Support for the IEP Writer 2001^© program  
 

The New IEP Writer 2001 (version 5)  was posted September 12, 2006. It was completely re-written with a powerful database (SQL Server 2005) and the .NET language,  Microsoft's^® most up-to-date programming language. We tried to respond to many issues from users as well as build a stronger program that is fit for network use as well as for laptops. Here is a link to the new, comprehensive, pictorial, HELP file. You may download the actual install programs  for version 5, using the password field above.

The prior IEP Writer 2001^© program (version 4.7) is no longer being updated. The last one was January 2006. Please convert to the new version of IEP Writer (Version 5.0). After you convert, then you can apply the version 5.204 Patch. All of these files (the new installation and the Patch) are available by entering in the password in the field just above.

Our Terms of Support are:
** Email a detailed description to PDG Consultants. We will respond to your problem within 24 hours.
** If it requires phone support, then have your I/T person or your District Director call. Because this type of support is free and there are many end-users, we ask that you help us keep the phone volume down, by having the I/T people make the call.
** If it requires on-site assistance, then that will be billable at our current rate.

Add your name to our mailing list, to receive notification when patches are posted or other important news. (You will always be able to opt out later, if needed.)
 

Click on the PowerPoint links to view training videos (they take awhile to download).
Training video for Case Managers
Training video for Secretaries and Directors

Frequently asked questions (FAQ) for IEP Writer 2001^© program.: (click for answer)

• Major changes in the latest version of the IEP Writer program (11/17/09)
   
• IEP Writer Patch for NJ SMART - corrects the Handbook's error regarding the [Initial IEP Meeting Date] data element in the Special Education Student Data Handbook (11/5/08)
   
• There are errors in the NJ SMART program, but now these belong to the State and some Student Information Systems. NJ SMART promised to have them fixed "early this week". (10/25/08). Please read full note below.
   
• Patch for NJ SMART is now available (10/20/08). Enter password and download Patch (3rd item in list). PLEASE click this link to see more information about downloading and using this latest cumulative patch, which installs the NJ SMART section.
   
• Patch for NJ SMART is now available (2/25/08). Enter password and download Patch (3rd item in list). Click this link to see more information about downloading and using this latest cumulative patch, which installs the NJ SMART section.
   
• Install latest patch (11/19/07, but corrected on 12/9/07) to make sure Dec 1 Count Report runs correctly.
   
• Windows Vista Users   
  
  
• Office 2007 Users   
   
• Refreshing a prior IEP doc for a kid who just moved up to High School, won’t put in any of these sections: Transition, HS Grad Requirements, or HSPA
   
• IEP Writer -- User suggestions approved by Regional Dirs 6/7/07
   
• Cut and Paste instructions (Click to download PowerPoint slide show, near end of show).(1/10/07)
   
• Document naming confusion if you have students with ID's that are longer than 6 digits, but not 10 digits. How to rectify.
   
• Using Ver. 5 to open and update IEP documents from a prior version (12/13/06)
   
• Creating Stand-Alone Goals docs - potential problem (1/19/07)
   
• Sharing saved Ad Hoc reports (2/25/07)
   
• Removing the final bookmark can cause you not being able to post to the IEP document. (01/26/07)
   
• The new set of Goal & Objectives included with version 5, what changed?
   
• Dec 1 Count updates for Version 4.6 (which is now version 4.7). (corrected 12/13/06).
   
• Can't view Help file from IEP Writer Ver. 5 (9/27/06)
   
• ASSA Tier 4 by Placement report sometimes gives an error message for K-8 schools. (old version - 4.6)
   
• Export Goals and Objectives report to electronic file, i.e. Excel, Word, text, etc.
   
• December 1 Count Error, easy to fix by doing the usual actions (12/15/05)
   
• "Present Levels of Academic Achievement and Functional Performance Statement" replaces PLEP statement (10/05)
   
• How to make use of the Microsoft Word tool "AutoText".
   
• Sample "Normal.dot" template with 100 AutoText entries that might be useful for Special Ed.
   
• Error # 76: "Path Not Found"
   
• Word 97 caused the IEP document to lose all the Bio data, upon refreshing- FIXED FOR GOOD - (4/18/04).
   
• Revised IEP template (IEP.dot) on 3/11/04 and re-revised for PLEP statement above on 10/20/05.
   
• Saving the IEP Document to a different folder - DON'T DO IT UNLESS YOU KNOW WHAT YOU ARE DOING! (2/3/04)
   
• Some hints on how to create Stand Alone Goals Documents.
   
• When using a network do not use a numbered address in the path (1/8/04).
   
• You can "Save As" your IEP document as long as you name it so the program can find it (1/8/04)
   
• Error in running one of the options on Dec 1 Count reports (All Reports). Now fixed (12/6/03).
   
• There is sometimes a problem formatting the Transition section when lots of text is typed into the PLEP section.
   
• Data Corruption can occur over Wide Area Networks!!!!
   
• Careful when you do the updates, NOT to run the old program, "iep2001.exe" or "iep2001_win2000.exe".
   
• Error in Saved Ad Hoc Reports now fixed (8/30/03)
   
• Notes on the Conference at Park Ridge, 08/08/03
   
• Exporting student data from the primary or middle school to the high school - real example:
   
• EndofYear Report corrected 7/6/03. Please see "gotchas".
  
• Repairing the database for a network install or running the Synchronize function on a network database.
  
• December 1: Back up reports now work fine for all Dec 1 Count tables.
  
• December 1 error in running all reports at once - now fixed
  
• ASSA report -- a few tips
  
• Revised IEP Writer - that works with Office 97, Office 2000, Office XP, Windows 98, Windows NT, Windows 2000, and Windows XP.
  
• What equipment and software do you need to run the IEP program?
  
• Backing up the data
  
• Installing and updating the program on a network
  
• Modifying the IEP template so as to customize your school's IEPs.
  
• How do I modify the Supplementary Aids and Services list
  
• Rationale for Exemption doesn't display the entirety of what was entered in the Maintenance screen.
  
• In Word 2000 the columns on the first page (Student Data section) become a single column, when they should be 2 columns.  
  
• Student Biog. information jumps to page 2 and it is "impossible" to move back to page 1.
  
• Error 91, "object not found"
  
• "Invalid use of Null" error while trying to run ASSA reports.
  
• Viruses
  
• Access error 3204 "database already exists"
  
• Access error 3049 "Not an Access database or item is corrupted"
  
• Error 53 'file not found'
  
• Ad hoc reports using Microsoft Access.
  
• How do I store repeat entries ("Autotext") that I will need to paste into documents frequently? This will save re-typing.
  
• Reinstalling the program
  
• Synchronizing your data with that of another computer
  
• December 1 Count
  
• Can't do Standalone Goals and Objectives documents - the computer freezes.
  
• Problems with bookmarks in Upgrading from Version 1 to Version 3.

