Arizona Department of Education Exceptional Student Services Vouchers System RTC User.

Arizona Department of EducationExceptional Student Services

Vouchers SystemRTC User

Request Access

To obtain ADEConnect ID and Password and access to the ESS Vouchers System, request

access from either:

Annie Sheppard 928-637-1863 or

Deniece Hammons 928-637-1869

You will be given permission as an RTC User.A Login and Password will be sent to you.

Login

ADECONNECT

Link for ADEConnect: http://www.azed.gov/

Use the Login ID and Password assigned to you.

If your entity is set up with SIS (Student Information System), you will enter information through SIS and will

not need to enter a password.

Login ID

Password

After logging into ADEConnect, you will see a page similar to this. Select Exceptional Student Services

Vouchers under your facility’s name.

To enter an Initial Education Voucher Application, select New Application from Manage Application(s)

in the drop-down menu.

Drop-down menu choices

Enter a SAIS or Voucher ID number.Click on the green Search button.

The system will search the SAIS database (if you entered a SAIS ID) or the Vouchers database (if you entered a

voucher number) and return with pre-populated information available from the database.

Search buttons

If you do not have a SAISor Voucher ID number, use the orange Search for SAIS/Voucher ID button to search by name.

The system will prompt you to enter First Name, Last Name, and DOB. Click Find Existing Student to search for the student in the system.

Student Has Active EnrollmentIf a student is still actively enrolled in another facility, the form

will not populate but will return an error message.If a student is actively enrolled elsewhere, contact that facility

to have them exit the student one day before entry at your facility.

Message when student has active enrollment

If student details you provide do not match any students in SAIS, you will receive the message below.

If no matching students are found, you will need to contact the Home School District and ask them to create a SAIS

number for the student.

Message if student has no active enrollment and no SAIS number

As the RTC user, you must complete the fields that have not been pre-populated.

Note: Fields with an * are required fields. The application cannot be processed until all required fields have been completed.

VictorVoucher

Vanna Voucher

123456

HSD information will be auto-populated from SAIS information. If you see the wrong HSD or last school attended, contact the

school and ask them to make corrections in SAIS.

Note: It is extremely important to enter correct email ad

Victor

VoucherVanna

Voucher

123456

FAQsQ: What if I don’t know the parent information?

A: The system will let you enter TBD for the address and zeros for the phone number. You can update these after the HSD approves the application. Enter these as soon as possible so that the HSD will have information they need to schedule meetings.

Q: What if I can’t figure out the HSD within the five-day window?

A: If there is no information in SAIS for this student and still have not identified the last school of attendance, do not wait! Use the default school district, which is the district where your facility is located. You can submit it to the school district and if it is not the correct HSD, they can reject it and send it back to you. You will still be in the five-day window.

Entry Date• For payment purposes, you must enter voucher applications

within five days of student entry. • The five-day window will not allow you to input an entry date

that is more than five days before the date you enter the application in the system. (R7-2-404-B-2)

The calendar drop-down highlights 5 calendar days as the only choice.

Victor

Vanna

Tips for Entering Initial Applications• All required fields are marked with a red * (asterisk). If you do not enter information, you will

keep getting a red error box around the missing field. • You can change some of the pre-populated information including parent information.• Date fields are all drop-down calendars.• Telephone number fields require only numbers, no dashes (ex., 7774743282).• Using your Tab key will take you to the next field except for the HSD field; there you have to

place your cursor in the Email field.• You cannot save a partially completed application.• Once all of the fields are completed, select Submit for Approval or Cancel if you don’t want to

proceed. • System will time out at 20 minutes. Incomplete applications will not be saved.

Submit & Cancel buttons

Red error boxes

Each red error box error will be listed.

Fields Successfully Completed

• When an application is completed and entered into the database, you will see:

– An application ID number and a student ID number assigned at the top of the application.

– Workflow History at the bottom of the page.

Confirmations

• Once the Initial Education Voucher Application has been submitted, two emails will be generated.

– One email will be sent to the RTC user to confirm that the Initial Education Voucher Application has been initiated (your verification).

– One email will be sent to the home school district (HSD) user requesting approval of the application.

