Texas-based Cluster V Special Education Cooperative serves 425 IEP students across eight school districts. The co-op aimed to improve special education management by introducing an easy-to-navigate web solution with fast, helpful customer support to boost staff confidence and efficiency.
About Cluster V:
IEP students: 425
Districts: 8
Location: TX
Having software that was easy for the team to learn and use was a priority, as was receiving fast help from customer support when needed.
Entering the second year of using Embrace® software for their IEP and 504 management, Cluster V experienced the following benefits:
• A robust reporting dashboard enabled staff to access up-to-date timeline information on all IEPs for students across different campuses.
• Staff were able to work from both the office and home to complete all necessary documentation more efficiently, without investing too much time in travel.
• Customer service was responsive and quick, ensuring the team didn't have to wait during critical moments.
• A supportive attitude and training during the new software implementation facilitated better software adoption among staff.
The Problem:
The team experienced multiple issues with the previous provider. It was important for Cluster V to acquire an easy-to-use web-based software that would make their staff's work easier and more efficient.
“It’s about a two-and-a-half-hour drive from one side of the co-op to the other, from east to west, and going north it’s about an hour and fifteen minutes. So, my staff spends a lot of time driving, which obviously makes it really tough to get a lot of work done because they’re spending so much time on the road,” said Cynthia Gann, Director of Special Education at Cluster V Special Education Cooperative.
Additionally, Cluster V's previous IEP component caused work interruptions and challenging situations due to multiple glitches and the support team's inability to assist.
“We were having some glitches in it. When we would call support, they would tell us that they were too busy and couldn't get to it right then. Well, for us, that means the world. I mean, if we're sitting in our meeting and something's locking up or not working properly, and the help desk says they don't have time to support us or fix that, that becomes a big problem.”
Fast help from live customer support was a deal breaker for Cluster V. That's when they realized they needed to search for a new special education management software provider. “We can't continue to not have a program that works efficiently, nor have the service to back up the hiccups in the road.”
Cynthia Gann
Director of Special Education
"When we started looking for a new IEP platform, one of the biggest things for us was that we wanted something that would work well, and that the support team could help us when we needed support, not when it was convenient for them."
The Goal:
While choosing between different special education software providers, Cynthia recalls that flexible web access, quick support, and ease of use were key priorities.
“I want something that is going to be easy to use for my team because if it's not, I don't care how much money I save or what the support is like. If the program doesn't do it, if the functionality of it isn't something that works for us, it's not going to benefit my team and the campuses in the end,” Cynthia stated.
“I had my team sit in on every single demonstration of every platform that we looked at, and ultimately they chose Embrace®.”
When the team began implementing the software, Embrace® helped Cluster V navigate the transition by providing responsive support and adjusting the settings to meet the co-op's needs.
“One of the things that I will say about Embrace®, is they've been very responsive. When we found things that didn't quite work as well for us, they've been able to make adjustments to make it smoother,” Cynthia added. “They really do take your suggestions when things aren't working right, or it could be better if we did it this way. So I appreciate that they've been responsive in that respect.”
Cynthia Gann
Director of Special Education
"I really like the IEP summary. That's such a nice document. Instead of having to piece together the parts you need to give to the teacher, it really buttons it up all in one package. And so, it's really easy to share that with the classroom teacher, and they have everything they need at their fingertips."
The Solution:
Flexible web access
Embrace®'s web-based access now enables Cluster V staff to work from both the office and home, reducing time spent traveling between buildings.
“They are able to make preparations for all the meetings that they've scheduled and all the additional evaluations.”
Intuitive, easy to learn, and simple to use
"I felt as though Embrace® was really intuitive," acknowledged Cynthia.
Seamless training and implementation process
Cynthia and her team were especially impressed with the level of support from the Embrace® team throughout their training and adjustment to Embrace®. “I like the support that we got as we were moving into the program… It really was a smooth transition.”
Fast, human customer support
Access to live customer support helped the team overcome routine challenges more quickly.
“The support that Embrace® offers, whether it be through their live chat, being able just to email and get a quick response, or even a phone call, was a big improvement from our previous IEP platform. I really like that piece of it. The support is just amazing.”
IEP summaries
"I really like the IEP summary. That's such a nice document. Instead of having to piece together the parts you need to give to the teacher, it really buttons it up all in one package. And so, it's really easy to share that with the classroom teacher, and they have everything they need at their fingertips,” confirmed Cynthia.
Effective reporting
As Cluster V entered its second year with Embrace®, the team experienced the true power of the real-time reporting dashboard that Embrace® special education software provides.
“Being able to run reports out of that now has been really helpful at the campus level, especially at the beginning of the school year, when those teachers are getting those new IEPs,” said Cynthia.
Batch printing
Cynthia says that batch printing any document for one or more students' active conferences on their student list has also become one of her staff's favorite features, and one of the most helpful ones.
When asked if she would recommend Embrace® products to her Texas colleagues, Cynthia responded: “I absolutely would. I like the ease of use of the program. I think that it’s very intuitive. It’s really easy to navigate.”
“What a difference it’s made to be able to easily navigate students' records, have the staff find what they need quickly and efficiently, and open up meetings for students, allowing teachers to get their information in and be ready for the day of the ARD."
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