FAQ
CHRIS Frequently Asked Questions
Access
Contact your local CHRIS data facilitator or Technical Assistance and Training System (TATS) representative to gain access to the CHRIS program. The data facilitator needs to complete the New User Data Form (available from the CHRIS website) to request a new user account. All new users need to attend a New User Training session. If immediate access is necessary, the new user should review the User Manual, view the CHRIS Quick Start Tutorial and take the CHRIS Quick Start Tutorial Quiz. Users earning a score of 80% or higher on the quiz will be granted temporary access to CHRIS. If the user earns a score lower than 80%, contact the Help Desk for further assistance. Users must attend a User Training session to be granted permanent access to CHRIS.
What is a CHRIS username and password?
A username and password are required to access CHRIS. The username will be determined by the data facilitator. Each user should choose his/her own password. Passwords should be more than eight characters long and include numbers and/or special characters (names of family members or pets are not good passwords). Passwords should not be shared with anyone.
How do I get a username and password?
The CHRIS data facilitator is responsible for requesting access for all users. Once the data facilitator has filled out and submitted the New User Data Form and the user has gone through the CHRIS Quick Start Tutorial and received an 80% or higher on the CHRIS Quick Start Tutorial Quiz, or attended the full CHRIS User Training, they will receive an email invitation to setup their password and login to the CHRIS database.
My password does not work or I forgot my password, what should I do?
Users experiencing password issues should navigate to the CHRIS Login screen, enter their username and then click the “Forget Password?” link. The user will then receive an email invitation to reset their password.
What are the system requirements for CHRIS?
Internet access is required to access CHRIS. Typically, access is granted through an office's Local Area Network (LAN). If working remotely, CHRIS can be accessed via mobile data or a commercial hotspot. If accessing CHRIS using public internet service, please keep in mind the confidentiality of the CHRIS data. To access CHRIS from any web enabled device, navigate to the login website.
CHRIS is available 7 days a week, 24 hours a day.
How do I access the CHRIS login screen?
Users who have an existing CHRIS account or have completed the steps to receive a new CHRIS account should navigate to the following URL to login: https://portal.chris.miami.edu.
Why was I logged out of CHRIS when I left my desk for more than 20 minutes?
This is a security feature designed to protect children’s confidentiality. You will be logged out of your CHRIS session after 20 minutes of idle time. You can log back in by navigating to the login screen, https://portal.chris.miami.edu.
I cannot connect to CHRIS, what should I do?
1) Check your local Internet connection. Open a web browser and determine whether the Internet is working. For example, visit a popular website such as Google. 2) Check your Local Area Network (LAN) connection. If the problem appears to be your internet connection, contact your IT department. If you are unable to determine the cause of the problem, contact your data facilitator or the CHRIS Help Desk .
Since CHRIS is Internet based, can I access CHRIS from home?
Yes. You can access CHRIS from home provided you have Internet access and authorized access to CHRIS. Contact your data facilitator or the CHRIS Help Desk for assistance. Use the same username and password that you use at your office. When accessing CHRIS from home, please keep in mind the confidential nature of the CHRIS data. Take extra steps to protect the data including logging off when not actively using the system.
Since I can access CHRIS at home, can I also download CHRIS reports from home?
Yes. You can download CHRIS reports from home. CHRIS will place any downloaded reports in your computer’s download folder. When creating CHRIS reports from home, please keep in mind the confidential nature of the CHRIS data. Reports that are downloaded to your home computer should be deleted from your Downloads' folder once you are done using them and the computer trash emptied.
What can I do to avoid being logged or locked out of CHRIS?
If you will be away from your desk for more than 20 minutes, exit completely out of CHRIS. If you remember to do this, you will always be able to access the system at your convenience.
How often is the CHRIS database backed up?
The live CHRIS database is copied to an external cloud-based server every hour. If users need to access data from one of the CHRIS backups, please contact the CHRIS Help Desk.
If power failure occurs while I am working in CHRIS, what happens?
You will not lose any CHRIS data if the power fails at your work station while working in CHRIS. Users access the database in the cloud via the Internet.
How can I access the COS process form?
