How to Update the Other 1 and 2 Service Fields of the Special Education Vendor Management Data View

This article will explain how the Other 1 and Other 2 fields are used and how start dates and minutes offered are imported into the Vendor Management Data View. OTs and SLPs should refer to knowledge base articles for their service areas.

Therapists providing "Other Services" (such as counseling, physical therapy, or vision services) are responsible for maintaining Other Services 1 and/or Other Services 2 therapy fields in the Special Education Vendor Management Data View.

• Other Services
• Related service minutes per month
• Other Services 1 Therapist ID and/or Other Services 2 Therapist ID
• Vendor - Other Services 1 (2024-2025) and/or Vendor - Other Services 2

Auto-Populated Start Dates & Services Offered Last 30 Days

POC's student log has recently been updated to include a new area/category called Related Services.  This section is used to log the following related services offered by third-party providers:

• Physical Therapy
• Counseling
• Social Work
• ABA or Autism Services
• Hearing or DHH Services
• Vision or TVI Services
• Nursing Services
• O&M Services
• Other Related Services (use this if your service area is not listed above)

The first time that you create a log using one of the log options listed above and indicate that the student has attended the session (either LiveLesson or face to face), the date of the log entry will automatically populate into the Vendor Management Data View.  This means that you will no longer need to manually update the field "Date this service started (2024-2025) in the DV.

Similarly, a new field has been added that automatically calculates the number of minutes offered to a student over the last 30 days.  This field updates daily and counts the minutes logged as being offered to the student based on the type of Related Services category selected in the log.  You can use this field to confirm that you are on track with serving students monthly.

Referral Status fields are still available for schools that use them.  Please follow the best practice guidelines below for these statuses if you work with a school that uses this field.

• Other 1 or Other 2 Referral Status:
  • Referral Needed: School selects this to indicate that the service is on the IEP, but 
    student hasn’t been referred yet.
  • Referral Sent: School selects this to indicate that a referral has been sent to the 
    vendor.
  • Therapist Assigned: School or therapist updates this field to confirm that a 
    therapist has accepted this assignment.
  • First Session Held: Therapist updates this field to confirm that the student has had their first therapy session.

Related Service Status is also available and is used primarily to document when a student with related services has withdrawn from the school or been dismissed from the service.  Please follow the best practice guidelines below.

• Related Service Status:
  • Receiving Services: Therapist should update this field after the student has had their first therapy session.
  • WD: This field auto-populates when a student withdraws from a school. If you see this option selected, it typically means that the student withdrew from the school and re-enrolled.
  • Discharged: This field should be selected if the student is dismissed from a related service area or exited from an IEP.
  • Services Attempted but Not Attended: This field should be selected by the therapist if they are attempting to hold sessions with the student, but the student has never attended.  Be sure to fill out the no show form and notify the special education leader and/or case manager if the continues to occur more than once.
• Date student was dismissed from this service (if applicable): If the student is dismissed 
  from a related service, the date of dismissal should be entered.