The 2015-2017 biennium will see more major upgrades to the Secure YTP Database and Performance Benchmarks. The following FAQs attempt to address issues that arise for users of the Secure YTP Database.
Data and Performance FAQs (Updated 5/18/2017)
Q: When do I enter a NEW student record into the YTP Database?
A: Only enter a NEW STUDENT RECORD (using the "Forms>>Students>>New Student" path) AFTER the student has SIGNED their VR Application for services. NEW STUDENT RECORDS have a required VR Application Date field and that date is known only after the application for VR services is signed. It is also very important that the Transition Specialist and Vocational Rehabilitation Counselor agree that this student is an APPROPRIATE YTP/VR client.
Q: Who counts toward my Application Benchmark?
A: Two groups of students count towards the application benchmark. The first group of students who count are those who had an application date during the last biennium (7/1/2015 to 6/30/2017), but did not exit the program during the last biennium. The second group of students are those who have an application date during the current biennium (7/1/2017 to 6/30/2019). In other words, a student counts if they are in VR application after 6/30/2015 and/or exited after 6/30/2017.
Q: What is the difference between YTP Program Exit and VR File Closure?
A: YTP Program Exit and VR File Closure are two distinct events that may take place on different dates. YTP program exit is a team decision (i.e. the Transition Specialist, the Vocational Rehabilitation Counselor, and the young adult). The exit decision is made when all agree that the young adult no longer needs or wants active YTP service. VR File Closure, on the other hand, is a decision made typically by the VR Counselor and is determined by whether or not the client still needs or wants substantial rehabilitation services from VR. This can be driven by the fact the client is competitively employed (called a "Rehabilitation Closure"). Conversely, it can also be driven by "other" reasons such as moving, non-cooperation, death, the disability being too severe, transferring to another agency, etc.
Q: Who counts toward Exit, 6 month and 12 month follow-up/engagement Benchmarks?
A: If Exit Date is in this biennium, it counts for this biennium. If 6 Month Follow up Date is this biennium, it counts for this biennium. If 12 Month Follow up Date is this biennium, it counts for this biennium.
Q: When should I enter information about the type of High School Completion Document YTP participants receive?
A: When the team (YTP Transition Specialist, VR Counselor, and YTP participant) has decided to EXIT the student from ACTIVE YTP service (i.e. young adult no longer needs or wants active intervention from the Transition Specialist), status in secondary education or the type of high school completion document (i.e. still in school, regular diploma, other diploma, no diploma) should be entered. This status should reflect the student's status at the time of exit and should not be modified if the student's status changes at a later date.
Q: What does the new VR Eligibility Date Field mean?:
A: With the passage of the new WIOA regulations, VR counselors (VRC) have 90 days from the date of VR eligibility determination to write an IPE (Individual Plan for Employment). Obtaining the date from your VRC partner and entering that date starts a 90 day countdown clock for you (TIP!: This is a great time to obtain the eligibility paper work from your VRC, or to ask your VRC to determine the FUNCTIONAL LIMITATIONS that have been assigned to the client!). The 90 day countdown clock status is displayed on Site Summary Reports and State Summary Reports found under the "Reports" menu in the Database.
Q: How do I fill out the "Functional Limitations" section of the Student Record?:
A: When determining eligibility for VR Rehabilitation Services, VRCs look at all of the documentation that establishes the diagnosed disability that presents an impediment to employment. They are seeking to uncover what FUNCTIONAL LIMITATIONS to assign to the client. There are 7 of them, as indicated in the student record form. Obtain those assigned to the client from your VRC partner! Do not guess! You will, most likely know the student well, and if you feel there are other functional limitations that should be assigned, contact your VRC partner and provide evidence and a rationale for adding those additional functional limitations. For more information about Functional Limitations, download the presentation and other documents posted at the bottom of this FAQ section.
Q: Who counts toward IPE Completed Benchmark?
