User Type User Definition Student Record Access Page Access EdPlan/EasyIEP Administrator (Admin Edit) This might include a Supervisor, Director of Special Education, or EasyIEP Administrator within the district. This person oversees students’ IEPs and evaluations as well as the provision of services. They manage all student enrollment records and ensure that students are assigned to a school, grade level and a case manager. They are responsible for state and federal reporting. Any student (all schools, all grades, system contacts) IEP team member Assign next school teacher IEP team members Enter Alternate Assessment info on Eligibility tab Add/edit district calendars and reporting periods Add users and assign user type Edit District Message of the Day View school/user/student/ custom compliance Inactivate/manage users Inactivate/reactivate students Manage user service certifications/EasyTRAC Access process wizard (Caseload Admin) Upload external documents Impersonate users Delete documents/events (permissions on user’s page) View all pages Edit Status of Service on Eligibility tab all pages except the State Testing # Enter education environment Create all reports and finalize all documents and submit Eligibility and Evaluation Timeline Extension Requests Reports to keep: Table 1 & 3 Can be a Section 504 Team Member User Type User Definition Student Record Access Page Access
Certifying Specialist (Building Admin) This person is responsible for helping the team establish the student’s eligibility for and need of special education services. This user type may include Speech Language Pathologist and Hearing/Vision Specialists. Students at own schools (all grades) Case manager IEP team member Assign case manager IEP team members teacher (case manager) at own schools Access process wizard Upload external documents Add/remove doctor authorization for services Add Medicaid consent/ eligibility View user actions documents user/student compliance school/user reports Inactivate students at own schools Reactivate student at any school EasyTRAC View all other documents Edit all pages except the following fields on the Personal Demographics page: state ID # school grade level Eligibility tab Including Status of Service Create all documents Eligible/Non-Eligible documents Re-evaluation documents all and miscellaneous reports If case manager edit all pages and create all documents If case manager or IEP team member, can edit Alternate Assessment page Can be a Section 504 Team Member User Type User Definition Student Record Access Page Access
Related Service Provider Assigned to more than one school and typically have many students on caseload. They are required to provide therapy to help students meet their annual goals. This user type may include OTs, PTs, COTAs, PTAs, Speech teachers, and Hearing/Vision Specialists. This may be an employee of the district. Access to own students IEP team member Upload external documents Log, view, and delete related services in EasyTrac View user actions draft documents user/student compliance user level reports EasyTRAC View all Edit all pages except Personal Demographics and Eligibility pages Create Draft IEP Draft progress report Projected Eligibility report Projected IEP report Caseload Reports If IEP team member, can edit Alternate Assessment page If IEP Team Member, create Reeval Related Service Obsv and Medical Reeval Document User Type User Definition Student Record Access Page Access
District-wide Consultant Assists with developing plans for students with disabilities, often focusing on specific behaviors and interventions to allow access to the curriculum. These individuals are often involved in additional evaluation and/or assessments of student need. This user type may include Consulting Teachers, Behavior Specialists, or Autism Consultants. This may be an employee of the district. Students at own schools IEP team member Restraint and isolation entry Access process wizard Upload external documents View user actions draft documents school/user/student compliance EasyTRAC View all pages all documents Edit all pages except Personal Demographics and Eligibility Process Create draft IEP draft progress report Restraint and Isolation report for reporting all local and miscellaneous reports for own schools ECO Date Report If IEP team member, can edit Alternate Assessment page Can be a Section 504 Team Member
User Type User Definition Student Record Access Page Access School Counselor Assists with developing plans for students with disabilities, often focusing on specific behaviors and interventions to allow access to the curriculum. These individuals are often involved in additional evaluation and/or assessments of student need. This user type may include Special Education Teachers, Behavior Specialists, or 504 Administrators. This may be an employee of the district. Students at own schools IEP team member 504 team member Restraint and isolation entry Access process wizard Upload external documents View user actions draft documents school/user/student compliance EasyTRAC View all pages all documents Edit all pages in Eligibility Process, IEP Process and 504 Process Create draft IEP draft progress report all local and miscellaneous reports for own schools ECO Date Report
User Type User Definition Student Record Access Page Access General Education Teacher Assists with implementing and carrying-out plans for students with disabilities, often focusing on classroom accommodations to allow access to the curriculum. These individuals are often involved in additional evaluation and/or assessments of student need. This user type may include General Education Teachers. This may be an employee of the district. Students at own schools IEP team member 504 team member Restraint and isolation entry Access process wizard Upload external documents View user actions documents school/user/student compliance EasyTRAC View all pages all documents User Type User Definition Student Record Access Page Access
