cTools Client Validation Guide. For each program a student is a participant in, you can review information about the student, the program assignment, and the application forms. In addition, you can add and edit additional information about the student's participation in that program session.
The programs for each predefined program category includes additional fields related to the student's participation in the program. To track additional information, you can also add cTools fields to these pages. For more information about using cTools, see cTools Client Validation Guide.
Use the Program Details page to review program information and, depending on the program category, enter or edit additional information about the student's participation in the program.
You can do this if your role is District Administrator.[DA]You can do this if your role is School Administrator.[SA]
| 1 | Open a student record. |
| 2 | In the control bar, click Program Profile. The Program Profile page appears. |
| 3 | Under Programs, select the program you want to view. |
| 4 | From the Actions menu, click Edit Program Details. The Edit Program Details page opens. |
| 5 | On the Program Details page under Program Information, enter the information, as required: |
| = | Forms information [>>] |
| = | Academic Enhancement Program Details [>>] |
| = | After School Academic Program Details [>>] |
| = | After School Athletics Program Details [>>] |
| = | Early Childhood Education Program Details [>>] |
| = | English Language Learners Program Details [>>] |
| = | Free & Reduced Meals Program Details [>>] |
| = | Gifted and Talented Program Details [>>] |
| = | Home / Hospital Program Details [>>] |
| = | Homeless Program Details [>>] |
| = | Migrant Status Program Details [>>] |
| = | Out of District Placement Program Details [>>] |
| = | Special Services Program Details [>>] |
| = | Transportation Program Details [>>] |
| 6 | Click OK. |
Note:Forms only show if they are required by the program.
Update the information directly on the page, which includes:
| = | Form Name: The application, document, referral, or other form identified as being required for application to the program. |
| = | Received Date: The month, day, and year that the form was submitted to the office. |
| = | Received By: The name of the staff member who accepted the form. |
| = | Verified Date: The month, day, and year the form was verified by a staff member. |
| = | Verified By: The name of the staff member who verified the responses on the form, or who accepted the referral or preference. |
Students who show a high level of comprehension and skill and meet the individual eligibility criteria can be placed in Academic Enhancement programs for advanced learning. These programs help gifted and talented students excel in specific academic areas.
If a student is assigned to a program for the Academic Enhancement program category, you can enter additional information about the students participation in the program.
On the Program Details page under Program Information, enter the information, which includes:
| = | Participation reason: The reason for placing the student in the program. |
| = | Anticipated future program: The Academic Enhancement or Gifted Program the student is expected to be placed in next year. |
Students can participate in after school academics programs, such as art or technical programs, or tutoring programs.
If a student is assigned to a program for the After School Academic program category, you can enter additional information about their participation in the program and the activities they are involved in through the program. Activity records are used to track the type of work or main areas of study the student will be focusing on in this program.
| 1 | Under Program Participation, update the information, which includes: |
| = | Participation reason: The reason for placing the student in the program. |
| = | Condition: Other special conditions or groups the student participates in and which have an effect on this program. |
| 2 | Under Activities, to edit an activity, update the fields directly in the row or select the row you want to update and click Edit. |
| = | To delete an activity, select the row and click Delete. Click OK in the confirmation dialog and skip the remaining step. |
| 3 | Enter or edit the activity information, which includes: |
| = | Activity: The type of work or main areas of study on which the student will be focusing when in this program. |
| = | Instructional Min/Week: The number of minutes each school week that a student is served or receives specific activity instruction in the program. |
Note: To add additional Activity records, click Add Rows.
Students who meet eligibility requirements, including minimum GPA, sports physical, and parental approval, can participate in after-school sports activities, such as cheerleading, football, or tennis. For some students, ISP requirements, such as tutoring or an additional term paper, are required.
If a student is assigned to a program for the After School Athletics program category, you can enter additional information about their involvement in the program.