Example of Email Sent to RTC User

Voucher,Victor

Voucher,Victor

Example of Email Sent to HSD User

Victor Voucher

Voucher,Victor

● To see the Application, go to:Manage Application(s) tab.Select All Applications.

You will see a list of all applicationsassociated with your site.

● Click on the View button next to the application to see the application information.

The Voucher ID will not be issued until the HSD approves and submits the application.

In the field Application Status, you will see where the application is in the workflow. In our example, it is Pending with HSD (waiting for the HSD to approve the application you submitted). At this point there is nothing else for the RTC to do other than to wait for the HSD to approve the application.

Voucher, Victor123456

Notes• As an RTC user, you will not be able to modify the

Initial Education Voucher Application once it has been submitted to the HSD.

• Once the application has been approved, you can modify the state placing agency (SPA) contact details and enter Exit information for the student.

• You can view all of the applications that have been approved for your site by selecting the Approved Student(s) tab.

What If I Make a Mistake?• Before you submit an application, double-check

everything!

• If you realize that you submitted an incorrect application, contact the home school district (HSD) immediately and ask them to Reject the application (red button).

• When it comes back to you, you can correct the information and resubmit the application.

• If they have already approved it, you will not be able to make changes.

Continuing Applications

• The other applications that you, the RTC, will initiate are Continuing Application(s).

• You will submit them to the state placing agency (SPA) and the HSD much like the Initial Education Vouchers just prior to July 1st.

• There will also be a five-day window before July 1st for submitting Continuing Application(s).

Continuing Applications

• Complete Continuing Applications in the same way as Initial Education Vouchers.

• When you submit an application, an email to you, the RTC user will be generated indicating that the application has been submitted.

• A second email will be generated and sent to the state placing agency (SPA).

Continuing ApplicationsProcess

• Submit Continuing Applications to the state placing agency (SPA) for their approval first.

• Once the SPA approves the application, it will then go to the home school district (HSD) for their approval.

• You will be able to see the status of each application in the Workflow History.

You can view all of the applications for an individual student.

Select the View button to display all information in the application.

This screen shows the Application Status, either Approved or Auto Reject: Student Exited.

Voucher, Victor

123456

123456

123456

123456

123456

123456

Processing a ClaimUnder Manage Application(s), select Manage Claims.

Diligent, Dan

Meadows, Summer123456

123456

Under Manage Claims, you can:

A. Enter an Exit Date and Exit Reason and Save Changes (blue button) for processing later.B. Submit for Payment Processing (green button).C. View the claim’s Workflow History.D. See the status of a processed claim.

Studious, Stan

Meadows, Summer

Voucher, Victor

Student, Exceptional

Diligent, Daniel

123456

123456

123456

123456

123456

Processing Claims

• To enter an Exit Date and Exit Reason, click on the box for the claim you want to edit.

Studious, Stan

Meadows, Summer

Voucher, Victor

Student, Exceptional

Diligent, Daniel

123456

123456

123456

123456

123456

Processing Claims

Select the Exit Date from the calendar.

Studious, Stan

Meadows, Summer

Voucher, Victor

Student, Exceptional

Diligent, Daniel

123456

123456

123456

123456

123456

Processing Claims

Select the Exit Reason from the drop-down menu.

Studious, Stan

Meadows, Summer

Voucher, Victor

Student, Exceptional

Diligent, Daniel

123456

123456

123456

123456

123456

Processing Claims

To save the change for later processing, select the blue Save Changes button.

Studious, Stan

Meadows, Summer

Voucher, Victor

Student, Exceptional

Diligent, Daniel

123456

123456

123456

123456

123456

Processing ClaimsTo select claims for processing:

1) You can select the check box in the header row (this will select all of the available claims) or

2) You can select the claims individually.

Studious, Stan

Meadows, Summer

Voucher, Victor

Student, Exceptional

Diligent, Daniel

123456

123456

123456

123456

123456

Processing Claims Select Submit For Payment Processing to process the claims. The system will return with a screen showing

which claims are being processed and the claim status.

Studious, Stan

Meadows, Summer

Voucher, Victor

Student, Exceptional

Diligent, Daniel

123456

123456

123456

123456

123456

To exit the ESS Vouchers system, select Logout.

Help Options

Use the Help menu on the Vouchers page, to select:

• FAQs

• Contact Us