School/District Lead (Admin Support Edit) This person serves as a school or district level leader who is responsible for assigning case loads. This person may also have clerical responsibilities such as scheduling IEP meetings. This user type may include a District-wide Supervisor, Lead Special Education Teacher, or Department Chair. Students at own schools All grades IEP team member Case manager Assign team members case manager next school Restraint and isolation Access process wizard Upload external documents View user actions school/user/student compliance school level and user level reports Add/edit compliance alerts EasyTRAC View all pages Edit all pages except Personal Demographics Eligibility Referral, Eligibility Determination Create all documents except Eligibility Can create Draft Eligibility all and miscellaneous reports draft and final Re-Evaluation documents ECO Date Report If case manager or IEP team member, can edit Alternate Assessment page Can be a Section 504 Team Member
User Type User Definition Student Record Access Page Access Special Educator (Teacher Edit) Responsible for meeting the needs of students on their caseloads (annual goals). This person often provides the interventions required to make the student successful and/or manage the individuals that provide a service. This user type may include Special Education Teachers for all grade levels. Own student caseload Case manager IEP team member Assign team members Upload external documents View user actions draft documents school/user/student compliance school level reports EasyTRAC View all Edit all pages except Personal Demographics and Eligibility pages Eligibility Referral Eligibility Determination Draft Eligibility and SLD Create IEP Documents Final Evaluation Documents Final Re-evaluation documents Proj. IEP and Proj. Elig Report IEP Services with Location Report If case manager or IEP team member, can edit Alternate Assessment page User Type User Definition Student Record Access Page Access
External School System Team Member Responsible for meeting the needs of students that come to their school from another district. This person often provides the interventions required to make the student successful and/or manage the individuals that provide a service. This user type may include Special Education Teachers for all grade levels. Own student caseload Case manager IEP team member Assign team members Upload external documents View user actions draft documents school/user/student compliance school reports EasyTRAC View all pages User Type User Definition Student Record Access Page Access
School Staff (Teacher Read) These individuals help support students’ medical/academic needs and may be an IEP team member. This user type may include Nurses, Aides, Guidance Counselors, or Social Workers. Students at own schools IEP team member View draft documents View school/user/student compliance View school reports Access process wizard Upload External Documents EasyTRAC View all pages all documents Create Letters documents Local and Misc. Reports Edit Contacts page Create Draft Progress Reports Run All Student Export SPED Only XLS report IEP Services with minutes report Active Student List User Type User Definition Student Record Access Page Access School Administrator (Build Admin Read) This individual is often responsible for running school level reports and gathering information for administrators to help meet student need. This user type may include a Principal, Assistant Principal, and Testing Coordinator. Students at own schools IEP team member Restraint and Isolation entry View draft documents school/user/student compliance school reports View all all documents Create Restraint and Isolation Document all local and miscellaneous reports Can be a Section 504 Team Member User Type User Definition Student Record Access Page Access
Outside Provider/ Contracted Providers Recommended for providers who may require access in order to view students on their caseload. This may help them more appropriately provide a service to a student based on their IEP goals. These are contracted service providers not employed by the local LEA. Own student caseload IEP team member required EasyTRAC For Contract Facilities that provide a service to the district such as billing or Medicaid reimbursement, they will have the user type of Outside Provider/Contracted Providers or School Staff. Districts will be required to manage their users’ access and make sure they all have the appropriate user type. View only Goals, Accommodations and Services pages draft/final IEP document draft/final progress report Create draft progress report Projected Eligibility and Projected IEP Report Caseload Reports If the Contract Provider actually provides a service to the student, then assign a user type that will accommodate the providers’ need. It’s recommended that LEAs use the Special Educator or Related Service Provider user type. This will give providers access to own caseload and edit access to all pages. User Type User Definition Student Record Access Page Access IT USER Recommended for IT Staff in the LEA who need to review the student’s personal page and review the Import Summary data and Import History files. Any student View students’ Personal page Import Summary Data Import History