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Technical Capabilities
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What are the technology requirements for using AEPSi?
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No special technology is required. To use AEPSi, all you need is a computer, Internet access, and a free web browser such as Internet Explorer or Firefox. AEPSi can be used with both PCs and Macs.
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How does AEPSi protect the privacy of child and family data?
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All child, program, and user data are carefully protected in AEPSi. For detailed information on the privacy of data, please see our Privacy Policy.
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How do I know my data will be secure?
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AEPSi is highly secure and is designed in such a way that Brookes Publishing Co. can help you be fully compliant with the Health Insurance Portability and Accountability Act (HIPAA) if you need to be. It uses industry-standard security practices such as Secure Sockets Layer (SSL) to encrypt data transmitted by the system. For a detailed explanation of the security protocols used by AEPSi, please read our Privacy Policy.
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If we enter child data into an Excel spreadsheet, can we import it into AEPSi?
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We offer a preformatted Excel template designed so that programs may import existing child data, caregiver information, provider/teacher profiles, and if applicable, existing AEPS assessment results. There is a fee for importing data into AEPSi. Please contact Customer Support to inquire about the Excel template and our data import services: 1-866-386-2666 ext. 2 or implementation@brookespublishing.com.
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How do I get started using AEPSi?
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After your program has subscribed and your account is created, someone in your program will have been designated your Account Holder. Your Account Holder will then help your program identify one or more Administrators for your account. If you are your program’s designated AEPSi Administrator, you will be contacted by the AEPSi Implementation Manager to get you started with one-on-one training offered by Brookes Publishing Co.
If you will be designated a Provider or a Reviewer, to get started with AEPSi your user account must first be created by your program’s AEPSi Administrator. Once you have logged into your account, you can review the Getting Started Tutorial for Users.
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Will there be predefined roles and permissions that we can set for each user?
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Assigning roles and permissions in AEPSi is powerful yet relatively simple. AEPSi comes with three predefined roles (Administrator, Provider, and Reviewer), and Administrators can assign one or more role to each user in your program. The Administrator role is the most powerful, and we recommend that programs assign that role only to one user to start, your program’s designated AEPSi Administrator. Users who are Administrators can create, edit, and delete user records, and create, archive, and delete child records. The Provider role is designed for users who work directly with children, such as teachers and therapists; users who are Providers have the ability to create and edit child records, enter assessment data, and view reports on individual children. The Reviewer role is designed for users such as program directors and school superintendents who need to review aggregate reports on children’s progress; users who are Reviewers have the ability to generate reports but not edit child records. Within each role, you can assign various permissions to each user. For example, you can ensure that a user who is a provider has permission to access only the child records for the children with whom he or she works. For another example, you can enable users who are reviewers to see “identified data” (data that includes identifying information such as children’s names) or only “de-identified data” (data the system strips of all identifying information). Instructions for assigning roles and permissions are included in the AEPSi Admin Manual.
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How many users are allowed for any one institution?
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AEPSi subscriptions are not counted by the number of users but by the number of Child Records a program or institution needs. It is up to your Account Holder and your Administrator(s) to set up the appropriate number of users/inputters for your AEPSi account.
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Will the child data I enter into AEPSi be used for any other purposes?
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Brookes Publishing Co. and the developers of AEPS may use child data that have been stripped of all personally identifying information about individual children, users, and programs for research purposes to improve AEPS. See our Privacy Policy for details.
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If I need to be compliant with HIPAA, is Brookes Publishing Co. able to be a Business Associate in accordance with HIPAA regulations?
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Yes, contact your Implementation Manager if you need to establish Brookes Publishing as a Business Associate per the definition of HIPAA.
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Does AEPSi graph a child’s AEPS Test results over time?
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Yes. The AEPSi Graphed Scores Report shows a child’s progress over time; a black-and-white PDF version can be created for easy printing. This report is similar to the graphs featured on the AEPS Score Summary form that appears in the AEPS Administration Guide (Volume I). AEPSi also graphs progress for multiple children in a classroom, group, or program over time. In addition, AEPSi automatically generates the popular AEPS Child Progress Record, which is a visual depiction of a child’s AEPS Test results across test periods.
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I need to start over from the beginning with my AEPSi subscription; how do I get a clean database?
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If you have converted your 30-day free trial into a live AEPSi subscription and wish to erase the data and child records you created during the trial, please contact Technical Support at techsupport@brookespublishing.com to request a fresh start. Under any other circumstances, please contact Technical Support to discuss your needs. Deleting and creating anew substantial numbers of child records could have a significant impact on your AEPSi subscription fee.
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I’m currently using another assessment tool’s electronic scoring system but want to switch to AEPSi; are my data transferable?
