Information
The ESI Caselog is designed to assist Evaluation Chairs in meeting compliance timelines when completing Initial Eligibility and Reevaluation events. In-process metrics are displayed as the case progresses. By checking the Queue frequently, an Evaluation Chair will be able to monitor the ‘health’ of the current Phoenix evaluation event by using Caselog.
Colors schemes
White background: Associated event has not been locked in Phoenix. In most cases, errors can still be corrected at this point. |  |
Solid/filled background: Associated event has been locked in Phoenix. |  |
Timelines:
Sequence of colors:
Green | All dates/tasks are within the compliance timelines |
Yellow | At Risk: Dates/tasks are within the compliance timelines; however, the Due date of the event/task is approaching |
Orange | Warning: Dates/tasks are within the compliance timelines; however, the Due Date of the event/task is imminent. Immediate action should be taken |
Red | Not compliant: Due Date of event/task has passed |
Icon | Location | Meaning | Action to Take |
 | Queue – Event Status | Report Request submitted but file has not been received by Word Processing – between 11 and 20 days overdue | Send file to Word Processing |
 | Queue – Event Status | Report Request submitted but file has not been received by Word Processing – between 21 and 30 days overdue | Send file to Word Processing |
 | Queue – Event Status | Report Request submitted but file has not been received by Word Processing – more than 30 days overdue | Send file to Word Processing |
 | Queue – Attachment Status | The timeline has not started (i.e. appears in Attachment column when the IJR has not been locked) | N/A |
 | Queue – Attachment Status | Assessment Results have not been attached to the open event in Phoenix | Attach Assessment Results in Phoenix or check “No assessment results are needed” on Eligibility tab (when appropriate) |
 | Queue – Attachment Status | Assessment Results have been attached in Phoenix (number of attachments) | N/A |
 | Queue – Attachment Status | Assessment Results are not needed for this event | N/A |
 | Queue – Attachment Status | Assessment Results were not attached before the event was locked | Complete a Correction event and attach the Assessment Results |
 | Queue – Attachment Status | Assessment Results were not needed for this locked event | N/A |
 | Queue – Attachment Status | Assessment Results were attached to the locked event (number of attachments) | N/A |
 | Queue – Attachment Status | Assessment Results were not needed because the event was not completed (parent refused consent, etc.) | N/A |
 | Queue – NOM Status | The timeline has not started (i.e. appears in NOM when the IJR has not been locked) | N/A |
 | Queue – NOM Status | No Notification of Meeting has been completed and “stored” for this event | Complete, save and “store” the NOM for the Eligibility Conference |
 | Queue – NOM Status | Number of Notification of Meeting forms that have been “stored” | N/A |
 | Queue – NOM Status | IJR and Correction Event – Notification of Meeting is not included with those events | N/A |
 | Queue – NOM Status | Reevaluation – Only one Notification of Meeting has been completed, usually for the RED meeting | Complete the Notification of Meeting for the Eligibility Conference |
 | Queue – NOM Status | Number of Notification of Meeting forms included in a locked event | N/A |
 | Queue – NOM Status | IJR or Correction Event – Notification of Meeting is not completed for those events | N/A |
 | Queue – NOM Status | Event was locked in Phoenix with no “stored” Notification of Meeting | Contact the Help Desk |
 | Queue – NOM Status | Reevaluation – only one Notification of Meeting form was “stored” in the locked event. It could have been for the RED meeting or the Eligibility Conference. | If the date of the Eligibility Conference is incorrect, contact the Help Desk. The event may need to be deleted and reentered with correct meeting date. |
 | Queue – Timelines | The timeline has not started (i.e. appears in 60 Day and 10 Day columns when the IJR has not been locked) | N/A |
 | Queue – Timelines | Event is in process – timelines are within compliance | N/A |
 | Queue – Timelines – 30 Day, 60 Day, 10 Day, 3 Day | Task is still within the compliance timeline however the current date is close to the compliance date | Complete the task in question as quickly as possible (i.e. lock the event or submit the report request) |
 | Queue – Timelines – 30 Day, 60 Day, 10 Day, 3 Day | Task is still within the compliance timeline however the current date is very close to the compliance date | Complete the task in question as quickly as possible (i.e. lock the event or submit the report request) |
 | Queue – Timelines | Event has not been locked and the current date is beyond the event’s due date | Lock the event. If the Scheduled Date is prior to the Due Date, the icon will display as “Compliant” after locking. |
 | Queue – Timelines | There is a date error in the open event (i.e. the Scheduled Date of the Eligibility Conference is prior to the date consent was received) | Correct date error. For assistance contact the Help Desk |
 | Queue – Timelines | The metric being measured is not compliant (i.e. more than 10 days have passed since the date of the Eligibility Conference but the report has not been submitted to Word Processing) | None. Once the maximum number of days has passed the error cannot be fixed. |