On the Program Details page under Program Information, enter the information, which includes:
| = | Comp semesters to date: The total number semesters the student has completed in the school to date. |
| = | Level of play:The level of play, or year, for the sport in which the student will play. |
| = | Study Requirements: From the Available list, select any tasks or additional work the student must complete to participate in the sport and move these items to the Selected list. |
Children as young as three years old can be enrolled in early childhood education programs, which focus on basic skills, such as color recognition, number recognition, and basic language skills. Children are often given Child Assessment Profile (CAP) screenings to assess their placement and needs.
If a student is assigned to a program for the Early Childhood Education program category, you can enter additional information about their involvement in the program. You can also enter additional language, ECE, and family information.
Family Member records are used to track key members of the family and the roles they play in the student's education.
On the Program Details page, enter the information, which includes:
| 1 | Under Languages , the information is edited on the student Demographics > Federal Info tab if needed [>>]. |
| = | Home language: The language or dialect routinely spoken in the student's home. This language or dialect might not be the student's native language. |
| = | Dominant language: The language the student best understands and is most comfortable with. |
| 2 | Under ECE Setting, enter or edit the information, which includes: |
| = | Length of day: The amount of the school day during which the student receives program services. |
| = | Focus: Indicate whether the services provided to the student address specific developmental areas. |
| = | Language approach: The language used by teachers and assistants during instruction. |
| = | Components: From the Available list, select the care that will be provided during the program and move these items to the Selected list. |
| = | Family Day Care: From the Available list, select the type of after-school care the student receives and move these items to the Selected list. |
| 3 | Under Family Information, click Add Family Information to add family information. |
| = | To edit family information - Update the fields directly on the page or select the family record you want to update and click Edit. |
| = | To delete family information - Select the family record you want to delete and click Delete. Click OK and skip remaining steps. |
| 4 | Enter or edit the family information, which includes. |
| = | Role : The position of an adult family member whose education and position is to be tracked for the student. |
| = | Lives With: Indicate whether the student lives with the parent or guardian listed in Role. |
| = | Highest Educational Level: The highest level of education completed by the parent or guardian listed in Role. |
| = | Participation Level: The amount of involvement the parent or guardian listed in Role has with the student in an educational setting. |
| 5 | Under Household Information, review the information. Note: These fields are edited on the student Background Data page [>>]. |
| = | Household Annual Income: The total amount of money a student's family earns in a single calendar year. |
| = | Household Size: The number of adults and children in a student's family who are living in the same house. |
| = | Child of Another Student: Indicates whether the student is the child of a student already enrolled in the district. |
Students whose English-language skills have been assessed and who required enhanced English instruction based on testing can be enrolled in an English Language Learners program. This includes students whose first language is not English. These programs focus on increasing the student's level of proficiency so they are not hindered in the classroom.
If a student is assigned to a program for the English Language Learners program category, you can enter additional information about their program participation including language, ELL, and family information.