Major changes in the latest version of the IEP Writer program (11/17/09)

The program has been updated to meet the NJ SAMRT data submission requirement for year 2009. The following changes have been made to the program:

• Users no longer have to import data from the main student information system.
• Users must manually enter the Local Identification Number for each student.
• 5 new fields have been added to the NJ SMART screen. They are the Initial Referral Date, the Initial Parental Consent to Evaluate Date, the Early Intervention field, the Parental Consent Obtained field, and the Parental Consent to Implement Initial IEP Date. .

IEP Writer Patch for NJ SMART - Error regarding the [Initial IEP Meeting Date] data element in the Special Education Student Data Handbook (11/5/08)

After consulting with a representative from NJ SMART, we have confirmed that NJ SMART made an error regarding the [Initial IEP Meeting Date] data element in the Special Education Student Data Handbook. In this handbook, it specifies the following about this data element: "Mandatory for all students who have an [Initial IEP Meeting Date] after June 30, 2007".

However, the above specification is incorrect. The Initial IEP Meeting Date is mandatory for all students whose eligibility determination has been made, regardless of the meeting date. Due to this error, we have posted a new patch file on our server to address the problem. Please notice that not all users will experience the problem. If you have submitted the special education data successfully to NJ SMART and you did not receive any validation error message from NJ SMART, then there is no need for you to apply the update patch.

This particular patch only requires update to the program files, not the database, nor the templates

OOPS! There are errors in the NJ SMART program, but now these belong to the State and some Student Information Systems. NJ SMART promised to have them fixed "early this week". (10/25/08)

This time it “ain’t us”. The programmers at NJ SMART made mistakes in their validation routines. Their program gives validation errors, even on valid records.
 
Also the Student Information System in more than one school district generated an Excel file in the wrong column order; that is, the columns didn’t match the order published in the NJ SMART manual. See the link below for NJ SMART State Submission Handbook and the, attached, corrected Excel file, comparing the correct order of the columns (according to the NJ SMART Handbook) to the one generated by that SIS at New Milford.

StateSubmissionStudentDataHandbook.pdf , NJSMART_Core_2008_with_correct_order.xls

NJ SMART said they will have the errors fixed “early next week”. I assume that means in the next few days.
See Po's response to the New Milford I/T Director:

Hi Eurico,

Your Excel input file does not place the data fields in the correct order.  I have put the correct order of the data fields on the second row of your spreadsheet for comparison (see the attachment). In your spreadsheet, the columns G, H, I, J, N, P, Q, R, S, T and U displayed the wrong data fields.  See attached State Submission Student Data Handbook for your reference.

Hope this will help.

Regards,
Po
PDG Consultants

Patch for NJ SMART October 2008
An error we made was corrected in the Patch posted 10/20/08:
“With the latest specification for NJ SMART Special Education data requirement, the reference date for certain data elements, such as Eligibility Determination Date and the Initial IEP Meeting Date, has been changed from 6/30/2006 to 6/30/2007. However, the IEP Writer program did not incorporate this change. As a result, users may get validation errors even though the student records are valid. The problem has been fixed in this patch.”

1.) The third link in the list of downloadable files is the latest Patch, which includes the changes for NJ SMART. Download and Save that zip file to a folder location you will remember. Then unzip the file. It will create 3 other folders: Database, IEP for Word 2002 (XP), IEP for Word 2003-2007. If you are on the database server machine and you are the network admin, then go into the Database folder, read "Installation.doc" and run SQL.bat file. On each local client machine the user can install the local changes by going into either the Word 2002(XP) folder or the Word 2003-7 folder. Read "Installation.doc" and click the "IEP_Update2003.exe" or "IEP_UpdateXP.exe" file (depending on the version of MS Word, and click the appropriate button to copy over the new files onto your system.

2.) When you have installed the patch and are ready to use the program, please read the instructions on its use. There will be a folder called "Documentation" after the patch file is unzipped. Inside the folder, there is a user guide which the user should read thoroughly before they use the program. Here is a direct link to that document on our support page. It is also recommended that the users download the NJ SMART Special Education Data Handbook v1.2 and other documentation from the NJ SMART web site (http://www.nj.gov/education/njsmart/).

3.) The snapshot date is October 15, 2008.

4.) The changes made to the program are explained below. A BIG change is that the regular ADR report ONLY INCLUDES NON-PUBLIC students. Tables that used to include PUBLIC students are now eliminated for the ADR. The NJ SMART report requirements remain the same as in February.

5.) If you have duplicate State Student ID's, like ten zeros for Non-Public students, then check the box on the NJ SMART screen to OMIT these students from the NJ SMART Data Submission. Otherwise you will get a blank file.

6) When your I/T person installs the Patch, make sure they run the SQL (database) part as well as the client program update.

Patch for NJ SMART February 2008

1.) The third link in the list of downloadable files is the latest Patch, which includes the changes for NJ SMART. Download and Save that zip file to a folder location you will remember. Then unzip the file. It will create 3 other folders: Database, IEP for Word 2002 (XP), IEP for Word 2003-2007. If you are on the database server machine and you are the network admin, then go into the Database folder, read "Installation.doc" and run SQL.bat file. On each local client machine the user can install the local changes by going into either the Word 2002(XP) folder or the Word 2003-7 folder. Read "Installation.doc" and click the "IEP_Update2003.exe" or "IEP_UpdateXP.exe" file (depending on the version of MS Word, and click the appropriate button to copy over the new files onto your system.

2.) When you have installed the patch and are ready to use the program, please read the instructions on its use. There will be a folder called "Documentation" after the patch file is unzipped. Inside the folder, there is a user guide which the user should read thoroughly before they use the program. PLEASE click this link and READ the instructions BEFORE using the NJ SMART section of IEP Writer. It is also recommended that the users download the NJ SMART Special Education Data Handbook v1.2 and other documentation from the NJ SMART web site (http://www.nj.gov/education/njsmart/).


3.) The snapshot date is December 1, 2007. However, our database does not keep any snapshot of the data. If the users have made changes to the data, they will have to change the data back to the value as of December 1.

4.) If the users encounter any problem with the new program, they need to contact us as soon as possible. Otherwise, we will not be able to address the problem before the February 29 deadline.