A: Two groups of students count towards the IPE benchmark. The first group of students who count are those who had an IPE date during the last biennium (7/1/2015 to 6/30/2017), but did not exit the program during the last biennium. The second group of students are those who have an IPE date during the current biennium (7/1/2017 to 6/30/2019). In other words, a student's IPE signature date counts if they are in VR application after 6/30/2015 and/or exited after 6/30/2017.
Q: Who Counts Towards My Closed as Rehabilitated Benchmark (aka "Rehabs")?
A: Student records can have one of three options related to VR Closure Status (Open, Rehab, or Other). VR Closure status is assigned by the VR Counselor and is information that a Transition Specialist should develop a system for collecting from their VR Counselor when a student closes with VR. The Closed Rehabilitated Benchmark is calculated by dividing the number of students who have a VR Closure Status as Rehab by the number of students who have a VR Closure Status of either Rehab or Other.
Q: What Happened to Students who had an Application Date Prior to 7/1/2013?
A: If you are looking for student who had an application data prior to 7/1/2013, please contact your TA provider and request a modification to their record so that they can reappear on your main list of students ("Forms>>Students" view and on a High School Detail Report).
Q: How do I enter a new student?
A: Click on ‘Forms’, then select ‘Students’. Select your site and high school from the dropdown menu. Then click on ‘New Student’. Enter student information in the requested fields (a minimum of the students first name, last name, date of birth, and application date must be entered in order to save the record). Click on ‘Save’ when you have finished entering information.
Q: How should I enter dates?
A: Dates should be entered numerically, with a four digit year and no left zeroes. So 5/15/2007, 12/13/2007, etc. NOT 01/02/2008, or January 2, 2008.
Q: What does “P.Disability(N)” mean on the high school detail report
A: This means that this student does not have a Primary Disability entered in their student record. Please go back to this students record and enter their Primary Disability. If this student has a (or multiple) secondary disability, please record this information in the Secondary Disability field.
Q: Can my student have more than one Primary Disability?
A: No. Each student may only have one Primary Disability. Q: Does my student have to have a Secondary Disability? A: No. Not all students will have a Secondary Disability. It is permissible to enter a secondary disability discovered later and by another form of evaluation (e.g. further OVRS testing, etc.).
Q: Can my student have more than one Secondary Disability?
A: Yes. Some students will have more than one Secondary Disability.
Q: What if my student has no information entered in either the Primary or Secondary Disability Field?
A: Correctly enter your student’s Primary Disability. If your student has any Secondary Disabilities enter your student’s correct Secondary Disabilities.
Q: What if my student has no information entered in the Primary Disability Field, but they do have information in the Secondary Disability Field?
A: Review the information in the students Secondary Disability Field. One of these choices is actually the Primary Disability! Deselect this choice and then enter this disability in the Primary Disability Field. Make any modifications to the students Secondary Disability field that may be needed.
Q: What if my student has information entered in the Primary Disability Field, but they do not have information in the Secondary Disability Field?
A: Verify that this student has the correct Primary Disability selected and that the student does not have any secondary disabilities. Enter secondary disabilities as needed.
Q: How do I update a student’s information?
A: Click on ‘Forms’, then select ‘Students’. Select your site and high school from the dropdown menus. Find the student in the student list and click on the small yellow icon at the right of the row. You can sort any column to help you find a student by clicking on the column header (i.e. First Name, Last Name, Date of Birth, App Date, etc.) Enter information in the requested fields and click ‘Save’ at the bottom of the student’s record to go back to your student list.
Q: How do I enter exit or follow up information for a student?