Once you have permission from your TATS representative, please click on this COS Training Video.
Data Entry
Should a timeline be created for children younger than 3 years?
Refer to the CHRIS Timeline Guidelines flow chart to determine whether or not it is appropriate to create a timeline for a child younger than 3 years.
I found a duplicate record. Can I delete it?
No. If you discover a duplicate record for a child, you should contact the CHRIS Help Desk to have the duplicate record deleted.
What should I do if I create a new timeline by accident?
Users cannot delete a timeline. If you accidentally create an unneeded timeline, contact the CHRIS Help Desk for assistance.
How do I release/transfer a record to another county?
Please contact your local CHRIS data facilitator for assistance.
Record review is a type of screening. It consists of a review of printed or electronic child records relevant to the referral request.
Screening detail for multiple screenings should be entered in the detail of the Screening event or in an appropriate Service Coordination event. If a re-screening has occurred during the current Screening event, enter information pertaining to the most recent screening and put information pertaining to the preceding screening(s) in the Notes field.
Should I leave the Birth County field blank if child was born outside of Florida?
Yes. The Birth County list only includes Florida counties. If the birthplace is outside Florida, leave the Birth County field blank and enter the state or country in the appropriate field.
Is it OK to cut and paste dates or other data in CHRIS?
Copying and pasting is discouraged because it can result in errors. Shortcuts in data entry should, in general, be avoided. Suggestions for ways to simplify data entry can be submitted for consideration in future versions of the program (see, “How do I suggest a change to the CHRIS program?”).
A report can be generated by contacting the CHRIS Help Desk where this field can be made any length you wish.
Yes, Race is a required field in CHRIS. If a child is of mixed race, you can select more than one race option (select all the race options that are appropriate). If race information is not available, select "Unknown" or "Parent Refused Designation" as appropriate. The Race field cannot be left blank.
How should children who are referred and already have an active IEP be entered into CHRIS?
If a child has an active IEP, they have already been placed in a Part B program. All data entry should be done through the service coordination events and a new timeline should not be started. You should use the Referral First Contact and Referral In events for these children if you are expected to follow up with them once they have entered the school system. If, however, they are being referred to you because they are being served with a temporary IEP pending evaluation, you should begin a new timeline with a Screening event and enter appropriate information until the timeline is complete.
Once you have ended a timeline you cannot enter another event on that timeline. You should not end a timeline because you do not have the date of a meeting or service plan. You should get the date prior to ending the timeline. Days elapsed on the timeline are based on the date of the plan, not on the date you receive or enter the date on the plan, so there is no harm in waiting to end the timeline until you have all of the information for the Part B Service Plan IEP/IFSP event. The timeline should not be ended prematurely just because you are waiting for information. The timeline should be kept open as long as there is something still happening with the child. Service coordination implies follow-up on children to determine the status of the referral until the child is receiving services.
The purpose of the transition conference is to discuss with the parent and others the things that need to be occurring to enable a smooth transition and to develop the transition plan. A referral for consideration for Part B services is premature prior to the transition conference. Any screening events prior to the Transition Conference should be included in service coordination, not on a timeline.
How do you track in the Service Coordination area?
Service coordination events are entered in the order in which they occur and each service coordination event is associated with a date. Service Coordination events can be sorted by the event date in ascending or descending order. To access this feature, click the “Event Date” column heading once for an ascending sort and twice for a descending sort. There is no timeline associated with the service coordination events since they can occur in any order.
How do I suggest a change to the CHRIS program?
The Technical Assistance Work Group (TAWG) approves changes to the CHRIS program. In order to submit a request or suggestion to TAWG, e-mail the suggestion to the CHRIS Help Desk at, chris.um@miami.edu.
How do I get permission to enter COS data into CHRIS?
Contact your local TATS representative.
Help Desk
If your question is related to CHRIS, contact your local data facilitator.
If your question is related to equipment, contact your local technical support team.
If your question is related to the network, contact your local network administrator.
If your local support personnel cannot resolve the problem, contact the CHRIS Help Desk.
Reports
What are the CHRIS Site reports?