On the Program Details page, enter the information, as required:
| 1 | Under Languages , the information is edited on the student Demographics > Federal Info tab if needed [>>]: |
| = | Home language: The language or dialect routinely spoken in the student's home. This language or dialect might not be the student's native language. |
| = | Dominant language: The language the student best understands and is most comfortable with. A student may be dominant in one language in one situation, but dominant in another language in another situation. |
| = | Native language: The language or dialect first leaned by the student or first used by the parent/guardian with the student. Also referred to as primary language. |
| = | Other language: Any other language, other than the dominant language, in which the student is proficient. |
| = | Language at home not Eng: Indicates whether the languages spoken in the student's home is not English. This is the first question in the Home Language Survey. This value is used to identify students who might require services in an English Language Learners program. |
| = | Speaks language other than En: Indicates whether the student speaks a language other than English. This is the second question in the Home Language Survey. This value is used to identify students who might require services in an English Language Learners program. |
| 2 | Under ELL Setting, enter or edit the information, which includes: |
| = | Program year: The amount of time a student has been in an ELL program. The amount of time does not necessarily equate to school years that the student has been in ELL as it is dependent on entry dates, service breaks, exit dates, test scores, and grade levels. |
| = | Grade level at 1st entry: The student's grade level when they first entered into an ELL program in any district. |
| = | Initial Eng proficiency: The student's aptitude or ability level for English comprehension and academic performance based on specific state- or district-required screening instruments, along with teacher observations and performance data. |
| = | Reassess Eng proficiency: The student's aptitude or ability level for English comprehension and academic performance - after a pre‑defined time period of ELL instruction - and based on specific state- or district-required screening instruments, along with teacher observations and performance data. |
| = | Native lang proficiency: The aptitude level for the student's native language comprehension and academic performance based on specific state- or district-required screening instruments, along with teacher observations and performance data. |
| = | Instructional group: The instructional subgroup in which the student will be placed for ELL/ESL services. |
| = | Lgth of last srvc break: The amount of time, in months, that a student has not been assigned to an ELL program in any district. The amount of time does not include standard intersession and summer breaks. |
| = | Optional support: From the Available list, select any services the student receives as part of the ELL program and move these items to the Selected list. |
| 3 | Under Parent/Guardian Status, enter the information, which includes: |
| = | Notification sent: The month, day, and year that a letter was sent to the student's parent or guardian regarding the student's ELL status and potential for ELL services. |
| = | Approval status: Indicate whether the parent/guardian has approved the ELL services for the student |
| = | Approval date: The month, day, and year the parent/guardian formally approved ELL services for the student. |
Economically or socially challenged students can be provided access to free or reduced meal (FRM) programs. Depending on the student's situation, this program can include not only lunch, but other meals as well.
If a student is assigned to a program for the Free & Reduced Meals program category, you can enter additional information about their program participation including household information.
| 1 | On the Program Details page under Meal Specifics, enter the information, which includes: |
| = | Duration : The length of time the student remains eligible for FRM (Free & Reduced Meals). |
| = | Temporary period: If a student's application is temporary, the length of time the student may receive the free or reduced price meal until a final determination of eligibility is made. |
| = | Certification type: How the student is certifying for free and reduced meals. |
| = | Status change: The type of change in a student's meal eligibility based on the contents of an application and current requirements of the program. |
| = | Other Benefits: From the Available list, select any other national school lunch program benefits the student is receiving and move these items to the Selected list. |
| 2 | Under Household Information, view or enter the information, which includes. Note: These fields are edited on the student Background Data page [>>]. |
| = | Household annual income: The total amount of money a student's family earns in a single calendar year. |
| = | Household size: The number of adults and children in a student's family living in the same house. |
| = | USDA income guidelines: Displays whether the household size qualifies student for free or reduced meals. The options are: |
| = | Meets Federal Income for free meals |
| = | Meets Federal Income for reduced meals |
| = | Food stamp case number: The identification number given to a family when they are eligible to receive food stamps. |
| = | TANF Number: The Temporary Assistance to Needy Families identification number given to a family when they are homeless. |
| = | FSDIR Number: The Food Distribution Program on Indian Reservations identification number given to a family when they are identified as native peoples living on an official reservation. |
| = | Other case number: The identification number given to a family for other purposes that may have a Free & Reduced Meals connection, such as a Medicare number. |
| = | Student is a foster child: The student's foster status. |
| 3 | Under Household Information, view or enter the information, which includes: |
| = | Parent/guardian signature on file: Indicate whether specific parent/guardian information was received as part of the student's FRM application. This field does not apply when the student is directly certified. |
| = | SSN info on file: Indicate whether the SSN number information was completed and verified. This field does not apply when the student is directly certified. |
| = | Social svrcs letter on file: When the student is a foster child, indicate whether the district received and is maintaining a letter from the state's social services agency (such as Department of Human Services) This field does not apply when the student is directly certified. |
| = | Foster personal income: When the student is a foster child, enter the amount of the student's personal use income. |
Students who show a high level of comprehension and skill and meet the individual eligibility criteria can be placed in Gifted and Talented programs for advanced learning. These programs help gifted and talented students excel in specific academic areas.