5) "Gotchas":

• The school's Student Information System (SIS) must have unique ID's for students. No two students may share the same State ID or Local ID.
• The IEP Writer has a field for State Student ID on Student Data Screen 1, one of which must be filled in correctly to match the SIS data.
• If there is no Student ID available, either in the SIS or in the IEP Writer, then the IEP Writer program uses the Local ID to match the IEP student with the counterpart in the SIS. That Local ID field is on the NJ SMART tab screen in the Student Data screens on the IEP Writer program.
• A Special Ed student who has no State Student ID nor a Local ID that matches the SIS import file, will prevent an export file being generated to NJ SMART. You will either need to get an ID for that student or omit her from the process by checking the box so provided on the NJ SMART screen.
• You may import the SIS file as many times as you want without causing a problem to the IEP Writer.
• There is a Validation Routine in the IEP Writer. It will find duplicate State ID's and missing State ID's. You need to solve those problems before the IEP Writer will generate an output file to the State.
• You also get a report of students who are in the IEP system but  are not matched to the SIS import data. That report will say "Core information missing".
• You can either delete a student who graduated years ago, but is still taking up space in your IEP Writer; or you can mark the check box to Omit from the NJ SMART Data Submission. Omitting him/her is an easy way of allowing the validation routine to skip that student.
• You can back up the database with the IEP Utilities program that is sitting on your server. After you click the button to make a full backup of the database, rename that file to indicate the date you made the backup and so the next time a backup is made, it won't overwrite that particular file. You can "Restore" that file at a later time to regain a snapshot in time of the data.
• The "Re-evaluation Date" in NJ SMART is NOT the same as the "Last Re-evaluation Date" on the first Student Data screen of the IEP. The NJ SMART "Re-evaluation Date" is synonymous with the "Last Classification Date" on the IEP Writer.

Install latest patch (11/19/07 -- corrected 12/9/07) to make sure Dec 1 Count Report runs correctly.
Send your password and download and install the latest patch. PLEASE READ THE INSTRUCTIONS DOCUMENT FIRST.
 IEP Writer Version 5.204 Release Notes
·         The District of Placement field on the School & ADR screen is now disconnected from all 3 major reports (ASSA, Dec 1, and End of Year). You won’t lose students off these reports by setting it one way or another.
·         The upgrade procedure is more automated than before.
·         NOTE IN RUNNING DEC 1 REPORT. THE STATE STUDENT ID IS REQUIRED FOR ALL 3 MAJOR REPORTS. SO THE DEC 1 CALCULATIONS WON’T WORK UNTIL YOU FILL IN EACH STUDENT’S STATE ID. IF YOU NEED TO PLUG THAT FIELD WITH A ZERO, JUST TO RUN THIS REPORT, DO SO. IT IS BEST TO RUN THE “CHECKLIST – RUN THIS FIRST” REPORT TO SEE WHICH VITAL FIELDS ARE MISSING; FILL THEM IN ALL AT ONCE; AND THEN RETURN TO RE-CALCULATING THE DEC 1 DATA.

Windows Vista Users
For Windows Vista users, there is no need to install the .Net Framework because it is included in the operating system.  IEP Writer Version 5.0 or later will run in Vista environment.  However, since Vista implements more restrictive security measures than Windows XP, you may run into problems because of the user permission.  If problems occur, please check that you do have "modify" and "write" permissions to the IEP program folder and IEP document folder.

Please notice that the program should automatically assign a file name to a newly created IEP document. If a file dialog pops up and asks for the file name, this will be an indication that you do not have the required permissions and you should consult with your IT technician about granting you the permissions.

Office 2007 Users
There is no separate version for Office 2007.  The users can use the version for Office 2003 and the program should run without problem.  Also notice that the IEP Writer program will save the document in the Word 2003 format (.doc), not the Word 2007 format (.docx).

Refreshing a prior IEP doc for a kid who just moved up to High School, won’t put in any of these sections: Transition, HS Grad Requirements, or HSPA.
• If there is no Transition section, refreshing the document after checking “Allow Transition…” or “High School Age”, won’t put the transition there.
• If there isn’t a HS Graduation Requirements section nor an HSPA section, refreshing a prior IEP doc for a kid who just moved up to High School, won’t put either of these sections there.

Your choice is to create a totally new IEP doc and cut and paste the old data to the new document. However, it might be easier to go the other way around. Create a new IEP; turn on View Bookmarks; copy and paste the three sections above into the old document. It is about a 5 minute job, if you don’t trash a bookmark.
 

Document naming confusion if you have students with ID's that are longer than 6 digits, but not 10 digits. How to rectify.
It's simple now. Just open the document using the 10-digit option button. No matter what you have as the student ID, you will find the matching documents. In the version 5.2 you may only enter student ID's that are 6 digits or 10 digits. If you have a SASI ID or Power School ID which is in between, just add zeros to make 10 digits.

Sharing saved Ad Hoc Reports
In the new program all the Ad Hoc Report configurations are stored on the local computer. The files have extension .rptcfg and are stored in the "C:\Program Files\PDG\IEP\ReportConfig" folder. If a user wants to share his report configuration files, he just needs to copy the files in the above folder on his local computer and put them in the same folder on the other user's computer.

Removing the final bookmark can cause you not being able to post to the IEP document. (01/26/07)
If you delete the final bookmark in any IEP document, you won't be able to use the automated IEP Writer to post to it. That bookmark is called "Version5_0". See the picture of how to fix this.

Creating Stand-Alone Goals docs - potential problem (1/19/07)
If you are cutting and pasting goals from a prior document, remember to turn on Tools/Options/View/Show Bookmarks and paste the goals in between the starting and ending bookmark. When the automated program creates a stand-alone Goals document, it picks out of the main IEP document only the goals section, which is defined by the starting and ending bookmark of the Goals & Objectives Section. The ending bookmark is next to a small diamond figure, just after the last objective.

The new set of Goal & Objectives included with version 5, what changed?
This attached spreadsheet contains the corrected list of Goals & Objectives for areas 16 and 74 (PT & Classroom Adaptive Goals). There are only 201 now, reduced from the previous 367. The deletion of the 166 goals/objectives is the only change in the G&O that were made for this new IEP version 5.

Using Ver. 5 to open and update IEP documents from a prior version
You can use Ver. 5 to open IEP documents from a prior version, if the document was created originally in the last few years. However Ver 5. will not let you "Refresh" a document upon opening it and it will probably err if you try to run any of the automated post procedures from the IEP Control screen, such as post Goals and Objectives. The bookmarks are not the same for this new version. The IEP template has changed. Unless it is a straight text entry into the old one, you will need to create a new IEP doc and cut and paste from the old one, being careful not to delete bookmarks in the new one. If you want to have 2 Word docs open at once, create the new one in IEP Writer, then open a separate instance of Microsoft Word to open the old IEP document.
 

Dec 1 Count updates for Version 4.6 (which is now version 4.7). (12/13/06).
As of 11/21/06 changes were made to the Dec 1 Count reporting (mandated by the State). (Error fixed 12/13/06). We changed 1AA & 1BB, 3A & 3B, and 4A & 4B. The brand new reports you will need to change by hand. They aren't long (PST 1-3, 1AAA & 1BBB, 7AA & 7BB, and CF 1-3). Download the usual exe file by submitting the password as you always did, but this time you don't need to run the data update, since we didn't touch the database, only the IEPGNU.exe needs to be run (not IEPNEW.exe).

