The DoDEA Special Education User Guide is designed to assist all special education personnel in the management of confidential student information. This guide explains how personnel can:
The District Student Information System – Educational Technologist (SIS-ET) is responsible for establishing and managing Aspen-SPED user accounts. Local school personnel should contact the District Office to request an account to be established / modified with the appropriate user role. The roles are:
Aspen is a complete data management tool that is flexible enough to help you:
In the Special Education view (refer back to changing views section), there frequently is more than one way to complete a task, but users should complete tasks, whenever possible, through the Workflow, or checklist, that automatically begins when you enroll a student in Special Education or create a draft IEP. Each workflow guides you through the steps to complete a process. DoDEA Aspen-SPED has four main processes:
The different workflows may be accessed by clicking either:
- Enroll in Special Education
- Renew IEP
- Amend IEP
- Prepare Progress Reports
The flowchart located on the next page identifies Aspen's functionality and the workflow process. The major IEP functions are listed in bold at the top of the page in green and the workflows for those operations are listed below each of the 4 phases. The following is a general breakdown of the major steps most users complete in Aspen SPED:
In addition to the school enrollment status, a student that is enrolled in the Special Education view also has a special education status. As you update information on a student’s special education workflow, the system automatically updates the student’s special education status.
To see a student’s status, click on the Student tab and the special Ed.
Status is displayed for all students.
The four student special education statuses are:
Although a student can have only one active IEP, Aspen-SPED maintains a historical record of all student IEPs to include those previously completed.
The four IEP statuses are:
|(Amendment Draft)||An IEP that is currently in the process of being completed and is not active.
|Active||An IEP that has been signed and implemented and is being used by teachers. This is considered “complete” or “locked.”
|Previous||A former IEP that is no longer active.
|Discarded||An IEP that had been worked on, was saved, but was not completed. It may have been started by mistake for the wrong student or the parents decided to not implement it.
Note: District personnel must override the IEP status to assign it the Discarded status if there is no workflow connected to the IEP.
Directions for completing the workflows and using the Aspen Special education module are available in the pdf document shown in this section of the SIS guide. Please remember to use the Aspen support email in your district if you have questions or problems related to Aspen SPED.