If a student is assigned to a program for the Gifted and Talented program category, you can enter additional information about their program participation.
On the Program Details page under Program Participation, update the information, which includes:
| = | Participation reason: The reason for placing the student in the program. |
| = | Anticipated future program: The programs the student is expected to be placed in next year. |
Students who, for physical or other reasons, are unable to attend school for a period of time, can be assigned to a Home/Hospital program.
If a student is assigned to a program for the Home/Hospital program category, you can enter additional information about their program participation including instructional information. Instructional information records are used to track who will be providing instruction to the student, as well as other information about how instruction is provided.
| 1 | On the Program Details page under Episode Information, enter the information, which includes: |
| = | Authorizing physician: The name of the physician making the referral or recommendation. |
| = | Expected start date: The approximate date when the instructional services to the student is expected to start. |
| = | Expected end date: The month, day, and year that a physician states the student no longer requires the hospitalization or homebound referral. |
| = | Recovery location: Where the student will be rehabilitated. The location can be home, hospital, rehab, center, and so on. |
| = | Medical diagnosis: From the Available list, select the illness or conditions the physician states as the reason the student is homebound or in the hospital and move these items to the Selected list. |
| 2 | Under Instructional Information, to add an instructional record, click Add . |
| = | To edit an instructional record - Update the fields directly on the page or select the record you want to update and click Edit. |
| = | To delete an instructional record - Select the record you want to delete and click Delete. Click OK and skip the following step. |
| 3 | Enter or edit the instructional information, which includes: |
| = | Instructor/Provider: Select the teacher, staff member, or non-staff member who will be providing instruction/service to the student during the rehabilitation. Instructors available for this program are defined at the district. Note: The number of students an instructor/provider can work with in a Home/Hospital program is based on a district preference. |
| = | Service Type: The type of service the provider will perform. |
| = | Alternate Teaching Location: Select the place where the student will receive the service, if not the same as the Recovery Location. The location can be home, hospital, rehab, center, and so on. |
| = | Approved Service Min/Week: If the service type is related service, enter the number of service minutes planned for the student each week. |
| = | Approved Instruc Hours/Week: If the service type is academic instruction, enter the number of instructional hours planned for the student each week. |
| = | First Day Taught: The month, day, and year that the provider started instructing the student for the specified episode. |
| = | Last Day Taught: The month, day, and year that the provider stopped instructing the student for the specified episode. |
| = | Total Service Minutes Provided: If the service type is related service, enter the number of service minutes that are actually provided for the student during the entire home/hospitalization period for each instructor/provider. |
| = | Total Instruc Hours Provided: If the service type is academic instruction, enter the number of instructional hours that are actually provided for the student during the entire home/hospitalization period for each instructor/provider. |
Students who are homeless can be given additional learning and support opportunities to help them keep up with their studies.
If a student is assigned to a program for the Homeless program category, you can enter additional information about their program participation including dwelling information. Dwelling information records are used to track where the student is currently living.
| 1 | On the Program Details page under Status Information, view or edit the information, which includes: |
| = | Lacks nighttime residence: Displays whether the student lacks a fixed, regular, and adequate nighttime residence and has a primary residence that is a shelter of some type; an institution that provides temporary residence; or some other place not designed for regular sleeping accommodations for human beings. Note: This field is edited on the student Background Data page [>>]. |
| = | Minor/adult status: The student's status in relation to legal adulthood as specified by state law. Note: This field is edited on the student Background Data page [>>]. |
| = | School of origin: The name of the school the student attended when permanently housed or the school in which the student was last enrolled. Note: The school does not have to be a school in the district. |
| = | Transfer date from school: The month, day, and year the student first transferred out of the school of origin. |
| 2 | Under Dwelling Information, to add dwelling information, click Add. |
| = | To edit dwelling information - Update the fields directly on the page or select the record you want to edit and click Edit. |
| = | To delete a dwelling information record - Select the record you want to delete and click Delete. Click OK and skip the next step. |
| 3 | Enter or edit the dwelling information, which includes: |
| = | Initial date of residence: The month, day, and year that the student/family officially retained residency at the current location. |
| = | Dwelling Type: Select the category or type of residence where a student resides. |
| = | Resides with: The role or type of individual the student resides with, if any. |
| = | Contact name: The name of the individual who might be able to reach the student at the dwelling or who manages the dwelling. |
| = | Contact phone: The phone number of the contact or residence listed above. |
| = | Closest known address: The street address, city, state, and zip code of the dwelling. If address not available, enter directions to the dwelling. |
| = | Date ended residence: The month, day, and year the student is known to no longer reside at the dwelling. |
| 4 | Under Services, from the Available list, select the activities or other programs the student is to receive as part of the program and move these items to the Selected list. |
Students who qualify for migrant programs can be given additional learning and support opportunities to help them keep up with their studies.