ASSA Tier 4 by Placement report sometimes gives an error message for K-8 schools. (old version - 4.6)
Email us and we will send you a replacement program, just one file. No need to go through the upgrade process, just replace the program file. Tell us if it is for Office XP, 2K or 97.

Can't view Help file from IEP Writer Ver. 5.0
Click this link to get the PowerPoint file viewer. Download and Run. Then you will be able to see the PowerPoint Help file in the IEP Writer 2001, Ver. 5.0

Export Goals and Objectives report to electronic file, i.e. Excel, Word, text, etc.

When you run the Goals & Objectives report from the Reports menu, you will see a small envelope with a red arrow icon in the toolbar at the top of the report. Click this and an Export window will appear to allow you to create an electronic file. You can export it into a Word document, and Excel workbook, a comma-separated-values text file, etc. Take your pick. It usually puts the output file into your Documents and Settings/Your Name/Local Settings/Temp folder. You don't have to save it there.
 

Error # 76: "Path Not Found"
This can happen on a network install, where the mapped drive letter points directly to the folder containing the IEP2001_xp.exe or whichever version of the program. For instance "J:" is a mapped drive letter pointing to "\\hpserver1\iep2001\" . You will probably get an error when you try to open an IEP document (Error # 76). The way to avoid this is to map the drive letter to a parent folder as follows: "\\hpserver1\childStudy\iep2001\". Now you won't get an error.

Revised IEP template (IEP.dot) on 3/11/04 and again on 10/2/05 for PLEP statement change
Two sentences removed from the "Consent for Initial IEP Implementation" section. You may download the the revised template by typing in the password above. If you have made changes to your own IEP.dot, then you will want to compare this new version with your custom version and delete the two sentences yourself from that section. Please note that when you download and save this file, your browser will want to save it as "iep.doc". Please change that last "c" to a "t".  The reason the browser does this has to do with the purpose of a template compared to a document. When you have downloaded it, then move it to your application folder for the IEP Writer 2001. That could be on the network or locally. Ask your I/T guy/gal.
 

Present Levels of Academic Achievement and Functional Performance Statement replaces the PLEP heading in the IEP template and IEPSpeech templates. 10/2/05)
Present Levels of Academic Achievement and Functional Performance Statement is now the heading for what was "Present Levels of Educational Performance". You may download the the revised template by typing in the password above. If you have made changes to your own IEP.dot, then you will want to compare this new version with your custom version and change the PLEP heading yourself. Please note that when you download and save this file, your browser will want to save it as "iep.doc". Please change that last "c" to a "t".  The reason the browser does this has to do with the purpose of a template compared to a document. When you have downloaded it, then move it to your application folder for the IEP Writer 2001. That could be on the network or locally. Ask your I/T guy/gal.

Saving the IEP Document to a different folder - DON'T DO IT UNLESS YOU KNOW WHAT YOU ARE DOING! (2/3/04)
The IEP program automatically saves any changes you made to the document. You DO NOT need to re-save it using Microsoft Word. If you want a duplicate copy of that document, then the way NOT TO DO IT is to use Microsoft Word to "SAVE AS" and then you select a different folder on your computer network. The problems that causes are manifold. It changes the default folder to where the IEP program will now create the rest of the documents until you log out of the program. Next time you open the program expecting to find your files, they won't be in the place where the program expects to find them. This is because the IEP program is told to look only in one location for the IEP documents. That is the folder from which you start your program (usually "C:\program files\iep writer 2001\" or the drive letter may not be C:. It may be on a network, "F:\" for instance). We call that the "Application Folder" because that is where the IEP Writer program resides. It is the "Application". Beneath that Application folder there is a folder called "\iep". Inside that are all the IEP documents. By doing a "SAVE AS" in Microsoft Word, you inadvertently instruct the IEP Program to store all documents to a new location.

If you want to actually copy IEP documents, then use Windows Explorer to copy and paste from one place to another.

Some hints on how to create Stand-Alone Goals Documents
Stand-Alone Goals documents can be created from the IEP Control screen and can be printed from the Reports menu (print all goals documents). The Stand-Alone goals document will be created with a prefix of the initials of the case manager. For instance if you have a kid with an ID of "BLOW01" and her case manager is Gomer Pyle, the Stand-Alone Goals document produced will be entitled "gpBlow01.go1". The file extension will be ".go1". Once the Goals Document is created it can be moved to a folder explicitly set up for that case manager. If the student had not been assigned a case manager at the point of creating a Goals Document, then the prefix will be "xx". Thus a Goals Document for BLOW01 would now be "xxBlow01.go1". This way you can sort the goals documents, in Windows Explorer, by the prefix so as to separate them by case manager.  They will print out automatically sorted by case manager. When you create a Stand-Alone Goals document, you can't edit it from within the IEP program. You will need to edit the current IEP for that child and re-create the Stand-Alone Goals document, based on the currently open IEP document.
 

When using a network do not use a numbered address in the path.
Please don't make the path to the IEP program something like "\\10.84.17.16\program files\iep writer 2001\iep2001_xp.exe". Instead use a Mapped Drive letter like: "F:\program files\iep writer 2001\iep2001_xp.exe" or you can use the Universal Naming Convention of "\\Child_Study\iep_shared\iep_2001\" The IEP program does not like intervening periods within a path, so it can't understand a numbered path.

You can "Save As" your IEP document as long as you name it so the program can find it (1/8/03)
Name the "Saved" document exactly the same as the one you are saving from, but change the final letter to a higher letter. If there is no letter then the suffix should be "a". if it is "jack01a.doc", name it "jack01b.doc". Just make sure that a document doesn't already exist with that name. Save it in the folder "C:\program files\ iep writer 2001\iep\". Note that this "C:" would change to a network drive if using a network. This suggestion is courtesy of Linda of Northern Valley Regional HS.

Word 97 caused the IEP document to lose all the Bio data, upon refreshing.
It doesn't happen if you are using Word 2000 or Word XP(2002); however, it DOES if you are using Word 97. We missed this until now, because we didn't test for Office 97.  We thought we had fixed this in January 2004, but some schools (with Office 97) were still having problems. The first time they edited the IEP document everything seemed fine, but thereafter the heading disappeared. On April 18, 2004 this too was fixed and the changed program was posted on the Web. Sorry for the delay in letting you all know.

Error in running one of the options on Dec 1 Count reports (All Reports). Now fixed (12/6/03).
Sometimes the "All Reports" option for the Dec 1 Count reports generated an error which aborted that function. Therefore you couldn't print them all at once, but would need to print them individually. This is now fixed. You can print them all at once. Sorry for the inconvenience, but it worked fine on our testing machines. We will use larger data sets in the future for testing. Download the latest update. If you already ran it last week, then all you don't need to run it again. Just unzip the IEPGnu4.exe and that will fix the problem.

Error in Saved Ad Hoc Reports now fixed (8/30/03)
If you had tried to run a save Ad Hoc report where the sort column was something other than the student's last name, you would have gotten an error. This is now repaired, with the update posted on the Web as usual. 

