Using The EHCP/IEP Feature On TrackAble

***Click here to view the 'EHCP/IEP Video'***

IEPs (Individual Education Plans) and EHCPs (Education, Health and Care Plans) help schools document and track targeted support for pupils with additional needs. TrackAble makes it easy to create, manage, and share these records. While every school's layout may look slightly different based on their setup, the underlying functions work the same way.

Important Note: Your IEP or EHCP layout may appear slightly different from other schools because each school can customize their setup. However, all the features and functions described below work the same way across all TrackAble systems.


Adding an IEP/EHCP Record

To create a new IEP or EHCP record:

  1. Click the "Add" button
  2. Fill out the provided fields:
    • Any field marked with an asterisk (*) is mandatory—you must complete it before saving
    • The system will not allow you to save if required fields are empty
  3. Continue to the targets section

Setting Targets Within a Record

Targets are the specific goals you want the pupil to achieve.

Single-Term Targets:

  1. Choose the term for the target (e.g., Autumn 2, Spring 1)
  2. Enter the target details
  3. Click "Add Another Target" to add more targets in the same term

Multi-Term Targets:

  1. Click "More Terms" option
  2. Set a target that spans multiple terms (e.g., Autumn through Spring)
  3. This allows longer-term goals

Configuring Each Target:

For each target, you can:

  • Select a focus area (e.g., Communication, Motor Skills, etc.)
  • Add evidence (if required by your school setup)
  • Adjust the target status:
    • Mark as "Achieved"
    • Indicate "Evidence has been added"
    • Update as progress is made
  • Add multiple targets using the "Add Another Target" button

Tracking Progress

As the pupil makes progress toward their targets:

  • A progress percentage automatically displays in the records list
  • This shows at a glance how close they are to achieving each target
  • Use this to monitor and celebrate progress with parents and the pupil

Managing Your IEP/EHCP Records List

Sort Records:

  • Click on any column header (Pupil Name, Number, Date, etc.) to reorder the list
  • Useful for sorting by pupil, by IEP number, or by date created

Search Records:

  1. Use the search field to find records by:
    • Pupil name (e.g., "Sarah")
    • Keyword (e.g., class name "Year 3 Red")
    • Any other text in the record
  2. Results filter instantly as you type

Record Actions (Dropdown Menu)

Each record has a dropdown menu (arrow icon) with these options:

Archive:

  • When a pupil leaves the school, select "Archive" from the dropdown
  • The record is preserved but removed from active view
  • You can unarchive it later if needed

Copy:

  • Select "Copy" to duplicate an existing record
  • Create a new version for a different term or pupil
  • Make amendments to the copied record without affecting the original

View the Full Document

Viewing the IEP/EHCP:

  1. Press "Show" to open the full document
  2. The complete IEP/EHCP displays in a formatted view

Adjusting the Display:

  • Increase text size for easier reading
  • Decrease text size to fit more on screen
  • Zoom controls are available while viewing

Sharing & Distributing Records

Share the IEP/EHCP with parents, pupils, and professionals:

Print:

  1. Click "Print"
  2. Use your browser's print dialog
  3. Generates a formatted, professional document

Save as PDF:

  1. Click "Save as PDF"
  2. Saves a copy to your computer
  3. Share digitally or print later

Email Through TrackAble:

  1. Click "Email"
  2. Select recipients:
    • Parents/guardians
    • Local authority
    • External professionals
    • School staff
  3. Add a message (optional)
  4. Send

The email includes the formatted IEP/EHCP document as an attachment.


Workflow Example: Creating and Managing an IEP

Here's a typical workflow:

  1. Create — Click "Add" and fill out the mandatory fields
  2. Set targets — Add short and long-term targets with evidence areas
  3. Review — Click "Show" to review the full document
  4. Share — Email to parents or print for the file
  5. Track — Monitor progress percentage in the records list
  6. Update — Edit targets as the pupil makes progress
  7. Archive — When the pupil no longer needs the IEP, archive the record

Tips for Effective IEP Management

  • Complete all mandatory fields — The system won't save incomplete records
  • Use clear, specific targets — Vague targets are hard to track
  • Add evidence regularly — This helps show progress to parents and professionals
  • Review progress monthly — Keep targets current and relevant
  • Archive when appropriate — Keep active records list clean and manageable
  • Use search and sort — Find records quickly when managing multiple pupils

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