If a student is assigned to a program for the Migrant Status program category, you can enter additional information about the student's participation in the program.
| 1 | On the Program Details page under Qualifying Information, view or edit the information, which includes: |
| = | Migrant status: Indicates whether the student, or parent/guardian of a minor, maintains primary employment in one or more agricultural or fishing industries on a seasonal or temporary basis. Note: This field is edited on the student Demographics > Federal Info tab [>>]. |
| = | Migrant classification subgroup : The status of a migrant student as specified by migratory pattern and industry by which the student/family is influenced. |
| = | Current residency status: The month, day, and year that a family unit or student establishes residency within the school district within the state. |
| = | Current qualifying arrival date: The month, day, and year that a migrant student arrived at the place where the qualifying work was sought. |
| = | Qualifying arrival city: The city where the student's previous school district is located. |
| = | Qualifying arrival state: The postal code of the state or outlying area where the student's previous school district is located. |
| = | Qualifying arrival country: The country where the student's previous school district is located. |
| = | Join type - Indicate the underlying purpose of the student/family's last qualifying move, as it relates to a "to join" condition. |
| = | To join date: Where a student and the rest of the family do not move together, indicate the month, day, and year that the child and worker complete the move. |
| = | Move purpose: The underlying purpose of the student/family's last qualifying move, as it relates to specific employment conditions. |
| = | Employment type: The industry and time period of the qualifying work sought by the move as it relates to the principal means of livelihood for the student/family. |
| = | Industrial survey on file: Indicate whether a formal industrial survey was done. Industrial surveys establish the work that is available year‑round is actually temporary for the purpose of migrant status due to specific issues. These surveys are completed for specific federal job categories. |
| = | Comments : Enter information that explains the qualifying conditions of the student/family. |
| 2 | Under Services, from the Available list, select the activities or programs the student is to receive in the Migrant Program and move these items to the Selected list. |
Occasionally, students are required to attend a program that is not offered within the district of their current home school. These students can be placed in Out-of-District programs.
If a student is assigned to a program for the Out-of-district Placement program category, you can enter additional information about the student's participation in the program, including placement information. Placement information records are used to track out-of-district facilities where students are placed.
| 1 | On the Program Details page under Special Services Info, view or edit the information, which includes: |
| = | Last IEP/FIE date: The month, day, and year the student last had an IEP (Individualized Education Plan) with an FTE (Full and Individual Evaluation) completed and signed off. |
| = | Last annual IEP date: The month, day, and year the last annual IEP was completed and signed off. |
| = | Last special IEP date: If an additional IEP was initiated, completed, and signed off, indicate the month, day, and year it was completed and signed off. |
| = | Primary disability: The main special education disability of concern. |
| 2 | Under Placement Information, to add a placement information record, click Add Placement Information from the Actions menu. |
| = | To edit a placement information record, update the fields directly on the page or select the record you want to edit. From the Actions menu, click Edit Placement Information. |
| = | To delete a placement information record, select the record you want to delete. From the Actions menu, click Delete Placement Information. Click OK and skip the next step. |
| 3 | Enter or edit the placement information record, which includes: |
| = | Suggested placement: The name of the facility where the student will receive instruction or be moved to, if the facility accepts the placement. |
| = | Facility #: The identification number (private facility code) of the location where the student hopes to be placed. |
| = | Placement coordinator: The name of the contact at the placement facility. Can be social worker, principal, and so on. |
| = | Acceptance status: Indicate whether the private facility accepted the student's enrollment. |
| = | Start date: The date the student was assigned to and began an Out of District Placement by the placement coordinator. |
| = | Nonacceptance reason: If the facility did not accept the student's referral, indicate why the referral was turned down. |
Students with physical or learning disabilities requiring specialized learning environments, such as braille, can be enrolled in Special Services programs.
