ELECTRONIC EDUCATIONAL EXIT PLAN A JJIS User Guide
Table of Contents Purpose... 3 Roles and Responsibilities... 3 DJJ Program Educational Representative Responsibilities... 3 School District DJJ Transition Contact Responsibilities... 3 Administrator Responsibilities... 3 Accessing the EEEP:... 4 DJJ Program Educational Representative... 5 Transition Plan - Section A... 5 Program Information... 7 Certification... 8 Testing Information... 9 Contacts... 10 Receiving School District Input - Section B:... 12 Section A Review... 12 Receiving School District Educational Placement Options... 15 Share with DJJ Community Reentry Team... 17 DJJ Program Completion - Section C... 17 Review and Finalize Sections A and B... 19 DJJ Program Completion Tab... 20 Youth release tab... 22 Contacts... 23 Administrator Activities... 24 User maintenance... 25 Assign user role... 25 Update user status... 28 Administratively close plans... 29 Reports... 31 Youth Exit Plan Report... 31 Transition Reports... 32 Transition Summary Status Report... 33 Completed Transition Summary Report... 34 Plans Closed by Administrator Report... 36 Educational Representatives Report... 37 Electronic Educational Exit Plan Page 1 of 43
Transition Contact Users Report... 38 Admin Reports... 39 Active Users... 39 Inactive Users... 40 Read Only... 40 All... 40 Automated Emails... 41 Section A... 41 Section B... 42 Section C... 43 Administrator... 43 Electronic Educational Exit Plan Page 2 of 43
Purpose The Electronic Educational Exit Plan (EEEP) is designed to facilitate effective planning for each student transitioning from a residential commitment program to area school districts. Roles and Responsibilities DJJ Program Educational Representative Responsibilities Initiates the Transition Plan at 60-90 Day Transition Meeting Completes Section A (4 tabs) including verifying and correcting errors in prepopulated information within 5 working days after Transition meeting Submit plan plan is automatically emailed to JPO and Receiving School District DJJ Transition Contact Review/Finalize Section A after completion of Section B by school district transition contact Review Section B and Complete Section C (3 tabs) within 5 working days after the 14-day Exit meeting Send Educational Records to Receiving School District DJJ Transition Contact three to five days prior to student exit from the program. School District DJJ Transition Contact Responsibilities Review Section A Complete Section B within 15 School Days after email notification Submit plan is automatically emailed to DJJ Program Educational Representative and JPO Share with DJJ Community Reentry Team Administrator Responsibilities User maintenance Assign user role Update user status Administratively close plans Review plans as needed Train new users and provide technical assistance Electronic Educational Exit Plan Page 3 of 43
Accessing the EEEP: Log in to JJIS Web using the icon on your desktop or in VPN. For specific instructions on how to do this, refer to the user guide on JJIS Basic Navigation. Select Electronic Educational Exit Plan in the System field. The application will open to the home screen. The home screen shows plans for which you have responsibility, and has links to Reports, Home and Exit. Plans for which you have responsibility are shown in 4 sections, depending on their status. Pending Section A, for plans that have been started, but not yet marked complete for Section A by the Educational Representative, Pending Section B, for plans that have been completed in Section A, but have not yet had Section B completed by the Transition Contact, Electronic Educational Exit Plan Page 4 of 43
Pending Section C, for plans that have had Sections A and B completed and are pending completion of Section C by the Educational Representative, and Completed Section C, for those plans that have been fully completed and the youth released from the residential program. It s important to note that there is a limit on how many transition plans appear on the screen in each section. Your screen will only hold 20 names in each section. If the desired youth isn t shown on the screen, you must search using the DJJ ID and Last Name to display the youth s plan. Youth Information The RED FLAG ( ) means an EDIT has been made on youth s information. The Transition Plan (Section A), Receiving School District Input (Section B), and Exit Plan (Section C) columns serve as a record of what stage the plan is in at each point. This is very helpful when plan is printed. For existing plans, you can click Report to view or print the current plan or Delete for a plan entered in error. DJJ Program Educational Representative Transition Plan - Section A DJJ Program Educational Representatives complete 4 tabs in Section A: Program Information, Certification, Testing Information and Contacts. You will review and complete each tab, saving information entered by clicking Save after each section. Many of the fields are prepopulated from JJIS. Prepopulated information includes the Student s Full Name, DJJID, Date of Birth, Home Address, Name of DJJ Program, Electronic Educational Exit Plan Page 5 of 43
Student Entry Date, Projected Release Date, School District DJJ Transition Contact, Name of Receiving School District and JPO list. Prepopulated information can be edited as needed on the plan. To have this information corrected in JJIS, contact the youth s JPO and/or case manager. The DJJ Program Educational Representative should confirm the projected release date at the transition meeting and correct the date if it is incorrect on the EEEP. Data must be entered in all fields with a red asterisk (*). The plan will not allow you to proceed unless you complete these sections. You must start a new plan by entering the youth s DJJ ID and last name and then clicking the Search button. Youth Information Click New to start a new plan. If youth has previous plans Click Create New Plan Electronic Educational Exit Plan Page 6 of 43