 | Queue – Timelines | No Notification of Meeting with Scheduled Date after date of consent | Complete Notification of Meeting for Eligibility Conference. |
 | Queue – Timelines | Timelines are compliant in the locked event | N/A |
 | Queue – Timelines | The metric is not applicable for this event because the event was not completed (i.e. parent refused or rescinded consent before testing was started) | N/A |
 | Queue – Timelines | The timeline for this indicator was not met prior to locking the event | N/A |
 | Queue – Timelines | There is a date error in the event (i.e. the Scheduled Date of the Eligibility Conference is prior to the date consent was received) | Contact the Help Desk for assistance. The locked event may need to be deleted and reentered. |
 | Queue – Timelines | Metric could not be calculated because of issue with the data | Contact the Help Desk for assistance |
 | Caselog – Metrics | The timeline has not started for this particular metric | N/A |
 | Caselog – Metrics | The metric is currently in-process and compliant | N/A |
 | Caselog – Metrics | The Notification of Meeting for the Eligibility Conference has not been “stored”. The date must be after consent received date on PWN. | Complete and “store” the NOM for the Eligibility Conference |
 | Caselog – Metrics | Displays the number of days remaining before the compliance date. Green = compliant. | N/A |
 | Caselog – Metrics | Displays the number of days remaining before the compliance date. Task is still within the compliance timeline however the current date is close to the compliance date Yellow = “At Risk”. The color changes based on the timeline for the specific metric. | Complete the task in question as quickly as possible (i.e. lock the event or submit the report request) |
 | Caselog – Metrics | Displays the number of days remaining before the compliance date. Task is still within the compliance timeline however the current date is very close to the compliance date Orange = “Warning”. The color changes based on the timeline for the specific metric. | Complete the task in question as quickly as possible (i.e. lock the event or submit the report request) |
 | Caselog – Metrics | Displays the number of days past the compliance date when compared to current date | Complete the task in question as quickly as possible (i.e. lock the event or submit the report request). If the Scheduled Date of the Eligibility Conference is prior to the Due Date the indicator will return to “Compliant” after the event is locked. If the deadline for the task has passed, the indicator will remain “Not Compliant”. |
 | Caselog – Metrics | Current date is past the Due Date of the Event | Lock the event. If the Scheduled Date is prior to the Due Date, the icon will display as “Compliant” after locking |
 | Caselog – Metrics | There is a date error in the open event (i.e. the Scheduled Date of the Eligibility Conference is prior to the date consent was received) | Check all dates in the open event. Contact the Help Desk for assistance if unable to determine the problem. Never lock an event with this error without checking with the Help Desk. |
 | Caselog – Metrics | There is a date error in the locked event (i.e. the Scheduled Date of the Eligibility Conference is prior to the date consent was received) | Contact the Help Desk for assistance. The locked event may need to be deleted and reentered. |
 | Caselog – Metrics | Metric could not be calculated because of issue with the data | Contact the Help Desk for assistance |
 | Caselog – Metrics | Compliance Indicator – Displays after the metric has been finalized. Green check mark means the Metric is compliant | N/A |
 | Caselog – Metrics | Compliance Indicator – Displays after the metric has been finalized. Red X means the Metric is not compliant. | N/A |
 | Caselog – Metrics | Alert to a serious issue with the data that requires immediate attention. Evaluation Report Request cannot be submitted if this icon is visible. | Contact the Help Desk for assistance |
 | Caselog – Eligibility | Assessment Results have not been attached to the open event in Phoenix | Attach the Assessment Results prior to locking |
 | Caselog – Eligibility | Assessment Results have been attached to the open event in Phoenix (number of attachments) | N/A |
 | Caselog – Eligibility | “No assessment results are needed for this evaluation” was selected (number of attachments will show if something was attached to the event) | N/A |
 | Caselog – Eligibility | Assessment Results were attached before event was locked (number of attachments) | N/A |
 | Caselog – Eligibility | Assessment Results were not needed for the event (number of attachments will show if something was attached to the event) | N/A |
 | Caselog – Eligibility | Assessments Results were not attached prior to locking the event in Phoenix. | Complete Correction Event and attach Assessment Results |
 | Queue – Event Process Caselog – Event Process | A Correction Event is in process or has been completed for this event. | N/A |
In-process Metrics
In-process metrics are located at the top of the Summary tab inside an event of ESI Caselog and are used as in-process measures to support the staff in making the necessary efforts to remain within compliance.