There is sometimes a problem formatting the Transition section when lots of text is typed into the PLEP section.
We tested this in Word 2000 and Word XP and found no errors. We can only surmise that the problem occurs in Word 97. Please email us to describe the details; or upgrade your Office version to 2000 or XP. Try creating a brand new IEP document; then add lots of text to the PLEP and see if the formatting keeps the proper shape. In our tests it did.

If the user deletes the final line below the end of the Transition, then she inadvertently deletes the following section break in Word, which holds the command to format that page as landscape.  In order to avoid this, have the user turn on Bookmarks (Tools>>Options>>View>>Bookmarks). Just don't delete that last bookmark under "Name of School Staff Person". The following page is a new section and that new section is portrait, while the prior section (Transition) is Landscape. That Section Break sits exactly where the last bookmark of Transition is. When it is deleted the sections merge and unfortunately use a portrait orientation.
There is a certain amount of know-how required in the use of Microsoft Word. They have an extensive help manual.
 (11/14/03)

Data Corruption can occur over Wide Area Networks.
Recently (10/22/03) we noticed 2 large districts that had data corruption error messages. This occurred while multiple users were accessing the data over a WAN ( wide area network - That means the computers are connected to a server that is some distance from the workstations; not all in the same office in other words).  The database methods that were used in creating this program in 1995 are becoming outmoded for today's large networks. We have kept using Access 97 because it was the lowest common denominator for all users of this program. Now we need to rethink our strategy. We will likely have to make various versions of this program: one for large networks or networks and another for single use. The database has to be modernized to keep up with the other changes that have occurred in the last 8 years. The original design of the program was for single users, many of whom had laptops. They would synchronize their data with the main office by exporting a diskette. Now we run mainly networks. We will need to reprogram this to fit the circumstances.
So back up your data frequently, if you have a large network. I have had success (no corruption) by running this on a local network (all machines in the same office). Also make the network path simple, that is without sub-networks; an extra period in the path to the executable file can confuse MS Access 97.

EndofYear Report corrected 7/6/03. "Gotchas".
Here are some tips so that you can avoid exasperation:

• There had been an error in Report # 1, not counting ages 3-5. This is now fixed. Also these instructions had been poorly worded.
• Now there are Backup Data reports for the EndofYear reports. These list the actual students who comprise the particular report sections, so you can prove out your numbers.
• This is a 2-step process, like the Dec 1 Count. First you need to run the calculations, then print the report. The calculations are run from the File menu, while the reports from the Reports menu.
• Make sure that the relevant fields on the Student Screens 1 and 2 are filled in, such as: Classification, Class Status Code, Initial Classification Date, Last Classification Date, Class Status Date, Placement, and Race. If any of these things are blank, then a warning screen will pop up to tell you which kids need data filled in. The program will not do the calculations if any of the above fields are blank.
• Speech Only (SPONLY) kids don't show on the report #1.
• If you want to leave kids off the report, then make their Classification "N/A".  (Earlier I had gotten this confused with making the Placement N/A, but Placement has nothing to do with these reports, with these 2 exceptions: that it cannot be blank, and that "Non-Public" students will be excluded from the report counts).
• For report #1 you need to be particular about the dates that apply to the 4 columns.  Initial Classifications uses the Intial Classification Date. Re-evaluations uses the Last Classification Date. Returned to General Ed (Declassified) uses the Class Status Date. Home Instruction uses the IEP Implement From Date. All of these dates are on Student Data Screen #1. These date must fall within the current reporting school year (i.e. July 1, 2002 - June 30, 2003). Fix the date if necessary. Then rerun the report. 
• Note that the "Number of Public Students Referred" on Report #1 can be entered manually. Just take the total of the Initial Classifications in column 1, subtract out the ages 3-5 and you have the 6-21 group as the difference.
• For Report #2 note that the "Basis of Exit" uses the "Class Status Code" field on Student Screen 1 instead of the "Exit" field on Student Screen 3. Both dropdown lists have similar data, but there is no way to assign a corresponding date to the Exit field, while you can do so for the Class Status Code. In fact you must assign a date to that field, in order to run the report.
• Note that all three reports omit "NonPublic" students. Therefore any student with "NonPublic" within the Placement statement will be omitted.
• The End of the Year report relies on the Class Status Date to determine if the Class Status Code assigned would be in effect for the school year just ended. I know, it isn’t clearly stated that users needed to do this; we DO need a manual, but we are in the midst of major revisions of the law, by the Fed and State.
• If you forgot to enter the Class Status Dates, the here is a trick on entering them quickly. Open the database (iep.mdb). Then open the “Students_A” table (not the Students table). You will see the Class_Status_Date as the second column in that table. You can use Microsoft Access to float all the empty dates to the top of the database, by clicking the column heading and then the “A-Z” icon on the toolbar; then paste 6/1/04 into all the rows for that column. As long as the date is within the school year, then the student will show on the report. You don’t really care what the exact date that the assignment was made; you just want the report to be accurate within the current year.
  
   

Exporting student data from the primary or middle school to the high school:

This is an actual example from Closter 8th graders to the HS. Some things went wrong with the transfer of students. Here is what happened and how to do it correctly.

• One of the students had an ID of 7 digits, PAVL011. Another student with a similar last name had an ID of 6 digits which was similar to the ID above, PAVL01. The 7th digit on the first ID was what made the 2 IDs different. I changed the student ID PAVL011 to PAVL02. The reason for the digits 7-10 was to add the district suffix to the first 6 digits of the ID. If you aren't going to transfer students out into a higher district, then it is okay, I suppose, to put whatever numbers or characters you want into the last 4 digits of the ID. In this case it interfered with the export of students out.
• Before you export students to another school there are 2 steps to be undertaken to avoid having duplicates on the receiving end. After all, the high school may already have a Johnny Jones. The first step is to make sure every ID is at least 6 digits. This is important for the numbering system of the program. Before logging in you can run the routine that will change all IDs to at least 6 digits. The next step to differentiate the primary or middle school kids moving out to the HS, is to place a 4-digit suffix on every student ID. That is also a one-click operation. Go to the Maintenance/Settings menu and you will see the button that does that.
• It is always a must, when doing any export/import of student data, to make sure both of the database have had the latest upgrade/patch installed. In this case, neither database had done it, so I did it.
• Now, in order to export the 8th graders from Closter, go to the Maintenance/Synchronize menu and uncheck all boxes but the 8th grade and press the "Export file" button. That creates a zip file called "guest.zip", in your subfolder called "iepdata". It is just under the main folder where the main database is (iep.mdb). Your network administrator can help you with finding the location of the program and main database.
• Copy the newly created zip file to the corresponding folder in the high school's computer. It would normally go on their network, for example: "F:\program files\iep writer 2001\iepdata\".
• Then log on to the high school IEP Writer program and run the Maintenance/Synchronize menu to "Import" a file. Once imported, you can press the "Synchronize" button and it will list the students imported.