Program Information The new plan will open to the first tab, Program Information. Student ID is the student s Department of Education ID number, not district number Critical Alerts include Sex Offender (SO) or Department of Children and Families (DCF)/Foster Care. If you do not know, ask the case manager for clarity before completing the plan. Please do not fill this in unless you have verified this information. Projected Release Date should be verified to ensure accuracy. High School Cumulative Credits Earned should include all credits from every school the student has attended. Note: this field will only accommodate a value from 1 99. Electronic Educational Exit Plan Page 7 of 43
Section 504 plan and Limited English Proficiency Plan must be completed. Read all options for schedule type to ensure you select the appropriate box (this is critical for the next district). If an ESE student, be sure to include all exceptionalities Click the Save button at the bottom of screen and then click the Certification tab. Certification Note information in red below Save button Enter the Diploma type the youth is currently working toward, or has earned if applicable. The Performance-Based Exit Option was formerly called the GED Exit Option. If the student has been referred to Vocational Rehabilitation, a drop down box will appear for more information to be entered. Enter the contact name and phone number for your local vocational rehabilitation person (the person to whom the youth has been referred). Click the Save button and then click the Testing Information tab. Electronic Educational Exit Plan Page 8 of 43
Testing Information Electronic Educational Exit Plan Page 9 of 43
When entering the GED Test Results, if student has not passed the GED overall, you are asked to select the tests that have been passed. Enter any other assessments the youth may have taken. Enter the recommended school placement for this youth. Recommended school placement is critical for the receiving school district. They need to know your professional opinion, as you have had this youth in your school for a while. If you are recommending Adult education, you should select GED or Credit Based Diploma. If Career/Technical training is recommended, enter the youth s preferred career or program of study. If youth will be seeking employment, enter the desired type of employment. Click the Save button, then click the Contacts tab. Contacts Select the school district to which the youth will be returning. Once the school district is selected, contact information for the School District DJJ Transition Contact will display. This is the person who will assist the student with enrolling in school in their home county. Electronic Educational Exit Plan Page 10 of 43
The JPO is also pre-populated. You must check the box to save. If there is more than 1 name in this field, check the box for the youth s current JPO. Click the Save button. If all information has been entered and Section A is complete, click the Complete/Email button. This sends an email to the youth s JPO and the DJJ Transition Contact for the receiving school district. If additional changes are made to Section A, click the Save button and not the Complete/Email button. Edits will appear on the report the School District DJJ Transition Contact reviews. Youth Information The youth s transition plan has been moved to Pending Section B, and can be edited, or viewed in its current status. Once the DJJ Transition Contact has completed Section B, you will receive an email to let you know that the plan is ready to be reviewed and finalized. Reviewing and finalizing the youth s transition plan occurs in Section C. Electronic Educational Exit Plan Page 11 of 43
Receiving School District Input - Section B: After the DJJ Program Educational Representative initiates the transition plan and completes Section A, the School District DJJ Transition Contact must review Section A and then complete Section B. Section B must be completed within 15 school days after email notification is made. Click Edit on transition plan for which you wish to complete Section B. If the youth s name does not appear in the list, use the DJJ ID number and last name to search for the youth. This was included in the email notification. Youth Information Section A Review Review information entered on each tab in Section A by the DJJ Program Educational Representative. Electronic Educational Exit Plan Page 12 of 43
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Check the Receiving School District Input Box (Section A, Contacts Tab). If youth will not be returning to your school district, select the correct district from the dropdown list and then click the Save button. Click the Complete/Email button to send an email to the JPO and School District DJJ Transition Contact for the newly selected county. If school district selected by the Education Representative is correct, click the link for Section B. Receiving School District Educational Placement Options The Receiving School District and the name of the School District DJJ Transition Contact are prepopulated based on selection from Section A. Electronic Educational Exit Plan Page 15 of 43
