events for this child Would you like to proceed CHRIS Help Desk 800 231 5747 37 no A Step 3 Click the YES button to confirm that the requirements for adding a new Timeline have been met A blank Timeline will be displayed see Figure 23 By default each of the following events will be displayed Transition Screening Evaluation ESE Eligibility IEP IFSP and End Timeline Click the NO button to cancel the add a Timeline process Step 4 Click an event name to open the event detail screen to begin data entry A Timelines may only be initiated with the Part C to Part B Transition or the Screening event IMPORTANT 38 User Manual Hands On Exercise 6 Add a Timeline Select the LOCATOR option from the main menu Enter the following information Last Name Aue First Name Jake DOB 3 2 2011 Click the GO button Find Jake and click the TRACK 77 button Click the ADD button see message Click the YES button Click the SCREENING button Enter the following information Referral for Screening Date 7 1 2014 Date of Final Result 7 2 2014 Presenting Problem Primary Hearing Concerns 9 Select the TRACK option on the main menu 10 Click the EVALUATION button
79. rdination Event section of the Tracking screen Enter the Contact Log Master screen bv selecting the CTC LOG option from the main menu Contact Log Master Screen Locator Demo Track Find List Add SC Ctc Log Reports Print Record Help Exit ESI B Re i z pul Transfer e lt Contact Log Master FIGURE 45 Update Date 2 13 2015 Entry Person chris DBNUM Last Name First Name Middle Name Residence County Child ID D O B Age SW5 367821 Oui Sebastian James Dade 367821 16 7 1 2011 3 08 2016 Contact Date Display 7 10 2014 N Yes Contact Method Staff From To Contact Mother Contact Contact Reason L Contact 96 Contact Notes L o g Summa Detail In eee B Mm jiiiiiiOiIUiiii iiTUMA Wa z E O oz ejT tT Ci eA TT 0 fi Contact Log Master Screen Detail Automaticallv Calculated Fields The top section of the Contact Log Master screen contains information that is pulled from the Demographic screen Modifications to these fields must be made in the Demographic screen 5585855355 CHRIS Help Desk 800 231 5747 61 me aS Contact Log Summary The Contact Log Summary section provides a list of all of the Contact Log events for the child s record This summary includes the Contact Date Contact To Action Needed Contact Reason and Display fields Each of the column headings are buttons that can be clicked on to sort the Cont
80. the main menu A Find screen is available for the Demographic and Tracking screens as well as all event detail screens Demographic and Tracking Find Screen The default find screen in CHRIS is the Demographic and Tracking Find screen see Figures 42 and 43 If a child s record has not been selected in the Child Record Locator screen or if a user 1s in the Demographic or Tracking screen selecting the FIND option from the main menu will open this Find screen The button located at the top right corner of the Demographic and Tracking Find screen can be used to move back and forth between the Demographic and Tracking fields Search criteria can be entered for multiple fields to create a more specific find Click the TRACK button or the DEMO button located in the light blue title bar at the top of the screen to scroll back and forth between the Demographic and Tracking fields Child Demographic Find Screen Locator Demo Track Find List Add SC Ctc Log Reports Print Record Help Exit oR GE 7 IA m p Transfer 17 KAN Child Demographic Information FIND SCREEN Track 3 9 2015 Child Demographic Information FIND SCREEN 17 55 22 Dbnum 8 Child ID 9 Age 8 Record Creator Q Last Name Suffix First Name MiddieName Relation Birth Date Sex OldRace a a jA ja a J G G Alternate Surname Nickname Birth State Countrv Birth Countv Home School Zone ja l ja Q a Q Residence County Service

User Manual - CHRIS - University of Miami

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