We have gathered answers to the most commonly asked questions about the transition to the new and improved AEPSi system. Read through these FAQs to help you plan your program’s transition. If you have additional questions, contact your sales representative.
As opposed to an upgrade in the current system, we will be releasing a completely new and enhanced version of AEPSi to be used with AEPS-3. In addition to a user-friendly, modern interface, the new system will include robust reporting, the ability to complete assessments on mobile devices, and a new account option for large organizations.
We know that programs will need ample time to plan their transition to the new system, and we will support the existing AEPSi system through at least December 31, 2023. Some programs may decide to maintain their account in the existing system while also opening an account in the new system.
Yes! All existing AEPSi users can test drive the new system with our free 30-day trial. You and your staff can try out the system’s features and functionality, including entering assessment data, running reports, and reviewing help materials. Free trials will be available in early 2023.
Existing accounts will also receive the first 90 days of their subscription to the new AEPSi system for AEPS-3 for free.
During the transition period, your program has several options.
- Go all in with AEPS-3! Your program can choose to open an account and transfer all your existing children to the new AEPSi for AEPS-3 system. You’ll be able to start assessing children with the AEPS-3 Test. We’ll have import functionality to make it easy to transfer your data between systems, including children’s demographic information and OSEP scores. We’ll also apply any un-used portion of your paid child license fees towards your account in the new system.
- Use both AEPSi systems. Some programs may need a gradual transition to AEPS-3. Your program can choose to subscribe to the new system and start assessing some children with AEPS-3, while also maintaining your account in the legacy system to use AEPS, 2nd edition with other children. For example, you may prefer to assess children new to your program with AEPS-3 but continue assessing children in your existing account with AEPS, 2nd With this option, please note that your users will need to log into two separate systems depending on which child they are assessing.
- Stay with AEPS, 2nd Your program can choose to continue to use your account in the legacy AEPSi system and assess children with AEPS, 2nd edition. And when you’re ready, we’ll be here to help you transition. The legacy system will be available for use until at least December 31, 2023.
Even if your program is interested in transitioning to the new AEPSi system as soon as possible, we recommend that you purchase annual child licenses in the existing AEPSi system to maintain consistent access to the tool.
Once the new AEPSi for AEPS-3 system is live, we will work with you to establish an account in the new system and apply the un-used portion of the child license fees to your new subscription and child license costs. You will not be required to double-pay for the same children in both the legacy and new systems.
We understand that many programs will need time to train staff and transition to the new test and online system, and our goal is to support users throughout every aspect of the transition process. The legacy AEPSi system will be available at least through December 31, 2023. If you have questions, please contact your sales representative.
There will not be a way to use the new AEPS-3 Test in your existing AEPSi account. To use AEPS-3 with new children entering your program in Fall 2022, you will need to subscribe to the new AEPSi system.
You will be able to continue assessing already enrolled children with AEPS, 2nd edition in your current AEPSi account. We plan to support the existing system through at least December 2023.
If your program is using both AEPS-3 and AEPS, 2nd edition, please note that users will need to log into two separate online systems.
Users will be able to easily transfer children to their account in the new AEPSi system. The system will allow child profile data (e.g., name, date of birth, address, parent name) and OSEP scores to transfer. However, historical AEPS, 2nd edition assessment data will not be available in the new system. We will provide recommended steps for programs that wish to export test scores and reports from their existing AEPSi account before account expiration.
An expertly validated crosswalk of AEPS-3 Test items to the three OSEP Child Outcomes has been developed. Empirically derived cutoff scores that correspond to the 7-point Child Outcome Summary (COS) rating scale will also be available.
When children are transferred to the new AEPSi system, you will have the ability to import COS scores from their near entry assessments. When AEPS-3 is used for near exit assessment, the child’s score will be converted to a COS rating. The new AEPSi system will have an OSEP report similar to the report in the legacy AEPSi system, which you can run to export data for reporting to your district or state.
Yes, when you transition children to the new AEPSi for AEPS-3 system, their COS scores from the near entry assessment with AEPS, 2nd edition can be imported. Near exit assessments with AEPS-3 can be completed for these children, and COS scores will be calculated. The new AEPSi system will have an OSEP report similar to the report in the legacy AEPSi system that you can run to export data for reporting to the federal government.
The new AEPSi for AEPS-3 system will have a robust help section to support users. An online searchable knowledge base, self-guided tutorials, and quick reference guides and checklists will be included. Technical support is also available by phone or email. And we will be offering free, live demos starting in early 2023 to help AEPSi users transition to the new system.
Streamlined and enhanced with user‐requested updates, the new AEPS‐3 gives your early childhood program the most accurate, useful child data and a proven way to turn data into action across everything you do, from goal setting to teaching to progress monitoring. Important changes and updates include a seamless birth to 6 assessment tool, new literacy and math areas, revised test items, and a reimagined multi-tiered curriculum.
We recommend that AEPSi users have access to copies of the five AEPS-3 volumes—Volume 1: User’s Guide, Volume 2: Assessment, Volume 3: Curriculum—Beginning, Volume 4: Curriculum—Growing, and Volume 5: Curriculum—Ready. If your program only uses the AEPS-3 Test, you may only need the User’s Guide and Assessment volume.
The new AEPSi system will included the AEPS-3 Test and Curriculum content and supporting forms, but guidance for using AEPS-3 is found in the User’s Guide and introductory chapters in the Assessment and Curriculum volumes. While many materials will be available to be printed from AEPSi, some users may find it helpful to have laminated copies of the AEPS-3 Quick Reference Guides or AEPS-3 assessment forms. For a cost savings, consider ordering the AEPS-3 Complete Kit.
Existing AEPSi users can save 10% on all AEPS-3 products. Use code AEPSINT when ordering. Offer expires 12/31/22.
When conducting field test studies for AEPS-3, experienced AEPS users were able to accurately administer the AEPS-3 Test after a 2-hour training and completion of the AEPS-3 Interrater Reliability course. We recommend that users familiar with the second edition read the User’s Guide and introductory chapters to the Assessment and Curriculum volumes prior to use of AEPS-3. Completion of the AEPS-3 Interrater Reliability module when it is available in early 2023 is also recommended.
AEPS-3 training is available from Brookes on Location. Seats remain for a virtual training institute in October and November, and additional institutes will be scheduled in 2023. Seminars may also be booked for your organization.
For programs or staff members new to the AEPS linked system, we recommend live training with our AEPS experts. The step-by-step approach taken by our trainers makes AEPS-3 accessible for providers and shows how using AEPS-3 can improve program efficiency and outcomes for children and their families. Seats remain for a virtual training institute in October and November and additional institutes will be scheduled in 2023. Seminars may also be booked for your organization. Learn more about training.
We plan to offer flexible and cost-effective training options for AEPS-3 users. Live, virtual training from AEPS trainers is available now—your organization can host a seminar or send staff to a virtual AEPS Training Institute. An updated AEPS-3 Interrater Reliability course will be available in 2023. Live, virtual trainings focused on use of the new AEPSi system also will be available in 2023. Learn more about training options.