The 1st Metric- Referral Accepted to PWN Issued (Initial) or Request/RED Date (Reeval) to PWN Issued- The Evaluation Chair has 30 days from the date of the parent request for an initial OR 30 days from the date the RED (or parent request) was finalized to issue the PWN to the parent(s) for consent.
The 2nd Metric- Consent Received to Eligibility Conference -The Evaluation Chair has 60 days from the date the consent is received to hold the Eligibility Conference.
The 3rd Metric- Eligibility Determined to Ticket Submitted to Word Processing -The Evaluation Chair has 10 days from the date of eligibility to submit the evaluation report to Word Processing.
The 4th Metric- Ticket Submitted to Word Processing to Mailed to Parents -The Word Processor has 3 days from receipt of the request to send the evaluation report to the parent.
Event Status Indicators
Event Status on Queue | Initial Eligibility Event | Reevaluation Event |
Processed – Referred | IJR is ready to be completed | N/A |
Referred | IJR has been locked | N/A |
Reevaluation in Process | N/A | Reevaluation has been added to Caselog by Evaluation Chair |
Evaluation Completed | Initial Eligibility Event has been locked | Reevaluation Event has been locked |
Report Request Submitted | Evaluation Chair has clicked “Send to Word Processing” on the Evaluation Report Request tab | Evaluation Chair has clicked “Send to Word Processing” on the Evaluation Report Request tab |
Processing Report | A Word Processing Secretary has clicked “Assign to Me” on the Unassigned Reports Submitted Queue. The report is being processed | A Word Processing Secretary has clicked “Assign to Me” on the Unassigned Reports Submitted Queue. The report is being processed |
Report Sent | Word Processing has sent the report to the parent and entered Date Report Sent to Parent on Word Processing tab | Word Processing has sent the report to the parent and entered Date Report Sent to Parent on Word Processing tab |
File Received | The Word Processing Secretary has received the file from the Evaluation Chair and entered the date File Received at CO on Word Processing tab | The Word Processing Secretary has received the file from the Evaluation Chair and entered the date File Received at CO on Word Processing tab |
Completed | Word Processing Secretary has reviewed the file, Sent it to Student Records and clicked “File Sent to Student Records”. Student is removed from all queues. | Word Processing Secretary has reviewed the file, Sent it to Student Records and clicked “File Sent to Student Records”. Student is removed from all queues. |
Evaluation Not Completed | Initial Eligibility event was NOT created and could not be completed (i.e. parent no response to PWN, parent refusal to consent to an evaluation, the RED Not Completed) Initial Eligibility event was created; however, the evaluation was NOT completed (i.e. parent rescission of consent before testing started, student moved before testing started) | Evaluation was created and locked down, but no report written (i.e. parent rescinded consent before testing started, parent refused the evaluation, student moved before testing started) |
Evaluation Not Warranted | Team determined that an evaluation was not warranted through a joint review | N/A |
The ability to correct errors can be made as long as the event has not been locked in Phoenix