|
School District Access to the ESIT.Web School District Portal
ESIT Data Management System (DMS) Users,
We are releasing the last update to the ESIT.Web School District Portal today at 12 p.m.
School district special education contacts will now be able to access a child’s Individualized Family Service Plan (IFSP), given the Family Resource Coordinator (FRC) has obtained written, informed parent consent through a Release of Information (ROI).
Before the school district special education contacts are able to access the IFSP, the FRC needs to send an email to the ESIT Help Desk. The email should contain the following information:
“Subject: ChildID 123456 – grant SD access
Body: Please grant Happy Hearts School district access to the IFSP for child ID 123456. ROI is on file.”
The Help Desk will grant access to all special education contacts listed in the respective school district upon receipt of the email.
The FRC will not need to add the school district special education contact to the child’s team on the service provider tab.
Please contact Kim.Hopkins@dcyf.wa.gov with any questions or concerns.
Gov. Inslee signed into law SHB 2787, Completing the transfer of the Early Support for Infants and Toddlers Program (ESIT) from the Office of Superintendent of Public Instruction (OSPI) to the Department of Children, Youth, and Families (DCYF) on March 19, 2020. This bill transfers state funding appropriated for the ESIT program from OSPI to DCYF effective Sept. 1, 2020.
Concurrently, the bill also relieves school districts from their obligation to provide or contract for early intervention services to all eligible children with disabilities from birth to 3 years of age. Instead, DCYF will administer the ESIT program to provide early intervention services to all eligible children.
As a result, effective Sept. 1, 2020, universal school district access to confidential child/family records located on the ESIT Data Management System (DMS) is rescinded. The School District Manager role will be permanently removed from ESIT DMS and all previous School District Managers will be converted to the Special Education Contact role. Users with this role will be able to access the new ESIT.Web School District Portal. With informed written parent consent, authorized district representatives designated as the Special Education Contact will have limited access to confidential child/family information.
Please be advised, the Special Education Contact will continue to receive the monthly notifications of children potentially eligible for Part B services (LEA Notification report). The Special Education Contact will also be able to access the reports previously available under the “School” tab if the ESIT Headquarters Office receives a request for the staff to access these reports.
To grant a school district access to a child’s IFSP, the FRC will contact the ESIT Help Desk with the following message:
“Subject: ChildID 123456 – grant SD access
Body: Please grant Happy Hearts School district access to the IFSP for child ID 123456. ROI is on file.”
Additionally, the School District Special Education Contact may now be added under “Other” in the child’s record on the “Service Area and Providers” tab. This should only happen if the family provided consent to the EIPA. Once the Special Education Contact is added to a child’s file, they will have access to view the most current IFSP including screening, assessment and evaluation data which is on file for the respective child in the ESIT.Web School District Portal.
You will be able to gain access to the ESIT.Web School District Portal after the ESIT Help Desk staff has activated your account. Please contact us at esit.help@dcyf.wa.gov to establish your access.
Log in to the DCYF Portal Application using your DMS user credentials.
Username: Your email address registered in the DMS.
Password: Your password used for the DMS.
Please contact the ESIT Help Desk if you are unsure of your username and/or password.
Upon login you will see the following screen:
Please select the “ESIT” link (highlighted in yellow in the picture above).
This screen will appear:
 Select School District from the drop-down menu in the top right corner:
 The following data elements will display:
 The “Show # entries” is modifiable:
The Special Education Contact will be able to select the “View” hyperlink in the “IFSP” column to display the most recent IFSP document if the parents gave their consent and the FRC has added them to the child’s team with the “Other” designation.
The role "Special Education Contact" is for school district users only and should not be used in combination with any other system. This role provides access to school reports (only) and they become the recipient of a monthly notification email stating that the Notification to LEA report for this month is available.
School District reports are available to run anytime. The School Notification report is updated on the first and 15th of each month.
Special Education Contact has the capability of the following:
- Can run the Children in School District report
- Can run the Count of Children in School District report and click on the “Count” to get children’s names
- Can receive the notification to LEA announcement of children potentially eligible for Part B
-
Cannot access IFSPs or be added to a child’s team unless the user was added to the child’s record in the DMS (Service Area and Provider tab)
You can access the reports under “Reports” in the bottom right corner of your screen:
To ensure ideal performance, we recommend the installation of the free Adobe Reader application.
The ESIT.Web School District portal is accessible on all major operating systems and browsers.
On MACs, the “Preview” feature built-in for PDFs strips out some of the filled-in checkboxes visible in forms/IFSPs. Visit: http://get.adobe.com/reader/ (This may require assistance from IT staff.)
Activation and Password reset emails come from this automated email address: DCYFPortal-donotreply@dcyf.wa.gov. These emails may be filtered out by School District mail systems. If you do not receive emails from our system, so ask your local IT staff to add the above address to “safe” or “white” lists as necessary.
For further questions or comments, please contact kim.hopkins@dcyf.wa.gov.
|
