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Creating session logs

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These Lōkahi session log FAQs include questions on how to select students, create session logs, and complete the required session log fields. If you still need help, please contact the DOE help desk.

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How do I create a session log?

Go to Create a session log in the Lōkahi session logs navigation guide for instructions.

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I can’t find my related service or tiered service student. What should I do?

In the Add Student window, select Filter and select All Supports (incl Inactive), then Apply.

By default, the search returns only current related services and tiered services. Selecting All Supports includes services where the Session Date selected in the Select Provider window is after the service projected end date, but within 365 days of today’s date. Note that you can’t submit session logs for services provided more than one year before today’s date. If you’re still unable to find your student or service, please contact the student’s school administration to add you to the student’s service or team.

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Can I add a session log for a student that is not on my related service or tiered service caseload?

In the Add Student window, select Filter, then select Support Type and check Non-caseload. Select Apply.

When Non-caseload support typeis selected, you must enter a student’s first name or last name to enable the Search button. To remove the Non-caseload filter, select X on the Non-caseload filter tag. If you’re still unable to find your student, please contact the student’s school administration to add you to the student’s team.

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My student list is too long to scroll. How do I filter my list?

In the Add Students window, select Filter to use Support Type, School, Support Status, or Student Type options to filter your list.

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What is the Session Log Template?

If you selected more than one student, the first screen you see upon selecting Create Log is the Session Log Template. To simplify data entry, information entered in the template pre-populates the session logs for all your selected students. Entry on this screen is optional and any pre-populated information can be edited within each student’s log. Select Save & Next to proceed to your first student’s session log.

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After selecting multiple students, I want to remove one. What should I do?

To remove a student, select Add/Remove Students to display the Add Students window. From the Selected Student(s) field, select the X on the student you want to remove. Note that you cannot remove the current student or Ready to Submit students. Select Create Log to return to the Add Session Log window.

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After selecting student(s), I want to add more. What should I do?

To add students, select Add/Remove Students to display the Add Students window. Use Search to find students, then select + next to the student’s name to add to  Selected Student(s). Select Create Log to return to the Add Session Log window.

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After selecting multiple students, I want to cancel the process. What should I do?

When you are in the process of adding session logs for multiple students, you will be given 2 options upon selecting Cancel from a student’s Add Session Log window: 

  1. Cancel this student and remaining students: Select this option to cancel the current and remaining students and submit session logs for students on the Ready to Submit list.
  2. Cancel all, including Ready to Submit: Select this option to cancel creation of logs for all students, including those on the Ready to Submit list. No session logs will be submitted.

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Can I view or edit a session log for a student that is ‘Ready to Submit’?

When creating session logs for multiple students, the Ready to Submit drop-down list is displayed upon selecting Next on your first student’s log. Select a student from the Ready to Submit list to view or edit the session log.

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Why is my Provider Credentials field blank?

This field is blank when your provider credentials are not entered into your eCSSS User Profile. Please contact the DOE help desk to update your eCSSS User Profile.

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Why can’t I change my Provider and Provider Credentials in the session log?

Provider and Provider Credentials are read-only fields that display your name and credentials from your eCSSS User Profile. Please contact the DOE help desk to update your eCSSS User Profile.

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Why can’t I change the Session Date when adding a session log?

The Session Date is selected in the Select Provider window and is read-only in the Add Session Log window. The Session Date can be modified in Edit Session Log or when you clone a log.

Note that the Session Date must be on or within the Projected Start and Projected End Dates for Related Services and Tiered Services, and cannot be more than 365 prior to the current date.

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What if my student missed a session?

If your student did not attend a scheduled session, select the Student Not Available box, then select Reason Student Not Available. Add Comments, if applicable. All other session-related fields are hidden.

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When is the Referred By field displayed?

When you select Walk-in as the Primary Method of Contact, the Referred By field is displayed and marked as required. When Referred By is Other, you must also complete the Referred Description field.

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Do I need to calculate the Session Length?

Session Length is automatically calculated when you enter a Start Time and End Time. Alternatively, you can enter a Start Time and Session Length to automatically calculate the End Time.

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Do I need to fill out the Location Details field?

The Location Details field is optional if you want to document additional information about the session location.

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Do I need to fill out the Classroom Number field?

The Classroom Number field is displayed only when you select In-person as the Delivery Mode. Entering a Classroom Number is optional.  

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How do I complete the Target, Practice Element, Outcome, and Notes section?

Target, Practice Element, and Outcome fields are treated as a set, and all 3 are required for each set. Select a value from the Target, Practice Element, and Outcome drop-down lists, or start typing to narrow your options. You may optionally add Notes to provide justification of the outcome and/or a brief description of student disposition. Select + Add Target to add a maximum of 3 sets. Select the Trash icon to remove a set.

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What are the definitions for Targets and Practice Elements?

See Behavior Target and Practice Elements definitions.

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What if the target behavior I addressed is not on the Target list?

If you addressed a target behavior that is not on the Target list, select Other Targets: Other and type a brief description in the Other Target Description field that is displayed.

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What if the practice element I used is not on the Practice Element list?

If you used a practice element that is not on the Practice Element list, select Other Practices: Other and type a brief description in the Other Practice Description field that is displayed.

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How do I add another target set?

Select + Add Target to display a new set of Target, Practice Element, Outcome, and Notes fields. You may add a maximum of 3 sets.

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How do I delete a target set?

Select the Trash icon to delete a set of Target, Practice Element, Outcome, and Notes fields. At least one set is required.

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How do I complete the Progress Measures section?

Select a Progress Measure, then indicate the Measure Description, and enter a Score.  If you select BIMAS as the Progress Measure, select a BIMAS-related value from the Measure Description drop-down list. If you select Other as the Progress Measure, enter a brief description in the Measure Description text field. Enter a value in the Score field.

Select + Add Progress Measure to add a maximum of 3 progress measures. Select the Trash icon to remove a progress measure.

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What should I enter in Comments?

Comments is an optional field which may be used to indicate IEP Objective(s) addressed in the session and proposed next steps, if applicable.

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What is Provider Signature?

Select the Provider Signature checkbox, and your username and today’s date appear as your digital signature. Provider Signature is required to save your session log. 

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What is Submit and Clone?

Select Submit and Clone to save the current session log and create a copy. The copy simplifies data entry for a similar session log for the student. You can modify the copied session log before submitting. The Submit and Clone option is not available when creating session logs for multiple students.

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What is the Next button?

If you are creating session logs for multiple students, select Next to add the current student to the Ready to Submit list and proceed to the next student.

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Why can’t I select the Submit, Submit & Clone, or Next button?

The Submit and Submit & Clone buttons are disabled by default. You must complete all required fields on the page to enable these buttons. Similarly, when creating session logs for multiple students, the Next button is disabled by default. To enable the button, complete all required fields on the page, then select Next to proceed to the next student in queue.

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Can I include attachments to a session log?

No, providers can’t include attachments to session logs.

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Have more questions?

If you have additional questions, please contact the DOE help desk.

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