A: Click on ‘Forms’, then select ‘Students’. Select your site and high school from the drop-down menus. Find the student in the student list and click on the small yellow icon at the right of the row. This will take you to the student’s record. Below the student’s IPE Goal Area is a header called ‘Exit and Follow Up Info’. Click on the yellow icon with the plus sign next to the words ‘Add Information’. Enter only one record of information for each follow up date (at exit, at 6 months after exit, and at 12 months after exit). Enter a Job Title only if the student is employed. Enter a Training Program only if the student is in a training program. Click ‘Save’. This will take you back to the student’s record. Click ‘Save’ at the bottom of the student’s record to go back to your student list. Note: Please do NOT use "placeholder" dates by entering FUTURE follow up events to remind you when to do a 6 or 12 month follow up. Rather, simply print a High School Detail Report (these are "real time" reports) and manually write in those upcoming due dates. Entering future dates creates errors in your own and the State's YTP summary data.
Q: When I enter wage or hours worked per week, I get an error message! Why?
A: When entering wage information you must only enter numbers and a decimal point. Do not add any "text" such as "$", or "per hour", or "/hour", or "/hr" as examples. The same rule applies for hours worked. NO TEXT, only a number. So if someone works 20 hours a week, simply put the number 20 in the box. Do not add any text such as "per week", or "/week" as examples. If someone works 20 hours a week and a fraction over (e.g. 20 3/4 hours per week), use decimal points and list it as 20.75 or 20.5.
Q: How do I view reports?
A: Click on ‘Forms’, then move your cursor to ‘Reports’, then select the report category you would like (School Reports, Site Reports, State Reports, User Report). Select your site and high school from the drop down menus, then click ‘Generate’ next to the report you would like to see. To exit this screen, click on the ‘Back’ arrow at the top left of your screen.
Q: How do I save reports?
A: Follow steps in ‘How do I view reports?’ above. With the report on the screen, click on ‘Save a Copy’ in the upper left hand corner of the menu area. You will be prompted to choose a save location and name the file, then click ‘Save’. It’s a good idea to include the date when you name the file and save it.
Q: How do I print or email reports?
A: Once a report has been saved to your computer, it can be printed like any other document, or attached in an email message.
Q: What does Unknown mean for sex?
A: This means that ‘sex’ was blank in the old system, so we had to put something in so that the new system would take it. Just go in and edit this to the correct choice.
Q: What do I do if I forget my password?
A: If you forget your password, go to the website and click on ‘Login’. This will take you to the Login screen. In the upper right hand corner, click on ‘Forgot?’. You will be prompted to enter your username, then click ‘Submit’. You will be asked to answer a security question. This question is “What year was YTP established?”. The answer is “1990”. Type this answer in and click on ‘Submit’. A new password will be emailed to you. Please change it when you login the first time and save it in a safe place. IMPORTANT: If a person tries more than 5 times in 10 minutes to enter a password, they are LOCKED OUT of the website. It is strongly recommended that you use the process above after 5 unsuccessful log-in attempts and request a new password. You can find the answer to the security question by reading "About YTP" or "YTP History" on the home page of the website.
Q: I notice that, as of May 2016, when I log in, I am given a new "Profile Screen" to populate! What does this mean?
A: The YTP Database underwent upgrades in May of 2016. The profile screen was a new addition to make sure that your user account has all of the correct contact information for you as a user. In addition, this profile screen pops up if you want to edit your password and click on the (Edit) function next to your username. There is a hyperlink to "Change Password" at the bottom of the profile screen. This also is the way you will update your password should you have to use the "Forgot?" function and the system sends you a new password. You would click on (Edit) upon receiving your temporary password and logging in successfully. Clicking on (Edit) after that initial log-in with the temporary password will take you to the profile screen. Once there you would click on "Change Password" hyperlink where you will see 3 boxes. Box #1 is for the temporary, system assigned password. Boxes #2 and #3 are for you to type in your new password, confirm it, then submit it, thus updating your password to what you, as a user want.
Q: What do I do if I’m having trouble?
A: If you are experiencing any error messages, problems, or just have general questions about the data system or website, please email or call your Technical Assistance Provider. There is also a link below for connecting with your Technical Assistance Provider.