Frequently Asked Questions
Posted 1/15/2008
For more information regarding IMACS and General Supervision, please visit our Program Monitoring and Improvement Planning web page.
ACCESS TO IMACS
NOTE: If the agency has not requested a Login ID for the IMACS system, you will need to do so through our IT department using the DESE Web Systems User ID Request Form which can be found on our website at: https://k12apps.dese.mo.gov/webapps/securityforms.asp. Please make sure someone at the agency is designated as the administrator for the IMACS, as this person will grant agency level duties.
1. When I log in, I'm logged out immediately.
You will need to e-mail IT at: webreplyafsit@dese.mo.gov asking them to add you to the IMACS table.
2. 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 has administrative rights for the IMACS, usually the superintendent. The agency administrator needs to grant agency level access, using the "Agency Maintenance" screen at the bottom of the IMACS Homepage. If the administrator receives the same, "No duties assigned..." message, they will need to e-mail IT at: webreplyafsit@dese.mo.gov and ask that that person be granted administrative rights on the IMACS table.
3. I can see everything, but I just can't enter.
The agency administrator must make sure that "view only" access isn't checked under Agency Maintenance screen. This "view only" will override all other access.
CONDUCTING MY SELF-ASSESSMENT
NOTE: 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.
4. Will DESE tell me what files to use for my self-assessment.
No, instructions for file sampling and an example of a agency file review can be found in the "4th Cycle Self-assessment Procedures" packet that was provided during the training. Please keep in mind that the file sample must be a good representation of your agency.
5. 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.
6. 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 you information returned to you.
7. 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).
8. When entering the Initial Evaluation Timelines, do include student where were found ineligible for special education services?
Yes, include all student referred for initial evaluation between July 1, 2007 and April 30, 2008.
9. Do I send my self-assessment files to DESE?
No, do not send/upload documentation for self-assessment file reviews to DSE 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.
10. 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 DESE?
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.
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.
11. Where can I find information about improvement planning?
For information regarding improvement planning, please visit our website at: http://www.dese.mo.gov/divspeced/DataCoord/IPindexpg.html
CORRECTIVE ACTION PLAN (CAP)
12. I entered my CAP information, how do I submit?
You will need to click on each item and submit it using the "Submit" button at the bottom of each screen.
13. 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 (via upload, mail or fax). 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 into IMACS and submit it to DESE.
14. I'm working on my CAP, am I also required to submit an Improvement Plan?
No, unless you received an on-site focused monitoring last school year. If so, it would be best if you spoke to the supervisor that conducted that review.
15. Can I submit my CAP to DESE as an upload in IMACS or on paper via Fax or mail?
No, the information will need to be entered into IMACS in the appropriate areas. When the CAP screen opens in IMACS, you will see a list of indicators where the agency was found out of compliance. Clicking the description of each item 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 item will need to be submitted using the "Submit" button at the bottom of each screen.