It isn't hard if the upgrades are current and the users have an understanding of the ID numbering as above.

SS 8/14/03
 

December 1 - Back up reports are all there now (05/2003) for Dec 1 Count reports

The first report on the Dec 1 Reports menu says "Checklist -- run this first".  That is helpful to find discrepancies, it is too general as a backup proof of the numbers. Now there is a backup list of actual kids to prove the count for each report

December 1 Reports, can't run them all at once 

This is now fixed as of 11/27/02. Just install the update and you will again be able to print the batch of all Dec 1 reports. Naturally, you still need to do the calculations successfully first.

Repairing the network database or running the Synchronize function on a network.

ASSA report -- a few tips.

There was a bug in the count on the ASSA, Tier 4, by Placement summary. The levels are counted incorrectly ( everyone gets put in elementary school, no matter what their grade). The latest update corrects that (10/15/02); or you can use the count for the Tier 4, by Service report. That was right to begin with. If you install the latest update, that bug is fixed.

Make sure that the Placement field has something in it (Data Screen 2), otherwise the kid won't show on the report. The report tries to ensure that non-public (in Placement field) kids are excluded from the report, but a null in the placement field will fool the computer. You actually could have an "N/A ..." in the placement field, as long as it isn't blank. 

The DOB and Classification fields on Data Screen 1 may not be blank. 

If you want to exclude a kid from Tiers 2-4 on the ASSA, then make the Classification "N/A". 

If you want to exclude the kid from Tier 1, then uncheck then "Related Services" checkbox on screen 3. 

For Tiers 2-4 and CSSD, be sure that Data Screen 5 is filled in properly.  

For Tier 1 make sure that the beginning date for the particular Related Service is filled in, otherwise the computer won't post that service for that kid on the report. 

The "Class Status Code" has no affect on the ASSA report. Just because a kid graduates and there is a "G" in the "Class Status Code" field, the ASSA will still include the kid if you haven't changed the "Classification" and the "Related Services" status.

You can run the "Not On Tiers 2, 3, or 4" or "DOB Missing" reports as a check. This is not turned into the State and is only for information, to catch mis-assignments for instance.

"Invalid use of Null" error while trying to run ASSA reports. 
If you go into the IEP program, then the Maintenance menu option, then General Settings, you can set the start and end grade levels for elementary, middle and high school. For instance: elem 1 to 6, middle 7 to 9, and high school 10 to 12. Even though your school is only for high school age students, you still need to put something in the other levels text boxes in order to avoid that error.

Problems with bookmarks after doing an Update.
Documents created by using a prior version of this product are often not compatible with the new program. Many of the new functions weren't available on the old system and won't apply successfully to the older documents.  Any document created prior will often be missing the necessary bookmark to complete the latest updates to the IEP documents. The best route is to create new documents and paste into them the critical data from a prior iep. You can always open and manually edit an earlier IEP doc, but you won't necessarily be able to automatically apply program functions to it, like updating the header or using the IEP Control screen functions of automatic paste on it. You can try, however. You can't do any damage. The worst that will happen is an error message that a bookmark wasn't found.

Can't do Standalone Goals & Objectives documents
Another problem they have been having is the computer freezing when they want to print the Standalone Goals & Objectives. This is caused by most of their IEP's being written from the old IEP Writer program. That one used Word 6 and didn't have the same document template that version 2 and version 3 use. In order to print a Standalone G&O document there need to be 2 bookmarks in the IEP. One marks the start of the G&O section while the other marks the end of it. These 2 bookmarks are missing from documents printed on the older system. Thus users won't be able to print Standalone documents and may not even be able to add new goals to ones existing. I recommend creating new IEP's and cutting and pasting from the old document. When they do this it is important to turn on the viewing of bookmarks by going to the Tools/Options and use the View tab to show bookmarks. They look like capital "I". This way the user will avoid transferring old bookmarks or deleting ones in the new document. When done, they can turn off the bookmark view. Sorry about this. We didn't plan how to transition all these documents from the older system. Users who went from version 2 to version 3 won't have nearly as many problems as those who bypassed version 2 to go from 1-3.

Viruses
When the slider in the upper right corner is open, then the diskette is write-protected; thus no one else can write to it and pass on a virus via your install diskettes. This is important if you go from machine to machine with the same set of diskettes.   These diskettes are new and are coming from our machines which always run an up-to-date version of Norton Anti-Virus® in the background.   Anti-Virus software programs are important in a busy office.  Sometimes these programs can be a hindrance, because they are running in the background, slowing the computer to a crawl - checking every file and 99.99% of the files don't have a virus.   In such cases you need to evaluate where the threat is coming from. If a virus can only come in from the A: drive, then shut off the background virus checking except when looking at diskettes in the A: drive or perhaps on the network at an area that is open to receiving suspect data.

Error 53 "file not found"
This occurs if MS Word'97 (which is version 8) or Word 2000 (version 9) is not installed properly or at all.

Error 91, "object not found"
This occurs if MS Word'97 (which is version 8) or Word 2000 (version 9) is not installed properly or at all.

Store repeat entries - Autotext
Highlight the entry you want to "immortalize". Then go to the Insert/Autotext menu (Autotext used to be below the Edit menu in previous versions of Word). You will be presented with a dialogue which will allow you to name the entry. From this point on you can just go to the Insert/Autotext menu and paste the paragraph in instead of re-typing it.

Autotext entries are in the master template file that Word stores as "Normal.dot". If some kind soul gives you a copy of their Normal.dot, already loaded with hundreds of boiler plate entries, then here is how you replace your Normal.dot file with the new one. There are often more than one copy of this template. You need to replace the correct one.  Do a File Search for Normal.dot. Find the one with the most current date. Make a copy of it. Then replace it with the file that has the 300 or so autotext entries. You will make sure the new file is also named "Normal.dot" and put it in the same location (folder) where the most current version of that file is. PLEASE DO NOT ERASE THE IEP.DOT FILE! The IEP Writer program will look at the IEP.dot file and the Normal.dot to find the stored text that it needs. It can look at both files simultaneously. The Normal.dot file doesn't affect reports. It only is used for Autotext entries. That would be saved, "boiler plate", text that you need to insert regularly into documents.

What equipment and software you need to run the IEP program

• The current version of the program runs under Windows 98, Windows 2000, Windows NT, or Windows XP operating systems. These operating systems also allow networking of the program. No other network software is advised, though a current version of Novell might work. You will need Pentium computers with at least 128 Megabytes of RAM recommended (256MB is even better). Celeron processors are acceptable. You can squeak by with only 64 Meg of RAM, but you slow down the users and spend much more in salaries. Microsoft keeps adding features to Word and Access, which require more powerful computers. (RAM means "Random Access Memory". It differs from the permanent memory of your computer in that RAM disappears when you turn off the computer. RAM is used to speed up the computational power of the computer). RAM IS CHEAP. GET 256 Meg OR MORE. Speeds up your work.
  