If DJJ School District Transition Contact receives a student s plan and he/she moves counties, please change name of receiving school district to assign a new transition contact. The re-entry placement options recorded in section B are options, not set in stone, but very important. You should enter all options available to the individual youth. Select Yes or No to indicate if youth must attend a meeting prior to registering for school. Enter comments to indicate district requirements. If youth must attend a meeting, and date, time and location are known, enter that information. Click the Save button and then click the Complete/Email button. This sends an email to the youth s JPO and the DJJ Program Educational Representative. The youth s transition plan moves to Pending Section C for completion by the DJJ Program Educational Representative. Electronic Educational Exit Plan Page 16 of 43
Youth Information Share with DJJ Community Reentry Team 1003.52 (F.S) requires a representative from the school district where a student plans to return to participate in local DJJ reentry team meetings, also known as Community Reentry Team Meetings (CRTs). School districts may not maintain a standardized policy for all students returning from a juvenile justice program but place students based on their needs and their performance in the juvenile justice education program, including any virtual options. The school options should be discussed with all CRT members and reentry school information should be provided at the CRT meeting DJJ Program Completion - Section C DJJ Program Educational Representative will review and finalize Section A, review Section B and complete Section C within 5 working days after the 14-day educational exit plan meeting. Click Edit on transition plan for which you wish to complete Section C. Electronic Educational Exit Plan Page 17 of 43
Youth Information Electronic Educational Exit Plan Page 18 of 43
Review and Finalize Sections A and B Review each tab in Section A, adding or editing information as needed, making sure to click the Save button at the bottom of each page with added or edited information. Electronic Educational Exit Plan Page 19 of 43
Review Section B then click the link for Section C. DJJ Program Completion Tab Indicate if youth was successful in completing the program. Ask the youth s case manager if you are unsure if the student is successfully or unsuccessfully completing the program. If youth is unsuccessfully completing the program, comments are required to be entered. If the youth is successfully completing the program, comments may be entered, but are not required. Electronic Educational Exit Plan Page 20 of 43
Program behavior and school behavior are separate fields intentionally. The receiving district needs to know information about the youth s behavior in the program as well as his behavior in school. If the youth has been involved in physical altercations or had his time in the program extended due to behavior, enter the details in the text boxes provided. Click the Save button and then click the Youth Release tab. Electronic Educational Exit Plan Page 21 of 43
Youth release tab On the Youth Release tab, you will enter address and contact information for the youth after release from the program. If the address is the same as the home address, you will click Yes, otherwise, click No and enter the new address in the box provided. Select the contact s relationship to the youth from the dropdown list, and then enter the contact name and phone number in the fields provided. Click the Save button and then click the Contacts tab. Electronic Educational Exit Plan Page 22 of 43
Contacts The Contacts tab documents the program staff that sends the youth s educational records to the DJJ School District Transition Contact in the receiving school district. These records must be sent 3 to 5 days before the youth exits from the program. Enter the name, phone number and email address. Indicate whether records were sent by Fax or by Email, and enter the date they will be sent. This date should be 3-5 days prior to youth s release from program. Comments can be entered in the Additional Comments field. The Justification Section is used by an Administrator to enter the justification for administratively closing a plan, and will not be shown on your plan. Click the Save button and then click the Complete/Email button. A dialog box will open. Electronic Educational Exit Plan Page 23 of 43
Click OK to complete/close the exit plan. This sends an email to the DJJ School District Transition Contact and the youth s JPO. The youth s transition plan moves to Completed Section C. The exit plan is complete and can no longer be edited except by an Administrator. Note the various Pending & Completed sections. Youth Information Administrator Activities The Administrator s role in the Electronic Educational Exit Plan is to oversee the system, providing guidance as needed. Specific tasks performed by the Administrator are user maintenance and closure of exit plans that cannot be completed. Electronic Educational Exit Plan Page 24 of 43
