Welcome to the new dese.mo.gov. We hope you enjoy the new and improved website, and we welcome your feedback.

Tiered Monitoring & IMACS FAQs

You are here

Year 1 (Self-Assessment) Year 2 (CAP Year)
Guidance and Resources Guidance and Resources

Year 1 (Self-Assessment) Guidance and Resources

ACCESS TO IMACS

Questions

  1. How do I access IMACS?
  2. When I log in, I’m logged out immediately.
  3. When I log in, I get a message that states, “No duties have been assigned, contact your agency administrator.”
  4. How are district level duties granted?

Questions and Answers

  1. How do I access IMACS?
    Step 1: Designate the school administrator for the IMACS, as this person will grant agency level duties.
    Step 2:Grant access through your school's Web Application User Manager or s from our IT department using the the Department Web Systems User ID Request Form which can be found on our website at: https://k12apps.dese.mo.gov/webapps/securityforms.asp.
    Step 3: School IMACS administrator logs into IMACS and grants users district  level duties (See question #4 below.)
     
  2. When I log in, I'm logged out immediately.
    If you submitted the form mentioned above and are still getting this message, you will need to e-mail IT at: [email protected]
     
  3. When I log in, I get a message that states, "No duties have been assigned, contact your agency administrator."
    You will need to contact the person at your agency who is the designated administrator for the IMACS, usually this is the superintendent. The agency IMACS administrator needs to grant agency level access, using the "Agency Maintenance" screen at the bottom of the IMACS Homepage. If the IMACS administrator receives the same, "No duties assigned..." message, they will need to e-mail IT at: [email protected] and ask that that person be granted administrative rights on the IMACS table.
     
  4. How are district level duties granted?

    The IMACS administrator accesses the IMACS home page. The "Agency Maintenance" link is used by the IMACS administrator to set the security level for agency users.

    •  Starting from the Home page under Maintenance, click "Agency Maintenance."
    • Click the person’s name. 
    • Click appropriate checkboxes to assign permissions for users.
      --The "Allow Edit" column gives a user the ability to create or edit information within that module.
      --The "Allow Submit" column gives a user the ability to submit data in a module to the Department.
      -- The "View Only" column gives a user the ability to view information ONLY and will override all other access. You only want to check this option when this is the only level of access being granted.
      -- By default, all users have the ability to log on, view help, and use the Message Center.
    • Click "Submit."

CONDUCTING MY SELF-ASSESSMENT

Questions

  1. Where can I find the resources on your website that would help me in conducting my self-assessment? 
  2. How do I begin my district’s self-assessment in IMACS?
  3. Will the Office of Special Education tell me what files to use for my self-assessment?
  4. The system logs me out while I’m in the middle of conducting a file review.  What do I do?
  5. I accidentally clicked the submit button before I was finished entering information and now I can’t enter anything.
  6. If I have a student whose initial evaluation timelines (or C to B timelines) were not met, what do I need to enter for the reason the timeline was not met?
  7. When entering the initial evaluation timelines, do I include students who were found ineligible for special education services?
  8. Do I send my self-assessment files to the Office of Special Education?
  9. I’m finished with my self-assessment file review and I’ve entered all of my initial evaluation and Part C to B transition timelines into IMACS.  How do I submit this to the Department?

Questions and Answers

  1. Where can I find the resources on your website that would help me in conducting my self-assessment?
    The following list of resources were provided at the Special Education Monitoring trainings.
     
    -- Powerpoint (To access the presenter notes, click the speech bubble in the upper left corner of each screen.)
    -- Powerpoint Handouts
    -- Monitoring Process Timeline
    -- District Special Education Monitoring Checklist
    -- Referral Process
    -- Self-Assessment Procedures
    -- Self-Assessment and Monitoring Process
    -- State Sample Form - Request for Consideration for Initial Special Education Evaluation 
    -- Things to Remember for Self-assessment
    -- Statement that should be in every evaluation report
  2. How do I begin my districts self-assessment in IMACS?
    You begin by clicking the "File Review" link on the IMACS home page. Be sure to fill out the contact information on the opening screen to ensure the supervisor contacts the appropriate person if necessary. Then clicking the "File Review" button on this page and finally clicking the "Add new student file."

    When entering a student into the IMACS system, please identify the file type (initial, reevaluation, transition, transition only) using the checkboxes on the student demographics screen. This will customize each checklist based on the student demographics. You will need to answer "yes", "no", or "NA" for each indicator. If you answer "no", a comment in the comment box will assist the supervisors in determining their calls.
     
