Embedded Files
Training Questions
Training Questions
Resource Materials
Q: Will we receive a user manual? If so, will it be soon?
A: We will provide User Guidance Documents in the following formats:
Process Guides (ex: IEP Manual)
Quick Reference Documents (1–3-page guides for specific documents)
Videos
Resources will be available in alignment with district implementation timeline.
Training/Support
Q: What is the schedule for live training opportunities?
A: For both the Fall 2025 and Summer 2026 Cohorts, districts will be provided with a complete timeline outlining training opportunities.
Q: Will there be training or office hours for staff to attend to get extra support or advice if needed?
A: For district Level 1 staff, we will provide the following:
Sandbox access with accompanying training
Increased Office Hours for ongoing support
In-person training for Admin/Level One users
Topic Specific Webinars throughout the year
Q: If districts won’t be going until the Summer 2026, can we offer “sandbox” trainings to our staff so we can practice and get used to 3.0 before we migrate?
A: Sandbox access will be offered to Level 1 and Admin Staff in alignment with the district’s implementation timeline.
Q: What training will be offered for district end users (case managers, therapists, school psychologists, etc.)?
A: Virtual Trainings will be offered multiple times in the weeks prior to the districts upgrade. Each training is focused on a particular topic (ex: Referral>Eligibility or IEP) and duration is 2 ½ hours.
Q: What is the Train-the-Trainer option and how do we access this for our district?
A: Districts in the Summer 2026 cohort may choose to train their own end users; therefore, we are offering a train-the-trainer model. Staff that will lead their district training will first receive approximately 8 hours of training in the IEP Online 3.0 system, which includes caseload setup, referral>eligibility process, and IEP process.
System Functionality Questions
System Functionality Questions
User Access
User Access
Q: Will there still be a help desk icon?
A: Yes, the Help Desk icon will be available in IEP Online 3.0 for Level 1 or Admin users, as it is currently in the system.
Q: Will we be able to search for inactive students?
A: Yes, there is an ability to search for inactive students based on permission level.
Q: Will there be a lexicon which defines the permissions of each different user type?
A: Yes, there will be a matrix with the permission levels defined.
Student Record Transfer or IDT
Q: Will we be able to share electronic records with other states using the 3.0 platform?
A: No.
Q: Can we still search and send IDT on inactive students?
A: Users can search for inactive student depending on permission levels -or- Users can send Inactive students via IDT/Student Record Transfer
Q: Will documents created in 2.0 transfer over to a new district in the IDT/Student Record Transfer?
A: The PDF records created in 2.0 that are migrated to 3.0 will transfer in the IDT/Student Record Transfer.
General System Functionality
Q: My staff wants to know if there will be an auto-save feature in 3.0, so that when they are interrupted, their work will automatically be saved.
A: There is an auto save feature in 3.0, which saves your work after the system has sat idle for 15 minutes.
Q: I did not see the search by the Case Manager. Is that an option?
A: Yes, there are multiple ways to search by case manager.
Q: On the Special Education Compliance Widget, the 3 categories are Compliant, Coming Due and Overdue. How many days before the due date prompts the coming due category?
A: 30 days
Q: Will the menu be on the right of the screen?
A: The menu will be located on the left-hand side of the screen, like how it is in 2.0.
Q: Do we still have access to blank prints?
A: Blank prints work differently in the upgraded system. In 3.0, users can create a draft of any document within a student’s record without entering any data. This creates the blank form for that student.
We are considering uploading or providing an additional link to the blank forms from OSPI.
Writeback
Q: Are the “Draft Documents” going to feed into writeback to the SIS (Skyward)? Or do the case managers have to have the final document Finalized (locked) for it to go into the SIS writeback?
A: Finalized documents will be included in the Writeback, not draft documents.
Reports
Q: Will General Reports like the Current IEP/Timeline Report transfer as is to 3.0?
A: The reports may appear slightly different in 3.0, but we will provide you a crosswalk detailing the reports in 3.0 that replace the reports in 2.0.
Q: We load a lot of information in the Notes section under the demographics tab that is meant for just our district/staff. It also does not transfer in the IDT process. Will there still be a place in which to do this?
A: Yes, we have embedded a Notes section in the student’s demographic/personal info page. This section does not transfer in an IDT/Student Record Transfer
Implementation Question
Implementation Question
Timeline/Go-Live
Q: When does 3.0 roll out?
A: IEP Online 3.0 implementations will occur in two cohorts or groups. Cohort 1 is in Fall 2025 and limited to small districts who meet specific criteria. Cohort 2 is in Summer 2026 and includes districts who may use add-on products (Easy Trac, Connect, Progress Track, etc.) as well as the Writeback.
Data Migration
Q: Will all previous IEP and Caseload data and information be carried over from 2.0 to 3.0?
A: As part of preparation, districts will be provided with a guidance document outlining the data that will be migrated from 2.0 to 3.0.
Q: We are already using EasyTrac. Will the certification information from EasyTrac be imported to 3.0?
A: Yes, we are migrating user certifications to 3.0.
IDEA Process
Q: I have an issue with case managers not aligning IEP end dates to the meeting date. Is that something that will be improved in 3.0?
A: The process is the same as in 2.0 currently.
Q: Will the goals have an ability to tie to CCSS?
A: The goals in 3.0 can tie to the Common Core Standards. Just as districts can choose to use Common Core Standards in 2.0, districts will have the option to have this feature turned on or turned off for their IEP Online site.
Q: Can a final be unlocked?
A: We will be supporting districts in creating a process for finalizing records. It is going to function differently than 2.0 and we will provide training around this new functionality. For example, amending a record to reflect a change.
Q: Will evaluation reports have an option for embedded graphs, charts and pictures in 3.0?
A: Yes, evaluation reports have an option for embedded images (graphs, charts and pictures).
Q: Consider pulling the SOP out of the transition box – since we only need that at the end of the student’s education career.
A: The Summary of Performance will have similar functionality as in 2.0.
Suggestions/System improvement can be submitted via a Zendesk/Help Desk ticket and will be reviewed at the IEP Online SEAC committee for future development.
Q: Will IEPs have the draft watermark until the draft is finalized? Do we need to click a button to get the draft watermark?
A: Draft Watermark appears on all draft documents; this is not a configurable feature.
Q: What are the signature options in IEP Online 3.0?
A: Districts can obtain staff and/or parent signatures in the following ways: Electronically, Uploaded Signature Page, and Connect (Parent Portal).
Q: Will Service Plans still be available in the upgraded system?
A: Yes, Service Plans will still be available in 3.0.
Q: Since the GT tab will be gone in 3.0, how might referral teams be able to document what used to be in “records scan?” That is a great feature for evaluation planning teams.
A: In 3.0, the 504 Process and IDEA Processes are separated and have Referral as part of the process. Records Scan is available in the Referral tab.
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