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It may be possible to import some or all of your data from another system into AEPSi. Please contact Customer Support to discuss your needs: 1-866-386-2666 ext. 2 or implementation@brookespublishing.com. Customer Support will request some preliminary information (e.g., the name of system you currently use, the format in which that system exports data) and discuss our custom data import services with you.
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What is a child record?
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A child record contains all information about a child that has been entered into AEPSi, including, but not limited to, child and caregiver information, assessments, reports, notes, and journal entries.
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A child I was assessing is moving to another county; can I transfer his/her records? How?
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How do I archive a child record? Once a child record is archived, can I make it active again?
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Your program’s AEPSi Administrator can archive a child record any time by selecting the Archive button next to the child’s name on the Manage Children page. Once archived, the child record is available for viewing and reporting purposes but may not be edited. The AEPSi Administrator can “reactivate” the child record if necessary. Please note that a finite number of children can be archived at no additional cost. See the pricing section for more information.
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Does Brookes Publishing Co. make available a database for analysis of statewide results?
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Brookes Publishing Co. does not make databases of child data available to states for analysis outside of the AEPSi system at this time. However, programs in the same locality, district, or state can link their subscription accounts and make their data available to the larger entity. For example, local preschools across a state may elect to purchase subscriptions to AEPSi at a rate negotiated by state-level personnel in order to facilitate data management and reporting. In this case, state-level personnel would have access to aggregate data from the local preschools for analysis and report generation.
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How do I know an e-mail is really from aepsinteractive.com or Brookes Publishing Co.?
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If you receive an e-mail that appears to be from Brookes Publishing Co. or aepsinteractive.com that requests sensitive personal information, be cautious. The e-mail may be a “spoof” or “phishing” e-mail. The people who send these fake e-mails hope that unsuspecting recipients will reply or click on a link contained in the e-mail and then provide sensitive personal information including passwords or credit card numbers. We will never ask you to provide account numbers, passwords, or other sensitive information through e-mail. If you receive a suspicious e-mail, report it by forwarding it to webmaster@aepsinteractive.com. We will review the e-mail and let you know if it was legitimately sent by us.
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I can’t log in to my account. What should I do?
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First, make sure you have the correct username and/or password. Passwords are case-sensitive, so make sure Caps Lock is turned off on your keyboard. If you still can’t log in, contact your program’s AEPSi Administrator for help. Your administrator will have all your login information and should be able to help you log in.
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How do I log off of AEPSi?
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When you are finished using AEPSi, select Log Off from the upper right hand corner of any AEPSi screen. Doing so will ensure that the information you are able to access through your AEPSi account will not be available to other people who may use the same computer. It is very important that you log off of AEPSi to protect the privacy and security of the sensitive child and program information contained in AEPSi.
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I forgot my password. What should I do?
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You can reset a forgotten password by selecting the Forgotten Username/Password link on the AEPSi home page. You will then be asked to supply the e-mail address you provided in your AEPSi user profile. AEPSi will assign you a new password and e-mail it to you. You will need to use the new password to login, but you can reset it by going to your My Profile page and clicking the Reset Password button.
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How do I change my e-mail address or personal information in AEPSi?
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You can change your e-mail address and other personal information in the My Profile section of AEPSi. Consult the User’s Manual for Providers for details.
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How do I change my password?
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To change your password, go to your My Profile page and select the Reset Password button. You should then fill out the change password form. Once you enter your new password, select the Save button.
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How do I delete my user account?
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If you no longer need to access to AEPSi and wish to deactivate your account, please contact your program’s AEPSi Administrator.
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How do I delete a Provider’s account?
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Only the AEPSi Administrator and users who are assigned the role of Administrator may deactivate other users’ accounts. If you are one of the above, you may deactivate a provider’s account in the Manage Providers page in the Admin section of AEPSi. Select the Deactivate button next to the name of the provider you wish to deactivate.
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What do the symbols that appear on child records mean?
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By placing your mouse over an icon, you can view a brief explanation. The icons are also explained on the CODRF pages in AEPSi.
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How do I contact Technical Support for AEPSi?
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Does AEPSi support my web browser?
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Care has been taken to make AEPSi accessible to as many browsers as possible, however not all AEPSi features work well with older browsers. For best viewing and printing, we recommend you use the latest version of your preferred browser. We recommend:
Windows browsers:
- Microsoft Internet Explorer 7.0 and above
- Mozilla Firefox 3.X
MAC OS X browsers:
- Safari 4.X
- Mozilla Firefox 3.X
Support for Netscape Browser ended March 1, 2008. For best results on AEPSi, we recommend you upgrade to one of the browsers listed above.
In your browser, you must enable:
- JavaScript (required for drop down menus)
- SSL (Secure Sockets Layer required for the security of your data)
Both of these options are usually enabled by default. Note that SSL must be enabled to ensure the security of your data.