User maintenance User maintenance takes the form of assigning the user role in the EEEP User Administration module, and updating user status when staff no longer require access to the EEEP or their level of access changes. Select User Administration from the options available. The screen will open to display all active users in alphabetical order, in pages. Page navigation is shown at bottom of screen. Hovering over the black triangle displays information on when the account was created, and when any modifications were made, as well as the staff responsible. Additional tabs are Inactive Users and Read Only Users. All new users are initially designated as Read Only, and must have their role assigned by an administrator. Assign user role To assign a user role, search for the user by last name, or by district. Searching by last name will display all staff with that name, or whose name contains the search criteria. For example, searching for Staff will display all staff whose last name is Staff, and would also display Stafford or Flagstaff. Electronic Educational Exit Plan Page 25 of 43
Select the Read Only tab, and find the staff for which you need to assign a role and status. Electronic Educational Exit Plan Page 26 of 43
Select the user s role. Options available to you are Administrator, Educational Representative or Transitional Contact. Then select user s status. Options available are Active, Inactive or Read Only. After Role and Status have been selected, click the Update link to update the user. The page will refresh, and the user will be moved to the Active Users page. Electronic Educational Exit Plan Page 27 of 43
Update user status When users no longer need access to the EEEP, or when their level of access must be changed, the administrator will update the user s status. Select User Administration and search for the user by last name. Check each tab for the user for whom you need to update. Make the required changes and then click the Update link. You will receive a message to indicate the update was successful, and the staff will move to the appropriate page. Electronic Educational Exit Plan Page 28 of 43
Performing another search will verify the success. Administratively close plans When a youth s exit plan cannot or should not be completed, an administrator is able to mark it closed/incomplete. Select the youth from the plans listed on the home screen, or search for the youth by DJJ ID and last name. Click Edit to close the exit plan. Youth Information Click the link for Section C. Electronic Educational Exit Plan Page 29 of 43
Select the Contacts tab, and enter a justification for the closure in the Justification field. Click the Save button and then click on the Close (But Incomplete)/Email button. Answer OK to the dialog box confirming you want to close the exit plan. The plan will be closed and marked as incomplete and will be displayed in the Closed (Incomplete) section of the listing of exit plan. Electronic Educational Exit Plan Page 30 of 43
Youth Information An email will be sent to the DJJ Program Educational Representative and School District DJJ Transition Contact to inform them of the closure. Reports Various reports are available in the EEEP module. Your access to the type of report is dependent on your role within EEEP. All reports are generated in PDF format, using a dialog box to open or save. Youth Exit Plan Report Each youth s exit plan report can be accessed in one of two ways. The first way is from the home screen. Youth Information Click on the Report link on the youth s row to open the exit plan. Electronic Educational Exit Plan Page 31 of 43
The second way is when editing the youth s exit plan. Click the report icon in the upper right of the screen to open the exit plan. Plans that have not been completed are identified by Draft in the upper right corner. Transition Reports Transition reports are available to all users and are accessed by clicking on the Report icon on the upper right of the home screen. Electronic Educational Exit Plan Page 32 of 43
Transition Summary Status Report Select the Transition Summary Status Report from the dropdown. Enter a Begin and End Date, and then select Search Criteria of DJJ ID and Student s Last Name, Region or Statewide. If searching by Region, select the desired region from the Region dropdown. Once the Region has been selected, you can select a specific school district within the region, or create the report for all districts. Once all search criteria has been entered, click the Generate button to create the report. Electronic Educational Exit Plan Page 33 of 43
Completed Transition Summary Report Select the Completed Transition Summary Report from the dropdown. Enter a Begin and End Date, and then select Search Criteria of DJJ ID and Student s Last Name, Region or Statewide. If searching by Region, select the desired region from the Region dropdown. Once the Region has been selected, you can select a specific school district within the region, or create the report for all districts. Electronic Educational Exit Plan Page 34 of 43
Once all search criteria has been entered, click the Generate button to create the report. Electronic Educational Exit Plan Page 35 of 43
Plans Closed by Administrator Report Select the Plans Closed by Administrator Report from the dropdown. Enter a Begin and End Date, and then select Search Criteria of DJJ ID and Student s Last Name, Region or Statewide. If searching by Region, select the desired region from the Region dropdown. Once the Region has been selected, you can select a specific school district within the region, or create the report for all districts. Once all search criteria has been entered, click Generate to create the report. Electronic Educational Exit Plan Page 36 of 43
Educational Representatives Report Select the Educational Representatives Users Report from the dropdown. No additional criteria are available for this report. Click the Generate button to create the report. Electronic Educational Exit Plan Page 37 of 43
