DWA-Encore! FAQ's (Frequently Asked Questions)
Issues
Encore Issues
Logging In
Adobe Acrobat Reader
Forms
Locking and Other Questions
Computer Issues
What do I do if I don’t have a computer?
Contact your District Help Desk (619-725-7500) or your School Site Tech.
What do I do if I don’t have an adequate computer (i.e., Windows ‘95)?
Contact your District Help Desk (619-725-7500) or your School Site Tech.
I have a donated computer and it won’t work with Encore.
The District does not support donated computers or personal/home computers
I am unable to print, what do I do?
There are several ways to print. Use the “print” icon on the Adobe toolbar, or use the ‘Save & Print’ button on the form. For some, the File, Print function from Internet Explorer menu sometimes produces a printed copy and sometimes prints a blank sheet. If using a Mac with Citrix, you must open Uniprint first. For other issues, please call 619-725-7500.
Encore Issues
Logging In
I don’t have a log in.
Encore users who have attended training have logins.
When double-clicking the Encore! Login icon on a Macintosh, I get
an “Error
51” message. What do I do?
This occurs when Citrix cannot locate the appropriate server. If you have
tried to access Encore several times, a number of “Launch ICA Client” icons
may be visible on the desktop. Move these files to the trash and empty the
trash and reconfigure the Citrix settings by running the “Error 51
Fix” described on the Special Education website http://www2.sandi.net/specialed/index.html.
If you are unable to access Encore after configuring Citrix, contact the
District Help Desk.
Adobe Acrobat Reader
While working in a form the cursor changes and no longer looks like
a "hand." As
a result, I can no longer enter data in the shaded fields.
This problem occurs when an Adobe Acrobat function is accidentally activated.
Go to the Acrobat Toolbar at the top of the form and click the "hand" icon.
The cursor should once again show as a "hand" and data can be entered
into appropriate fields.
Adobe is unable to launch on my computer.
If the form is white, click the Refresh button in the Internet Explorer window
or click on “Return to Event Group” and then click back into the
form.
Adobe is not editable.
If the form is white, click the Refresh button in the Internet Explorer window
or click on “Return to Event Group” and then click back into
the form.
Forms
Printing problems arise when I use the "Save and Print" button
found at the top and bottom of each form.
When printing a form, use the "Printer" icon found on the Adobe
Acrobat toolbar.
Is there a built in spell check feature with in the forms?
There is not a built in feature with the free download of Adobe Acrobat
Reader. Spell check comes with a purchased copy of the Adobe Acrobat Distiller
program.
I don’t have an Encore icon on my desktop, how do I get into
Encore?
Double click the Internet Explorer icon on your desktop and enter the
URL into the address line. https://dwa.encore.sandi.net/Encore/Login.aspx
I am unable to make the Meeting Notice compliant.
The “received by” date in the bottom right corner needs to be
entered.
The form is still required after clicking on the Save & Close
button.
Complete required fields with a N/A denotation if the question doesn’t
apply.
How do I appropriately use the Abandon function?
Never use the Abandon link. If you need to add the event again, it will not
be available. Contact your SE-SIC (data clerk) for assistance.
I am unable to save data.
Verify the correct Adobe version. Contact your SE-SIC (data clerk) if
you continue to have this issue.
There is not enough room to write a report.
Add an additional second page, or work as a Transdisciplinary/Multidisciplinary
Team to complete the IEP.
The font is too small.
All information must fit to a page. The font appears smaller using Citrix
and printing from a Mac. De-select ‘Shrink oversized pages to paper
size.’
The cut & paste function is not working.
The cut and paste keystrokes depends on whether you are using a PC or
a Mac.
PC - Use Control + C to Copy, Control + V to Paste.
Mac – OS 9.1 - Use Command + C to copy, Command + V to paste
Mac – OS X – Using Citrix, (acts like a PC), use a combination
of keys. When copying from Word/Notepad, use Mac keystrokes, when pasting
into Encore use Control + V (PC keystrokes).
How do you use additional Assessment Report Groups?
Use the Transdisciplinary/Multidisciplinary approach and write Assessment
Reports together. Consult the members of your Special Education team
to decide how this will be done on an individual basis.
I’ve heard we are not using the Team Meeting notes anymore.
Is that true?
The use of the Team Action form is to document information but is not
required.
Do we need to use the ESY and Transportation forms this year?
