ClearTrack 200

ClearTrack 200 is a web based software system designed to track all aspects of the special education process from referral through recommendations, including the development of the State mandated IEP and the retention of historical data. Compliance letters are generated through Microsoft Word. Users can generate a range of reports, including the special education portions of the state aid form, as well as other state required data extracts. Training on the submission of Medicaid reimbursement and electronic STAC claims through ClearTrack 200 and tracking of 504 students are included in this service category.

ClearTrack 200 is a comprehensive web based software system designed to manage data associated with the special education process, including CSE meeting information, evaluations, placement recommendations, and goals. The software includes state compliance letters and state IEP templates in Microsoft Word. Flexible reports can be easily run and previewed on screen, and custom reports can also be created which can be exported into Word or Excel. ClearTrack 200 also offers electronic submission of Medicaid reimbursement, STAC data, and state reports.

ClearTrack 200 application training includes instruction in the accurate use of screens, recommended techniques for compiling data and data entry, demonstration of reports and report capabilities, local table development, and generation of IEPs and letters. Additional training may include Medicaid processing and custom reports. Training sessions are modified according to the needs of district staff, which may include supervisory personnel, clerical staff, CSE members, evaluators, and service providers.

RTI Edge is designed for districts to easily manage intervention services. These include academic interventions and response to intervention (RTI) instruction beyond the general curriculum to identify students at risk of not achieving New York State Learning Standards. Designed to improve academic performance, they may include academic, attendance, behavior, guidance, counseling, and study skills.

RTI Edge - RTI Module will enable the district to monitor student performance by accurately tracking universal screening tests and scores, progress monitoring tools and results, and student-specific RTI interventions. This module will also allow the district to graph student results to help predict student success. WNYRIC will enable the RTI module, develop an implementation plan with the district and instruct districts on setting up the tables necessary to run RTI, provide up to two full days of onsite trainings during implementation and provide telephone support as needed. WNYRIC provides one day of onsite training after the first year. District provides a clearly documented RTI Plan to be used in the implementation process.

SMS Integration service enables the ClearTrack 200 and/or RTI Edge district maintained demographic and guardian information for all students the district is responsible for from the student management system to update ClearTrack 200 and/or RTI Edge through an automated nightly download/upload. No additional hardware is necessary. This will allow the district to streamline operations through more efficient information management and increased data accuracy. WNYRIC will setup and maintain download capabilities from SMS system and ClearTrack 200, instruct districts on procedures to review data errors, notify district SMS liaison with any errors in data. District must identify SMS liaison to assist with data correction and questions regarding SMS system data.

The ClearTrack County Medicaid Module is a web-based software system designed to be a complete billing system for counties participating in the Preschool Supportive Health Services Program (PSSHSP).


Workstation Requirements

PC Software

  1. Microsoft Internet Explorer 9, 10, 11
  2. Firefox (latest version)
  3. Google Chrome (not recommended but will work)
  4. Adobe Acrobat Reader 9 or newer to view PDF reports
  5. Word 2007 or later to view letters created

MAC Software ?

  1. Mac OS X or newer
  2. Apple Safari 6.0 or newer, Firefox (latest version)
  3. Adobe Acrobat Reader 9 or later to view PDF reports
  4. Word MAC 2008 or newer to view letters created

1. Provide T1 line or better for Internet connectivity to RIC.
2. Provide OS, browser, hardware, and software that meet vendor recommended requirements.
3. Ensure staff has Windows/Mac OS and Internet training.
4. Have or purchase an adequate printer.
5. Accept responsibility for forms and paper management as well as printing of reports. (Paper and supplies are aidable.)
6. Send appropriate staff to WNYRIC user meetings and workshops.
7. Designate a district ClearTrack coordinator.
8. Designate an appropriate number of turnkey teachers.
9. Ensure appropriate staff is available to verify converted data and for training at implementation.
10. Ensure appropriate staff is available during summer and fall to meet state reporting timelines.
11. Participate in meetings with WNYRIC staff as needed.
12. Have a secure e-mail system and provide appropriate addresses to RIC.
13. Receive and review all relevant announcements, directions, and documentation from WNYRIC and vendor.
14. Retain all records as required by the Records Retention and Disposition Schedule ED-1.
15. Create/maintain local (district) tables.
16. Allow remote access to server and/or workstations to RIC ClearTrack technician.

Data Warehouse:
1. Generate required NYS data extracts on a timely basis and notify WNYRIC when extracts are ready to load to Level 0.
2. Adhere to appropriate data entry methods into application in accordance with training to facilitate accurate data reporting.
3. Ensure data is correct in source system, as well as in the NYS Data Warehouse.
4. Submit a written request for any unscheduled data extracts.
5. Log in to Level 0 and PD Systems to review and validate data.
6. Ensure CIO participates in training on how to analyze, identify, and evaluate data issues.
7. Complete all required data verification and validation.
8. Lock data for transmission to Level 1 and PD systems on a timely basis.

WNYRIC agrees to:

1. Provide up to two (2) days on-site training/support (additional days may be purchased at the per diem rate).
2. Host user meetings.
3. Offer relevant group trainings at WNYRIC sites and/or online throughout the year.
4. Provide ongoing phone support.
5. Provide secure online access to application server located at RIC for RIC hosted districts.
6. Provide a means for purchasing necessary hardware, software, and networking and communication equipment to be utilized with this service.
7. Serve as liaison between the district and the vendor.
8. Ensure vendor is aware of and responsive to NYS Reporting changes and requirements.
9. Provide training documentation.
10. Maintain strict confidentiality.
11. Provide a meaningful web presence.
12. Provide secure online access to application server located at RIC for hosted districts. Ensure data backups via Tivoli (TSM). TSM Backup/Restore provides for the automated backup of selected application server data files to the IBM Tivoli Storage Manager (TSM) Server in the data center at the Erie 1 BOCES Education Campus. The IBM Tivoli Storage Manager Client software is installed on the servers, which sends the data over the network to the backup system. A tape copy of the data is kept on-site and rotated daily to an off-site storage location for security purposes. Tests are performed monthly on the backups to insure data integrity.

Data Warehouse:

1. Provide ongoing guidance on data entry into application, in accordance with NYS requirements, to facilitate accurate data reporting.
2. Load extracts to Level 0 for SMS supported districts and notify the district when data is ready to review and validate.
3. Provide DDC training on how to analyze, identify, and evaluate data issues.
4. Provide ongoing phone support to troubleshoot and correct data errors.
5. Serve as a liaison to SED for district questions regarding state requirements related to data reporting.

The WNYRIC utilizes cost effective best practices determined by research that allows our experienced and trained technical staff to perform robust testing and support of the WNYRIC network in the areas of security, infrastructure, energy management, virtualization strategies, disaster recovery and business continuity. Therefore, we are able to be a district advocate for vendor contract issues and aggressively negotiate contract pricing and performance terms.

Staff follows best practices in order to provide necessary security as it relates to the most recent student, teacher and principal data security and privacy regulations.

Service Desk can be reached Monday – Friday from 7:00 a.m. – 4:30 p.m. by calling (716) 821-7171, 1-800-872-0780, by email at servicedesk@e1b.org, or via live chat by clicking here. A representative will be available from 4:30 p.m. through 11:00 p.m. to assist you with calls regarding emergency situations. During all other hours and holidays, a caller will receive important information regarding coverage.