Transition Contact Users Report Select the Transition Contact Users Report from the dropdown. No additional criteria are available for this report. Click the Generate button to create the report. Electronic Educational Exit Plan Page 38 of 43
Admin Reports The admin reports module is available only to those users with the role of Administrator. Click on the Report icon in the upper right of the home screen. There are four admin reports available to users with administrator permissions. Select the radio button for the report desired, and then click the Generate button. Active Users Active users are listed in alphabetical order. These users are able to create, edit and view plans in the EEEP module. Electronic Educational Exit Plan Page 39 of 43
Inactive Users Inactive users are listed in alphabetical order. These are users who no longer have access to the EEEP module. Read Only Read Only users are listed in alphabetical order. These users are able to view items in the EEEP module, but have no edit or create capabilities. All This report lists all users in the EEEP module. They are listed alphabetically in groups, according to their access capability. Electronic Educational Exit Plan Page 40 of 43
Automated Emails The system sends out automated emails as tasks are completed. These emails are encrypted, as they contain youth names and are confidential. Section A When Section A is completed by the DJJ Program Educational Representative, an email notification is sent to the School District DJJ Contact and youth s JPO asking them to review the plan and complete Section B. Sample Section A email from DJJ Program Educational Representative to School District DJJ Contact: From: DJJ Mail [mailto:noreply@noreply.com] Sent: Friday, June 20, 2014 1:49 PM To: Staff, School District; JPO Subject: Confidential: Orange, Julie s DJJ Educational Exit Plan has been initiated in JJIS and requires your input within 15 days The educational representative at Frances Walker Halfway House completed Section A of Julie Orange s (DJJID: 1063193) educational exit plan. Please login to JJIS (http://jjisweb/) review this plan and complete Section B within 15 school days. This information will be used at the student s community reentry team meeting to notify all stakeholders of your school district s plan for the student s next educational placement. Please attend this meeting (in person or via conference call) to answer any educational placement questions the program, student, family, or juvenile probation officer (JPO) may have. If you are unable to attend or have questions about when this meeting is occurring, please contact the JPO identified in Section A of the plan. Thank you for helping to ensure a smooth transition for every student transitioning from a DJJ commitment program Electronic Educational Exit Plan Page 41 of 43
Section B When Section B is completed by the School District DJJ Contact, an email notification is sent to the DJJ Program Educational Representative and youth s JPO asking them to review and finalize the plan. Sample Section B email from School District DJJ Contact to DJJ Program Educational Representative: From: DJJ Mail [mailto:noreply@noreply.com] Sent: Friday, June 20, 2014 1:49 PM To: Staff, Program; JPO Subject: Confidential: Orange, Julie s DJJ Educational Exit Plan has been updated in JJIS and requires your completion within 5 working days of the 14 day Educational Exit Plan meeting. The school district transition contact responsible for Julie Orange s (DJJID: 1063193) educational transition back to Miami-Dade school district completed Section B of the educational exit plan. Please login to JJIS (http://jjisweb/) and review and finalize the plan. Thank you for helping to ensure a smooth transition for every student transitioning from a DJJ commitment program Electronic Educational Exit Plan Page 42 of 43
Section C When Section C is completed by the DJJ Program Educational Representative, an email notification is sent to the School District DJJ Contact and youth s JPO asking them to review the final plan. Sample Section C email from DJJ Program Educational Representative to School District DJJ Transition Contact: From: DJJ Mail [mailto:noreply@noreply.com] Sent: Friday, June 20, 2014 1:49 PM To: Staff, School District; JPO Subject: Confidential: Orange, Julie s DJJ Educational Exit Plan has been finalized The educational representative at Frances Walker Halfway House completed Section C of Julie Orange s (DJJID: 1063193) educational exit plan. Please login to JJIS (http://jjisweb) and review the final plan as this student will be returning to your school district in the near future. We appreciate your assistance in ensuring a smooth reentry. Administrator When a plan has been closed and marked as incomplete by an Administrator, an email notification is sent to the School District DJJ Contact and DJJ Educational Program Representative Sample email from DJJ Education Office Administrator to DJJ Program Educational Representative and School District DJJ Transition Contact From: DJJ Mail [mailto:noreply@noreply.com] Sent: Friday, June 20, 2014 11:41 AM To: Staff, Program; Staff, School District Subject: Confidential: Orange, Julie s educational exit plan has been closed (incomplete) by the DJJ Education Office Administrator. Orange, Julie s educational exit transition plan has been closed (incomplete) by the DJJ Education Office Administrator. If you believe this student s plan should remain active please contact the Education Office at 850 717-2715. Thank you for helping to ensure a smooth transition for every student transitioning from a DJJ commitment program. DJJ Office of Education Electronic Educational Exit Plan Page 43 of 43