These forms will not be required until the district notifies you. They can
be used as a worksheet but are not a required form. If you start to fill
it out and click on the “save and close” function on the form
rather than using the Return to Events link, however, it must be completed
in order for the form to be compliant. In order to avoid having to fill
out the form, click on “Return to Event Group” in the upper
right hand corner of the forms screen and click on it. This will prevent
you from having to fill out the form even if you have typed in it.
I am unable to open the ‘shared’ form.
Click on the ‘active’ link from your original event (the
event with the same name that is underlined). The form is shared between
2 events.
I am unable to enter a service on IEP Page 1. The drop down doesn’t
display choices.
Complete the Signature Page and select a Recommended Primary Service Option.
Locking and Other Questions
I am unable to lock an event.
Please refer to your Encore Event Map.
All forms related to an event group are complete and compliant, but when
I try to lock the event group, I get numerous messages that seem to contradict
one another.
Consult your event map to make sure that all the appropriate events have
been added together in the same event group. Without the proper events in
the appropriate places, the event group will not lock.
If possible, work with each event separately, completing forms before adding
another event within a group. For example, an initial IEP event group includes
the events "Initial IEP Meeting," "Develop IEP" and "Consent-Initial
Placement." Completing each event before adding the next should resolve
the issue of multiple messages.
I receive a “Draft in Progress” message when I’m
adding an event.
This means that there is already an event open that has not been locked.
It is an option to import the existing event with the upgrade to 6.2.With
this feature it is possible to combine events. This can happen with a Triennial
Review and an Annual Review, for example. If you do not wish to import the
event, click ‘cancel’ from the ‘Add Event’ screen,
return to the ‘Events’ screen and select the existing system-generated
event.
I receive a ‘System Administrator’ error message.
Click on a link (i.e., Events or Forms) and re-create your steps. Contact
your SE-SIC (data clerk) if this continues.
I receive a dialog box that states ‘Run-time error. Do you
wish to debug?’
This may indicate that the session has timed out. Click “no”.
How do you add new services to an existing IEP that was just done in the
SIS and moved into Encore?
Select the event Additional IEP Review and complete the forms to do an addendum.
I receive a ‘Permission Denied’ error message and must
perform a Folder Transfer.
Refer to training documentation (Quick Reference Guide) or the DWA website
under “Student and Special Ed Services” then “Encore Support”.
Look under “Job Aids”. There are step by step instructions on
how to perform a folder transfer.
I receive a ‘No records to display’ message.
Active student records in Zangle (SIS) are updated 2-3 times a week. In the
future, it will automatically update every night. Verify that your student
is not in Encore by searching again with fewer criteria.
I receive a ‘No records found’ message.
This message usually is displayed when the student is in General Ed and means
there are no Special Ed records. When the Special Ed events are added,
such as referral, events will be added to the student’s record.
I am getting a date error.
This is normally in response to the Triennial Evaluation date which begins
45 days prior to the actual IEP meeting (Triennial Review meeting).
The Extended School Year calendar has been updated to reflect accurate
dates.
Will general education teachers have access to Encore in the future?
General Education teachers will be trained in Encore for purposes of Intervention
and 504.
Which event do I use to exit a student from Special Education services?
Students are exited from Special Ed during the Triennial Review. The Triennial
Review has the forms required to exit a student. Refer to the Event Matrix.
If I get assigned a new school how do I add it to my school list?
In order to add a school to your school list, contact your Special Ed-Student
Information Clerk (Data Clerk) at Wiggins.
How do I unlock an event once it has been locked?
In order to unlock an event or an event group, please contact your Special
Ed-Student Information Clerk (data clerk).
How do I attach documents such as outside assessments to my IEP?
Currently, these are inserted into the permanent container in hard copy form.
Internet Issues
I am not connected to the internet at my school site.
All schools are online and if able to access the web, should have access to Encore.
Verify the URL address and that others are able to access the site.
I don’t have connectivity in my classroom.
Contact your District Help Desk (619-725-7500) or your School Site Tech.
Training Issues
Where do I find out about upcoming training?
Look on the DWA website under Student and Special Ed Support>Encore Support>Training Schedules>4GL Training Page>Training Schedule. There is also a help camp schedule posted there.
What other opportunities are there for me to see more about how Encore! works?
There are CBTs (Computer Based Trainings) available at http://4glschools.com/sandiego You must enter the user name and password. The password changes monthly. Watch the user group information for the current password.