• The old IEP Writer program that used to run under Windows 3.1 or Windows 95 is no longer supported.

Create a new database which can link to the IEP database, but create the queries and reports in this new database. This is the safe method to query and report on the student table. Note a full write-up of this is available in the links above. Just enter the "secret" password.  Please note a correction to the write-up, where is says that you need to "import" tables. Instead it is better to "link to" tables. This way you don't need to re-import the table every time there is a change.

• Open Access 2000
• Click on "New database" or "Blank database". Same thing.
• Create a blank database. Go ahead. It will have the default name of DB1.mdb . It will have no tables in it.
• In Access 2000 you will need to choose File/Get External Data in order to
  grab the student table from the IEP database. Choose "Import" if you only want to view the data. I do not recommend the other choice - "Link Tables", since you can actually change data in that mode and could interfere with the IEP Writer program. However, "Import" is totally safe and is perfect for reporting ad hoc. Actually it is better to "Link", rather than "Import". This way you won't need to re-import after the next set of changes. Linking just lets you see the original file, while import makes a fresh copy, which can become stale quickly.
•  A browse window appears to guide you around your hard disk to first find the database, which is a file called "IEP.mdb". This database file that is located in the \program files\program files\iep writer 2001\ directory (folder).  Once you see that file, open it, click the "tables" tab and all the tables it contains will be visible.  Highlight the Students table and whatever other tables you want to import and click "OK". This places a copy of the Students table into your blank database, usually called "db1". Then you can run any query you want on this data, by clicking on the Queries button and clicking "New".
• Those of you with networks must use a shared drive letter like "F:" to find the correct \program files\program files\iep writer 2001\ directory (folder).
• Happy queries and happy trails…

2 - Columns in Student Data become 1

• This is fixed in the latest version by placing the biographical data into a 2-cell table. The table will prevent the columns from breaking up.

  Make sure the View menu is set to Print Layout and not Normal. If so, there may be a bug. Here is how to fix the current document.
  1) Highlight just the student information, from "Student" to "Grade/Teacher...".
  2) Choose from the menu, Format/Columns and force it back to 1 column.
  3) Choose the View/Normal menu.
  4) Notice the "Section Break" lines above and below the student information. Delete both of those lines by clicking the mouse directly on each and pressing the Delete key.
  5) Highlight the student information again; choose Format/Columns from the menu; and pick 2 columns.
  It should jump back into the correct position.
  Something may have messed up the template used for creating these documents. I suggest getting a fresh copy of the IEP.dot file, which is the template. This can be done by reinstalling the latest update. It is available off the Web. Alternatively, you can rename the existing IEP.dot file to iepbak.dot. Then rename IEP1.dot to IEP.dot. The IEP1.dot is a backup copy of the template. The location of these template files is "c:\program files\program files\iep writer 2001\". Also be sure that Microsoft isn't hiding the file extensions by going to the View/Options menu in Windows Explorer and opting to show all files and file extensions.

   Another way to fix it is to: 1) Turn off the 2 columns from the Formatting/Columns menu; 2) Insert a 2-column, 1-row Table with invisible borders (Formatting/Borders/None); and 3) Stuff the existing 2 columns of data into the table and the table will force the column positions. Next rendition we may want to put in the table permanently so as to be more stable.

•  
• Access error. Didn't go away with the normal "repair database" routine. She was getting an error 3204 as she was trying to Repair her database. It was because she had copied "iepnew.mdb" to \iep  writer 2001 directory instead of \program files\iep writer 2001\iepdata. The fix is simply to delete iepnew.mdb and then do the repair again. The file (iepnew.mdb) was in the wrong place because during the update process Iepnew.exe file was copied to the Iep writer 2001 folder instead of the Iep write 2001\iepdata folder.
• Access error 3049.   Database corrupted. Fix it using the database repair function on the menu. Please DO NOT REPAIR DATABASE WHILE OTHERS ARE USING IT  - ON A NETWORK. Tell everyone to get out first.
• Students were missing from the Related Services Report. In order to get a student to show up in the Related Services report, you need to check that tiny box at the top of Student Input Screen 3, which says "Related Services".

Backing up the data:

Losing your data is very possible on any computer system. Hardware, such as disk drives, can fail. Users often erase their own data in one quick, erroneous, action.  Even expert users can be guilty of this error.   There are three types of data in the IEP.  The first would be all the current, Student data. This is in a file called IEP.MDB.  The file extension (the ".mdb") is short for "Microsoft DataBase". A database is any organized collection of data, such as a phonebook or a set of students. This file, IEP.MDB, is located in the folder \program files\iep writer 2001.   Backing up this file occurs automatically when you do a Synchronize between two computers.  This creates a compressed version of the IEP.MDB file (in the \program files\iep writer 2001\Iepdata sub-folder), which you then copy to a diskette and bring to another computer so that data can be added to the student file in the other computer. If something bad should now happen to your computer, you will have a backup diskette of the IEP.MDB file and you will have a replica on the other machine that you just synchronized.  It might be stale-dated, however; so it is a good idea to backup the IEP.MDB file more frequently by running the first step of Synchronize on a regular basis. This will result in  a current, compressed version of IEP.MDB, which you can place on a diskette. That file is called "guest.LZH".   Backups of the data file also occur when you do the Repair Data step from the menu. This repair step creates the usual "guest.LZH" and it also creates a file called IEPOLD.MDB.  This is an exact replica of the student file, but it is not compressed.  The second type of data to backup is an IEP document. These are all kept in the sub-folder, "iep writer 2001\Iep".  Backing these up is a little harder. Fortunately you probably have hard copies of them. It is ideal to have a Zip drive installed into your computer. This way you can drag the entire document folder with its contents onto the Zip drive. You can also drag the "iep.mdb" file, which is the student data. 

Backup methods: You can copy files to a diskette.  You can use a tape or Zip drive.  A Zip drive is quite easy to use and cost-effective. The rule of Backups is that users won't do them unless the backups are easy.  Get your techie to set up a Zip Drive for you. This is a small machine that can hook up to the same outlet as your printer. You plug it in, insert a diskette, and use Windows Explorer or File Manager to Drag'n Drop the files from your computer to the diskette.  This way you drag the entire \program files\iep writer 2001 folder and all its sub-folders to the Zip diskette.  These Zip diskettes are large enough to hold all that data, whereas a normal diskette would not be.  They are about 75 times as large.

On any type of backup an important step is to verify that the data got transferred.  Look at the diskette to see that the file actually arrived.

Reinstalling the program:

If the program should fail to work after use, then you may need to reinstall it. When you do so - make awfully sure you first did a backup of the student data, which is the IEP.MDB file. Otherwise the reinstallation will overwrite the current student data file with sample students.  This overwrite only happens on reinstall, not on an Update. The IEP documents will not be overwritten in any case.

