aSAP! Closing out cases and Preparing Form 4092 for
the End of Year Reporting
I. Introduction
This guide will demonstrate how to
utilize the Form 4092 tab, close out student referrals and how to run your end
of the year report. The guide will be
divided into these 3 important sections. If you have any questions, please contact our Support Team at support@hibreporting.com.
II. How
to use the Form 4092 tab for each student referral
Hopefully, you have used the Form
4092 on each case throughout the year. Remember, we highly recommend that you start and use this form
throughout the year rather than waiting till the end of the year and complete
them all.
Form 4092 will pre-populate some
of the information from each referral. When
you want to utilize this tab, click on it and the following page will appear:
To see what information is
pre-populated and to complete the form for each case, click on the Autofill
Available Field button. You will be then
directed to read a box. Please read and
if ready, click ok. You will then notice
that some of the information is pre-populated.
Now, just scroll through the Form
4092 for this case and complete each statement. When you have completed the form, click on the Save and Continue
tab. The information you put in Form
4092 will be saved. You may now continue
to work on this page.
If you are ready to close this
case, you can also click on the Approve and End tab at the bottom left of the
page.
The program also creates a bubble
sheet of Form 4092 for you as well. As
you input and complete the data in Form 4092, the information will also be
saved in a bubble sheet report. You can
open this up, if necessary, by clicking on the Generate Annual PDF. You now have a paper copy of each case’s Form
4092.
Again, approving and closing out
cases is easily done. First, if you are
sure you are ready to close out any specific cases and Form 4092 information is
completed for this case, scroll to the bottom of the page and find the Approve
and End Plan tab. It is located at the
bottom of each case you have open.
Click on this tab. The case is now closed and can be located in
the Closed Plan section of aSAP. The
information is also saved in the Form 4092 end of year report in Reports icon
in the menu bar.
I. Closing
out student referrals (making sure all cases all closed out)
Each student referral case must be
closed out at the end of year and can be done by the school or district
coordinator. You cannot run a report of
cases that have not been approved and closed. As a courtesy, EDS will review your individual SAP cases at the end of
May and let you know, if necessary, if there are still any open cases that need
your attention. You can actually find
which cases are still open by clicking on the small calendar located in the
upper left of the SAP team page.
That calendar looks this:
When you click on the calendar you
will see a list of SAP plans still open. Each case will have the following tabs associated with them.:
Edit- sends
them directly to PDE 4902. Once there,
you can complete the form and close the
case.
View-
Opens the pdf document (the bubble sheet). This only shows you the status of the Form 4092 for this case. If
you need to make changes, go the Form 4092 tab on each case.
Approve and close- approves
and closes without entering the document. If you click this tab, the case will be closed and the information will
be saved on Form 4092.
Once all cases are approved, you
simply need to click ready to submit to the state for every school.
Once its ready to submit to the
state, we will contact them and submit their information to the state.
I. Running the End of Year Report(s)
As you know, Form 4092 must be
submitted to the state at the end of each school year. Our support team can help you with the upload
if you have questions or we can upload it for you.
Find this icon in the menu bar 
. This is the Report icon. Clicking
on it will take you to page that has simple drop down tabs. You can run end of year reports for each building
or a district wide report.
The report that is required can be
created by completing these 3 tabs:
Report/Graph Type
Year
When you complete, those 3 tabs, click
on the Run Report tab. Your computer
will download an Excel spreadsheet with all the Form 4092 information. You can submit this to the state.
If you choose to have the program run other reports, you can also
create them by opening the other tabs in the Reports icon.
Simply, open these drop down tabs and choose the report that you
want to run:
Referral Source
School Service Recommended
Don’t forget – you can let us handle the uploading of Form 4092 to
the state. Simply, let us know and we
handle this. Once the state accepts your
report, we will then notify you via email.