If a student is assigned to a program for the Special Services program category, you can enter additional information about the student's participation in the program including accommodations and disability & services records.
| 1 | On the Program Details page under IEP Information, enter or edit the information, which includes: |
| = | Last IEP/FIE date: The month, day, and year the student last had an IEP and FIE document signed off. |
| = | Last annual IEP date: The month, day, and year the student's last annual IEP was completed and signed off. |
| = | Last special IEP date: The month, day, and year that any special IEP for the student was completed and signed off. |
| = | Next IEP annual review: The month, day, and year that the required IEP annual review will be performed. |
| = | IEP triennial review: The month, day, and year that the required IEP triennial review will be performed. |
| 2 | Under Accommodations, enter or edit the information, which includes: |
| = | Least restrictive environment: The percent of time the student spends outside of regular education. |
| = | SPED environment: The student's special education environment with or without integrated activities. |
| = | Test: The special condition that should be enabled for the student during tests. |
| 3 | Under Disabilities & Services, to add a disabilities & services record, click Add Disabilities & Services from the Actions menu. |
| = | To edit a disabilities and services record update the record directly on the page or select the record you want to edit. From the Actions menu, click Edit Disabilities & Services. |
| = | To delete a disabilities and services record, select the record you want to delete. From the Actions menu, click Delete Disabilities & Services. Click OK and skip the next step. |
| 4 | Enter or edit the disabilities and services records information, which include: |
| = | Eligibility date: The month, day, and year that a student was initially assigned to a disability or service. |
| = | Disability: The special education disability or related condition. |
| = | Related service: The standard service to be provided to the student with a specific disability. |
| = | Provider: The name of the person providing services to the student with the disability. |
| = | IEP minutes: The minutes of instruction; therapy; or other service that the provider will provide to the student each week. |
| = | Close dates: The month, day, and year the student is no longer eligible for the service or no longer assigned to the disability. |
Students who live at least a certain distance from their home school may qualify for Transportation programs provided their home address is in the school's area.
If a student is assigned to a program for the Transportation program category, you can enter additional information about the student's participation including distance & routes, vehicles, and run types.
| 1 | On the Program Details page under Transportation Basics, view or edit the following: |
| = | Distance from school: The distance, in miles, to a student's home address from the student's home school. Note: This field can be edited on the student Enrollment page if needed [>>]. |
| = | Home address is in school's area: Displays whether the student's home address meets any boundary conditions, i.e., physical area borders, for the student's home school. Note: This field can be edited on the student Demographics > Address/Phone tab if needed [>>]. |
| = | Aide qualifications: The qualification status of a student who's entitled to receive state transportation aid. |
| = | Accommodations: Specific requirements needed by the student, based on physical or emotional conditions. |
| 2 | Under Distance & Routes, enter the information, which includes: |
| = | Total distance transported (miles): In miles, the total round-trip distance the student travels between their transfer points or bus stops and the school. |
| = | Total time transported (minutes): In minutes, the total round-trip time the student travels between their transfer points or bus stops and the school. |
| = | Vehicle: From the Available list, select types of vehicles used and move them to the Selected list. |
| = | Run Type: From the Available list, select the run types and move them to the Selected list. |
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