Synchronizing your data with another computer

The process consists of three steps:
1) Create a diskette with a compressed copy of your student data file.
2) Copy that file, from the diskette, to the other computer - into the \program files\iep writer 2001\iepdata sub-folder.
3) Import that data from the copied file into the main student file of the target computer.

The first step is done by running the Synchronize process off the Maintenance menu of the IEP Writer program. You push the EXPORT button to create a compressed version of your student file. It is compressed because otherwise the entire student data file may not fit onto a diskette.  After you hit the EXPORT button, you need to put a blank diskette into your A: drive and use Windows Explorer or File Manager to drag the compressed file (Guest.lzh) onto the diskette.

The second step consists of walking over to the target machine, carrying the newly created diskette. Put it in the A: drive of the target machine and use Windows Explorer to drag the Guest.lzh file to the \program files\iep writer 2001\iepdata sub-folder on the target machine. 

The third step is to go into the Synchronize menu to do the IMPORT process. This de-compresses the Guest.lzh file and out pops the IEP.MDB file from the source computer into the Iepdata sub-folder. Then you will see the SYNCHRONIZE button appear. Hit that and to target computer will be updated with any new student data, both new students and changes .  As the process unfolds, a description of the changes is written to the screen.

December 1 Count:

Here are some caveats:

• You may get an error when running the Dec 1 Count Calculations (off the File menu of the IEP Writer). If so, run the Dec 1 Checklist from the Reports menu. Look for missing data on columns that are vital to the report, such as: Race, DOB, etc.
• Run the First report on the December 1 Count Report menu to print out a list of all student. This will show the missing birthdates, missing races, the contradictory placements and incorrect classifications, etc. - so you can correct these things, before doing any re-calculations.
• Correct the student data in Student Input Screens 1-4 off the File menu.
• Run the December 1 Count Calculations off the File menu. Run the calculations for all reports.
• Go to the Report menu and run the reports individually or all at once.
• If you want to prove out any particular report with a list of the actual student that are behind the numbers, you will need to re-run the December 1 Count Calculations off the File menu for that specific report and then run the specific report. The support lists currently exist only for reports 1, 2, 4, 7, 8.   The Related Services report is its own menu item on the Reports menu.

Updated version 4.0 of IEP Writer "2001" works with Office 97, Office 2000, Office XP, Word 8, Word 9, Word 10, Windows 2000, Win NT, Win 98, Win XP.

A new version of IEP Writer 2001 was released on 11/27/02 with the latest requirements from the DOE), that will work with Windows XP (and Office XP), Office 97, Office 2000, Windows 98, Windows NT (service pack 6), and Windows 2000.  Do not use it with Windows 95, nor Office 95.  If you have a prior version of IEP Writer, you can download the upgrade file from the Web as above (iepver4x.exe), or you will be given a CD from the Regional director. If you have Office XP, you need Windows XP. It is wise to match the office product with its comparably dated Windows operating system product. You may not have a problem with Win 98 and Office XP, but I'd suggest the XP operating system with the XP Office system. 

There are now 3 separate versions of the IEP Writer program, depending upon which version of MS Office you have. There is a suffix on the end of the program now to match the Office version: Iep2001_XP, Iep2001_2K, Iep2001_97. The Update document covers this thoroughly.

If you have not yet installed IEP Writer, the full setup file is also available on the Web. You would need to get the appropriate password for either the full setup file or the upgrade file. Ask your district director.

Modifying the IEP template

If you are careful, you can change the IEP template so that you can customize your IEPs.  The first thing you need to know is how to make changes in it and some background perhaps on what the IEP Writer program is doing. Each time you create a new IEP document, you are calling on a template file to write most of the "boilerplate" and stuff in the student's biographical and educational data. This template is named "iep.dot" and is located in the same folder as the program. This is usually "c:\program files\iep writer 2001\" or if you are on a network, then it is some other letter than "c:".

If you mess this template up the program may not operate successfully. Therefore I also include in the program folder a duplicate template file called "iep1.dot". There are other templates for speech ieps and for eligibility conferences. You cannot open this template for editing by double-clicking on it in Windows Explorer. That will just create a "one off" document based on the template. You need to open Microsoft Word, then open the template file, by searching the program folder above for "iep.dot". 

Once the template is open you can make whatever additions you want. I don't recommend deletions in the template, otherwise the program may not function. Here is why. The program looks for markers within the template called "bookmarks". This is so it know where to position the embedded data. If you delete sections of the template, knowingly or otherwise, you will hamper the IEP Writer program to find the locations in which to insert data. In order to prevent deleting these bookmark, you should turn on "View Bookmarks" in the Tools/Options menu of Microsoft Word. A bookmark looks like a cross-section of an I-beam ( I ). Delete these at your peril!

Once you have made and saved the changes and overwritten the "iep.dot" file, you need to thoroughly test your work by creating new ieps and then altering them. You may delete these test ieps when done. If the program doesn't function, then erase the "iep.dot" file and copy "iep1.dot" to "iep.dot" - and start all over again. Please do not alter "iep1.dot".

Every time an update or fix occurs to this program, the "iep.dot" is overwritten. You should make a backup copy of your changed template, so that you do not lose your customizations. You will need to cut and paste these customizations by hand, each time there is a change in the IEP Writer program. Usually this occurs twice a year. However, when the program is updated, there is often a period of a month until all the new errors get caught and worked out of the update. So be alert to this and let the program shake out before you re-customize the "iep.dot" file.

Modifying Supplementary Aids and Services

Any user can do this change him/herself. All they need to do is go to Maintenance/Code Table and select "Supplementary Aids and Services" from the list. Then edit the right hand column. You would first need to stretch the rows vertically with the mouse to see that there are multiple items in the right-hand column that match the left-hand entry. Then delete the right-hand entries that you want. The code table changes will hold up between upgrades. I only overwrite the Test Modifications and Placements, since the wording is mandated by the State, I am told.

Rationale for Exemption doesn't display the entirety of what was entered in the Maintenance screen.

Student Data Screen #4 is where the Rationale for Exemption choices display. The dropdown list truncates the choice to 70 characters. If possible, enter less than 70 characters for the Rationale choice within the Maintenance screen, when you input new choices.

When updating, don't run the old version of the IEP program, namely "iep2001.exe" or "iep2001_win2000.exe"

Unless you change the desktop icons to point to the new version of the IEP program, you will corrupt the database and make it unrepairable. That is because the database structure changed and the old program will write to data fields that don't exist in the new database. The new program names are: iep2001_97.exe, iep2001_2K.exe, or iep2001_xp.exe. Which version you use depends on your version of Microsoft Word, if it is Office 97, 2000, or XP respectively. You can change the icon target by right-clicking the icon; left-clicking Properties; left-clicking the Shortcut tab; and changing the Target program name by adding the underscored suffix, based on your version of office.