The Site reports provide a summary of activities by month and year for the three most recent school years.
How can I obtain a copy of the Site reports?
Contact the CHRIS Help Desk with your request. You will be asked to specify the type of Site report needed (Workload or Unduplicated) and the name of the county/counties to be included in the report. Site reports are typically available within 1-2 business days.
What is the difference between the Workload and Unduplicated Site reports?
The Unduplicated and Workload Site reports provide summary data for the following events: Referral First Contact (First Contact Date), Transition (Transition Meeting Date or Part C to Part B Referral Date), Screening (Final Result Date), Evaluation (Evaluation Completion Date), Exceptional Student Education Eligibility (ESE Eligibility Date), and Individual Education Plan/Individual Family Service Plan (IEP/IFSP Date). The Workload Site report provides summary data for the same events as the Unduplicated Site report with the addition of Referral In (Referral In Date). The Workload Site report counts the number of times each event occurred. The Unduplicated Site report is based on the number of children served and indicates the total number of children who experienced each event. For example, a child with two separate completed Screening events would be counted once in the unduplicated report, but twice in the workload report.
All finds performed on the Reports Find screen are "And" finds by default. This means that the resulting records in the found set must meet the criteria selected in all sections. The OR option can be used to create an "Or" find. An "Or" find will result in a found set that contains records meeting the criteria specified in any one of the sections. For example, if you were to perform a find on two separate search criteria, an "And" find would result in a found set of records that meet both search criteria, while an "Or" find would result in a found set of records that meet either search criteria.
How do I sort data when creating a report in CHRIS?
When entering find criteria in the Reports Find Screen, select a sort order from the “Sort Criteria” drop-down list at the bottom left of the Reports Find screen.
Where can I go to get more help on using the CHRIS Reporting features?
The CHRIS Help Desk is always available to help you create reports or schedule you for a Reports training session. The CHRIS Reports manual also contains step-by-step instructions on how to create reports.
Training
What CHRIS training is available?
The following training sessions are available: User Training, Reports Training, and Data Facilitator Training. Additional information on CHRIS training sessions is available on the CHRIS website Training section.
How do I sign up for a CHRIS training session?
Contact the CHRIS Help Desk to schedule a training session.
Data Facilitators
What is a CHRIS data facilitator?
Data facilitators serve as the primary contact for CHRIS users and as liaisons to the CHRIS Help Desk. Duties include: defining drop-down lists, requesting user authorization from the CHRIS Help Desk, assisting local users or referring them to the CHRIS Help Desk for assistance, and monitoring CHRIS project activities via the website.
What do I need to do to be a CHRIS data facilitator?
CHRIS data facilitators are selected by the center manager. Data facilitators must be "hands-on" CHRIS users, comfortable with and understanding of technology, and knowledgeable about Child Find philosophy and practice (a Child Find professional).
As the data facilitator, how can I add or remove a user account in CHRIS?
Only the CHRIS Help Desk can add or remove user accounts in CHRIS. Data facilitators can request that a user account be added by completing the New User Data Form or be removed by emailing the CHRIS Help Desk at chris.um@miami.edu. The New User Data Form is available on the CHRIS website.
TAWG
The Technical Assistance Work Group (TAWG) reviews the current status of the project, establishes priorities for project activities, reviews issues and concerns raised by CHRIS users, recommends changes or modifications to current procedures and programs, and establishes policy.
Users wishing to join TAWG should contact the CHRIS Help Desk.
Timeline Guidelines
What are the guidelines for entering Timeline data into CHRIS?
Review the CHRIS Timeline Guidelines for information on entering Timeline data into CHRIS.
COS Process
Can I enter partial data into the COS Process form "Entry" or "Exit" sections?
No, each section must be filled in completely in order for the form to save properly.
Can I generate my own Excel report showing all the COS data I have entered for a period of time?
Yes, use the Child Outcomes Form Excel Report that is listed under the Standard Reports section in CHRIS. A date range can be entered into the find criteria for "Entry COS Date" and/or "Exit COS Date". Once the find is performed, the Excel spreadsheet will be created in the Downloads folder on your local computer.