  3. Will the Department tell me what files to use for my self-assessment.
    No, instructions for file sampling and an example of agency file review can be found in the Monitoring Process packet that was provided during the training (see list above). Please keep in mind that the file sample must be a good representation of your agency, including availability of disability categories, ages and buildings.
     
  4. The system logs me out while I’m in the middle of conducting a file review.
    For security purposes the system is set to time-out after 59 minutes. This is reset each time you click on a new screen; however, it will not reset while making calls within a student's checklist screen. Therefore, we recommend that you save frequently while conducting your self-assessment file reviews.
     
  5. I accidentally clicked the submit button before I was finished entering information and now I can’t enter anything.
    Please call Special Education Compliance at 573-751-0186 or 573-751-0699 to have your information returned to you.
     
  6. If I have a student where Initial Evaluation Timelines (or C to B Timelines) were not met, what do I need to enter for the reason the timeline was not met?
    The following information should be included in your reason for exceeding timelines: the reason the timeline was exceeded such as breaks, child illnesses, snow days, and child absences, and the exact date(s) of the extension(s).
     
  7. When entering the Initial Evaluation Timelines, do I include students who were found ineligible for special education services?
    Yes, include all students referred for initial evaluation between July 1st and April 30th of the current school year, including any students referred from First Steps (Part C).  
     
  8. Do I send my self-assessment files to the Department?
    No, do not send/upload documentation for self-assessment file reviews to OSE until you are contacted by a compliance supervisor requesting the documentation be sent. Remember, you will not send documentation for all the files your agency reviewed.
     
  9. I'm finished with my Self-assessment File Review and I've entered all of my Initial Evaluation and Part C to B Transition timelines into IMACS. How do I submit this to the Department?
    Each item will need to be submitted separately:
    -- File Review - On the agency's IMACS homepage, click the "File Review" link. On the File Review screen, click the "Print or Submit" link and then click the "Submit" button.

    -- Initial Evaluation Timelines - On the agency's IMACS homepage, click the "Initial Evaluation" link. On the Initial Evaluation Timeline screen, click the "Print or Submit" link and then click the "Submit" button.  REMINDER: Students from Part C who were evaluated during this timeframe need to be included as initial evaluations for this collection.

    -- C to B Transition Timelines - On the agency's IMACS homepage, click the "C to B Transition" link. On the C to B Transition Timeline screen, click the "Print or Submit" link and then click the "Submit" button.

Year 2 (CAP Year) Guidance and Resources

  • Year 2 Tutorial Webinars (Coming Soon)

(to view the notes, click on the speech bubble in the upper left corner of the slides)

CORRECTIVE ACTION PLAN (CAP)

Questions

  1. I have entered my CAP information. How do I submit?
  2. I have submitted my CAP.  Am I finished?
  3. I am working on my CAP.  Am I also required to submit an improvement plan?
  4. Can I submit my CAP to the Office of Special Education as an upload in IMACS or on paper via fax or mail?

Questions and Answers

  1. I entered my CAP information, how do I submit?
    You will need to click on each indicator and submit using the "Submit" button at the bottom of each screen.
     
  2. I have submitted my CAP.  Am I finished?
    No, entering the CAP planned activities/strategies is the first step in the process. Once you submit your plan, a compliance supervisor will review the plan and approve/disapprove each item. After the plan is approved, you may begin sending evidence of correction. Please wait until you have at least five (5) files before you submit. You will need to enter a description of the evidence and the date sent in Step 2 of the Corrective Action Plan in IMACS and submit it to the Office of Special Education.
     
  3. I'm working on my CAP.  Am I also required to submit an Improvement Plan?
    You should have already completed an Improvement Plan as part of your self-assessment, if you were required to address any "Not Met" SPP indicators. If you are a district chosen for on-site monitoring, you may be asked to revise your Improvement Plan following that review.
     
  4. Can I submit my CAP to the Office of Special Education as an upload in IMACS or on paper via Fax or mail?
    No, the information will need to be entered into IMACS. When the CAP screen opens in IMACS, you will see a list of indicators out of compliance. Clicking the description of each indicator will open a window that will ask for the planned activities/strategies for correction and timeline. These are required fields. The agency comments are optional. Once the information is entered, each indicator will need to be submitted using the "Submit" button at the bottom of each screen.