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Can I use third-party applications with AEPSi?
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Some third-party firewall software, pop-up blocking and ad blocking software, and browser plug-ins may interfere with your use of AEPSi. If you believe software installed on your computer is preventing you from using AEPSi properly, we suggest including the URL “www.aepsinteractive.com” as an exception to any ad blocking, script blocking, or pop-up blocking rules the software allows you to set. If that doesn’t help, please disable the software and clear your browser’s cache.
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Will my personal firewall software (e.g., Norton Internet Security, Freedom, eTrust EZ Firewall, Kerio, Proxomitron, Telus) interfere with my use of AEPSi?
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There are no unusual firewall features or settings required for AEPSi that would cause a firewall to block or interfere with your access to the site. Some firewall or security software may require you to enter or approve the AEPSi URL (www.aepsinteractive.com) to allow access. In other cases, the firewall software may block pop-up windows, which are required for using AEPSi. If you believe software installed on your computer is preventing you seeing pop-ups, we suggest including the URL “www.aepsinteractive.com” as an exception to any pop-up blocking rules the software allows you to set. If you experience a problem using AEPSi, consult the documentation of your firewall software for the correct settings.
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How do I clear my cache?
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Each time you access a web page in your browser, the browser caches (stores) it so that the page (including any images that appear on the page) does not have to be retrieved from the web server every time you select the Back and Forward buttons on your web browser’s menu. You should periodically clear your browser’s cache to enable your browser to function more efficiently.
To do so:
| Microsoft Internet Explorer 6.x (Windows) |
Under the Tools menu at the top of your browser, select Internet Options.
- Click the General tab.
- In the Temporary Internet files section of the General tab, click the Delete files button.
- A dialog box will appear that says, “Delete all files in the Temporary Internet Files folder?” Click the OK button.
- In the History section of the General tab, click the Clear History button. A dialog box will appear that says, “Are you sure you want Windows to delete your history of visited Web sites?”
- Click the YES button.
- Click OK to leave Internet Options.
- Click the Refresh button at the top of the browser.
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Microsoft Internet Explorer 5.x (Windows)
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- From the Tools drop-down menu at the top of the browser, select Internet Options.
- Click the General tab at the top of the Internet Options dialog box.
- In the Temporary Internet files section of the General tab, click the Delete files button.
- A dialog box will appear that says, “Delete all files in the Temporary Internet Files folder?” Click the OK button.
- In the History section of the General tab, click the Clear History button.
- A dialog box will appear that says, “Delete all files from your History folder?” Click the OK button.
- Click OK to leave Internet Options.
- Click the Refresh button at the top of the browser. (This button is to the right of the Stop button.)
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Microsoft Internet Explorer 4.x (Windows)
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- From the View drop-down menu at the top of the browser, select Internet Options.
- Click the General tab at the top of the Internet Options dialog box.
- In the Temporary Internet files section of the General tab, click the Delete files button.
- A dialog box will appear that says, “Delete all files in the Temporary Internet Files folder?” Click the OK button.
- In the History section of the General tab, click the Clear History button.
- A dialog box will appear that says, “Delete all files from your History folder?” Click the Yes button.
- Click OK to leave Internet Options.
- Click the Refresh button at the top of the browser. (This button is to the right of the Stop button.)
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Microsoft Internet Explorer 5.x and 4.x (Macintosh)
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- From the Edit menu for Version 4.x, choose Preferences. For Version 5.x, choose Preferences under the Explorer menu.
- Click the arrow next to Web Browser to expand the menu, then choose Advanced.
- In the Cache section of the window, click Empty Now.
- Click OK to leave Preferences.
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Netscape 7.x (Windows, Macintosh)
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- For the Windows version, select Preferences from the Edit drop-down menu at the top of the browser. For the Macintosh version, select Preferences from the Netscape drop-down menu.
- A thread-hierarchy appears on the left of the Preferences dialog box. Click the arrow to the left of Advanced.
- Click Cache under the expanded Advanced hierarchy. This will change the right side of the Preferences dialog box.
- Click the Clear Cache button on the right of the dialog box.
- Click OK to leave Preferences.
- Restart Netscape for the changes to take effect.
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Netscape 6.x (Windows, Macintosh)
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- From the Edit drop-down menu at the top of the browser, select Preferences.
- A thread-hierarchy appears on the left of the Preferences dialog box. Click on the arrow to the left of Advanced.
- Under the expanded Advanced portion of the hierarchy is Cache. Click the word Cache. This will change the right side of the Preferences dialog box.
- Click the Clear Memory Cache button on the right of the Preferences dialog box.
- Click the Clear Disk Cache button on the right of the Preferences dialog box.
- Click OK to leave Preferences.
- Click the Reload button at the top of your browser. (This button is to the right of the Forward button.)
