EASING THE SERVICE-TRACKING BURDEN
Easy-to-use app simplifies service tracking and helps district monitor delivery of IEP services.
Searching for consolidation
A desire to consolidate the efforts of multiple team members providing services for a single student was what originally sent Julia Reese at Pixley Union School District on the hunt for a digital tracking solution. “We were looking for a way to track services provided by a myriad of team members for a single student, without placing the whole burden on the case manager,” said Reese.
A desire for administrators to track services provided, teacher consults and contact with parents were other factors, as well as reporting delivered service minutes compared to student requirements.
“Brolly allowed [for] multiple users, for the right price point for our small district, and simple reporting as well as simple logging for our instructional team,” Reese shared.
Implementing with Efficiency
Reese reports that Pixley Union users can complete their logs in just 15 minutes a day. “The app makes it easy for instructional aides to log their time with students and record progress notes as they roam into and out of different work locations and classrooms throughout the day.”
The app is “quick and easy to use, simple to download and access, and [has] easy reporting features,” shared Reese. “In 15 minutes a day, [users] are able to finish up any logging duties they couldn’t manage between services. The reports make it simple to see who is using the system, what is being logged, if a student isn’t getting services, etc. It also makes it easy to review monthly with the case managers to stay on track for service minutes.”
CDE Implementation Requirements
Brolly has also been a useful tool to help Pixley Union remain compliant with California Department of Education’s new IEP implementation reporting requirements. Reese shared, “We were pulled for small school review process last year and [Brolly’s service report] was used for the service audit.”
“Brolly provided ease in computing time and services,” Reese continued. The Brolly system helped inform “which staff provided the services, alignment to IEP goals, and overall percent of service time compared to what the IEP required. [It] also provided the necessary documentation in one easy printout.”
Pixley’s Keys to Success
When asked for a few recommendations for new districts considering Brolly, Reese shared, “Have an account for everyone who services the students – psychologists, speech therapasits, instructional aides, special education teacher, OT, etc. Give everyone the ability to manage their caseloads so they can pull [students] in and out as their caseloads change and the [case] manager doesn’t have to do that all the time.”
“Give them 15-20 minutes a day specifically in their schedule to catch up and finish any logging of services for the day. Require services to be entered within a time window (1 week of providing, 2 weeks etc) and use the alert feature for late entries so you can follow up with staff. Run reports on time and compare to services in the IEP monthly.”
“In 15 minutes a day, [users] are able to finish up any logging duties they couldn’t manage between services. The reports make it simple to see who is using the system, what is being logged, if a student isn’t getting services, etc. It also makes it easy to review monthly with the case managers to stay on track for service minutes.”