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“Big data is called big-data because there is a lovely, roly-poly, likeable never-ending load of it.”
-Martyn Richard Jones
Please ask your staff and coworkers to sign up for our GovDelivery notifications. This will ensure they receive the latest updates about the ESIT DMS system as well as our monthly Known Issues Document.
In the month of February 2024, ESIT Help Desk staff processed:
- 166 data fixes,
- 434 administrative changes,
- 320 requests to give school districts access to IFSPs.
2024 Help Desk Data Fixes
If your program is implementing changes and you can anticipate that administrative changes in child records will be required, please notify the ESIT Help Desk ahead of time so we can anticipate the influx in requests.
Top 10 Data Fix Requests, 2019 through 2024
The Helpdesk will be processing requests Monday through Thursday with limited support on Fridays. Most Friday requests will be assessed in the order received on Mondays. Thank you for your patience with our team during this time.
The compliance period for FY 2023 is from January 1 to March 31. During this time, we will pull reports from Indicator 1, 7 and 8 (compliance indicators) from the DMS and vet them for accurate data entry. Users can be proactive in anticipation of the upcoming compliance period and ensure that all data is entered accurately and in a timely manner. If data fixes are needed, these should be requested as soon as possible to allow time for the work to be completed prior to the beginning of our compliance monitoring work. Users have access to the federal indicator reports in the DMS and can pull the data at any time. For assistance with accessing the reports, please contact the ESIT Helpdesk.
We kindly request that users review their referral tab and remove any referrals that did not progress to record creation or may have been duplicated. This action will assist us in achieving accurate reporting and smooth data migration.
Are you receiving this message?
This message typically comes up when there is a special character imbedded within the data. We are seeing that the special character is typically within an assessment tool, it happens when data is copied/pasted from a provider report. Here are some examples of a dash mark translating into a special character within data:
How can this be resolved? Please go back to your data, particularly to your test tool data and see if you can click edit on each tool:
You have a special character imbedded if you get this message:
You will need to discard the tool that is producing the error message and re-enter your data. We recommend that you first copy/paste into a new word document to see if any characters come up as a special character first. If you need help identifying the character, you can reach out to the Helpdesk! Once the special character is removed, you will be able to proceed with viewing the print PDF as well as issuing your IFSP.
You will be able to gain access to the ESIT.Web School District Portal after the ESIT Help Desk staff has activated your account. Please contact us at esit.help@dcyf.wa.gov to establish your access.
Log in to the DCYF Portal Application using your DMS user credentials.
Username: Your email address registered in the DMS.
Password: Your password used for the DMS.
Please contact the ESIT Help Desk if you are unsure of your username and/or password.
Upon login you will see the following screen. Please select the “ESIT” link (highlighted in yellow in the picture below):
Early Learning Portal 'Home' tab
This screen will appear:
Select School District from the drop-down menu in the top right corner:
 
The following data elements will display:
The “Show # entries” dropdown is modifiable:
The Special Education Contact will be able to select the View hyperlink in the IFSP column to display the most recent IFSP document if the parents gave their consent and the FRC has added them to the child’s team with the Other designation.
The role Special Education Contact is for school district users only and should not be used in combination with any other system. This role provides access to school reports (only) and they become the recipient of a monthly notification email stating that the Notification to LEA report for this month is available.
School District reports are available to run anytime. The School Notification report is updated on the 1 and 15 of each month.
Special Education Contact has the capability of the following:
- Can run the Children in School District report
- Can run the Count of Children in School District report and click on the “Count” to get children’s names
- Can receive the notification to LEA announcement of children potentially eligible for Part B
You can access the reports under Reports in the bottom right corner of your screen:
To ensure ideal performance, we recommend the installation of the free Adobe Reader application.
The ESIT.Web School District portal is accessible on all major operating systems and browsers.
On MACs, the Preview feature built-in for PDFs strips out some of the filled-in checkboxes visible in forms/IFSPs. Visit: http://get.adobe.com/reader/ (This may require assistance from IT staff.)
Activation and Password reset emails come from this automated email address: DCYFPortal-donotreply@dcyf.wa.gov. These emails may be filtered out by School District mail systems. If you do not receive emails from our system, ask your local IT staff to add the above address to “safe” or “white” lists as necessary.
For further questions or comments, please contact kim.hopkins@dcyf.wa.gov.
We want to clarify what to do when a record is reactivated after sending out reactivation instructions in the last month’s Known Issues Document.
- If you have reactivated a record and there is not an issued IFSP in the record, you must reach out to the helpdesk to have the referral date reset. This is what creates an updated IFSP timeline.
- If there is an issued IFSP in the record, you will need to issue an annual IFSP to re-establish an IFSP timeline. An annual IFSP is required regardless of the date of the last IFSP in the record as this establishes the updated timeline.
The Helpdesk can support resetting a timeline, but users need to reactivate records on their end. Please follow these Steps:
- Click Create New Referral on the Referrals tab of the Main Dashboard.
- Use the date the child was referred as the initial contact date.
- If you belong to more than one agency, select the applicable one from the Agency list.
- Choose a Referral source of Parent.
- Select a Contact method
- Select a Reason for referral.
- Enter data in the Primary Contact and Child sections.
Important: In the Primary Contact Section, make sure you select something for Relation to Child.
- Click Continue to Match.
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The Child Match screen now displays a possible duplicate that has been transitioned out. You can tell by the Reactivate icon next to it.
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Rather than continuing with the current referral and creating a duplicate, simply click the Reactivate icon next to the child’s name.
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Click OK on the resulting screen. The system closes the window, saves the record, and takes you to the Child Info tab of the Child Dashboard.
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Close the dashboard tab for that child.
If the child does not have an IFSP on file, please contact the Helpdesk to update the referral date and reset the timeline.
Are you having difficulty having a transfer request approved? The Helpdesk can assist after the following steps have been completed by the requesting agency/FRC:
- It is the responsibility of the requesting agency FRC to communicate with the approving agency/FRC prior to requesting assistance from the helpdesk.
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Please wait at least 3 business days prior to reaching out to the help desk for assistance with approval. Please provide the helpdesk with the child’s name and DOB if child ID is not available.
Some records are attached to an inactive FRC or intake coordinator in the system; for those transfers, the help desk must approve or decline those requests.
We have noticed a rise in requests for data fixes to reopen IFSPs. We appreciate the hard work you put into supporting families in various ways, and we are happy to assist you. However, reviewing your work in print preview format before issuing it can help you avoid the need for a fix. This will ensure that the full IFSP document is accurate before issuing. Once your data is entered and you have the green checkmark, we encourage that you click print IFSP for one final read through to check for any potential errors such as missing services or incorrect services listed.
For Assistance with ESIT DMS, email dcyf.esithelp@dcyf.wa.gov.
- This is the most efficient way to get in the queue for assistance.
- Send a description of your problem and include the child ID.
- In some cases, it may be helpful to send a screenshot.
- You may send a message directly through ESIT DMS if you do not need to attach screenshots to resolve the issue.
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