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Netscape Navigator/Communicator 4.x (Windows)
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From the Edit drop-down menu at the top of the browser, select Preferences.
- A thread-hierarchy appears on the left of the Preferences dialog box. Click to the left of the word Advanced.
- The first item under the expanded Advanced portion of the hierarchy is Cache. Click the word Cache. This will change the right side of the Preferences dialog box.
- Click the Clear Memory Cache button on the right of the Preferences dialog box.
- A dialog box will appear that says, “This will remove all the files currently in your memory cache. Continue?” Click the OK button.
- Click the Clear Disk Cache button on the right of the Preferences dialog box.
- A dialog box will appear that says, “This will remove all the files in your disk cache. Continue?” Click the OK button.
- Click OK until you leave Preferences.
- Click the Reload button at the top of your browser. (This button is to the right of the Forward button.)
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Netscape Navigator/Communicator 4.x (Macintosh)
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- From the Edit drop-down menu at the top of the browser, select Preferences.
- A thread-hierarchy appears on the left of the Preferences dialog box. Click to the left of the word Advanced to expand it.
- The first item under the expanded Advanced portion is Cache. Click the word Cache. This will change the right of the Preferences dialog box.
- Click the Clear Disk Cache button on the right of the Preferences dialog box.
- A dialog box will appear that says, “This will remove all the files in your disk cache. Continue?” Click the OK button.
- Click OK until you leave Preferences.
- Click the Reload button at the top of your browser. (This button is to the right of the Forward button.)
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America Online 9.0
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- Click Settings on the AOL toolbar. Then select Index on the Settings page and click “Internet [Web] Options” under “I” in the alphabetized list.
- Click the General tab at the top of the Internet Properties dialog box if it is not already selected.
- In the Temporary Internet files section, click the Delete Files button. A dialog box will appear that says, “Delete all files in the Temporary Internet files.” Click the OK button.
- In the History section, click the Clear History button. A dialog box will appear that asks, “Are you sure you want Windows to delete your history of visited Web sites?” Click Yes.
- Click OK to leave the AOL Internet Properties dialog box.
- Close the Settings window.
- Exit and restart America Online.
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American Online 7.0 and 8.0
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Click Settings on the AOL toolbar. Then select Preferences.
- Select Toolbar & Sound:.
- Click Clear History Trail Now. A dialog box will appear asking: “This will delete all of the areas you have visited. Do you want to continue?” Click Yes.
- Click Save.
- For Version 7.0, select Internet Properties (WWW). For Version 8.0, select Internet Settings.
- Click the General tab at the top of the Internet Properties dialog box if it is not already selected.
- In the Temporary Internet files section, click the Delete Files button. A dialog box will appear that says, “Delete all files in the Temporary Internet Files.” Click the OK button.
- In the History section, click the Clear History button. A dialog box will appear that asks, “Are you sure you want Windows to delete your history of visited Web sites?” Click Yes.
- Click OK to leave the AOL Internet Properties dialog box.
- Close the Preferences window.
- Exit and restart America Online.
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America Online 6.0
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- In the Settings menu, select Preferences. (This may be in a drop-down menu or it may be a button at the top of the browser.)
- In the Organization column, click Internet Properties (WWW).
- Under the Temporary Internet Files section, click Delete Files.
- Click OK.
- Exit and restart America Online.
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America Online 5.0
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- Under the My AOL menu, select Preferences.
- Click the Toolbar icon.
- Click Clear History Now. A dialog box will appear asking: “This will delete all of the areas you have visited. Do you want to continue?” Click Yes.
- Click OK.
- Click the WWW icon.
- Click the General tab at the top of the AOL Internet Properties dialog box if it is not already selected.
- In the Temporary Internet files section, click the Delete Files button. A dialog box will appear that says, “Delete all files in the Temporary Internet Files.” Click OK.
- In the History section, click the Clear History button. A dialog box will appear that asks, “Are you sure you want Windows to delete your history of visited Web sites?” Click Yes.
- Click OK to leave the AOL Internet Properties dialog box.
- Close the Preferences window.
- Exit and restart America Online.
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Mozilla Firefox 1.5
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- From the Tools drop-down menu at the top of the browser, select Options.
- Click the Privacy icon at the top of the window.
- Click the Cache tab.
- Click Clear Cache Now.
- Click OK.
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Mozilla Firefox 1.0
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- From the Tools drop-down menu at the top of the browser, select Options.
- Click the Privacy icon on the left.
- In the Privacy box, click Clear to the right of Cache.
- Click OK.
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Safari 1.x (Macintosh)
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- From the Safari drop-down menu at the top of the browser, select Empty Cache.
- A pop-up message asking “Are you sure you want to empty the cache?” will appear.
- Click Empty.
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See also
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