ASQ Online Quick Reference Guide

for

Kansas Enterprise Account (Part C) Administrators

This guide (v.KA.2025.09.09) has been customized for the use of Ages & Stages Questionnaires®, Third Edition (ASQ-3™) and Ages & Stages Questionnaires®: Social-Emotional, Second Edition (ASQ:SE-2™) as a kindergarten readiness “snapshot” under the Kansas Department of Education’s Kindergarten Readiness initiative and for statewide use. It is intended to support Kansas school administrators using ASQ Online to collect kindergarten entry data and to support Kansas community partners serving children ages zero to five. Use outside this purpose is not permitted, and the contents of this guide may not be photocopied or disseminated further without explicit written permission.

For questions pertaining to ASQ, please visit www.agesandstages.com or contact the Subsidiary Rights Department at Paul H. Brookes Publishing Co.

ASQ Online Quick Reference Guide for Kansas Account Administrators

Welcome to ASQ Online!

Kansas has worked for several years to standardize screening for children birth to Kindergarten entry using the Ages & Stages Questionnaires. Since 2020, Kansas state agencies are able to provide a Statewide ASQ Enterprise System to improve coordination and reach more families. This guide provides instructions to help you use ASQ Online as the Account Administrator. Please visit www.agesandstages.com/ks for additional resources to support ASQ implementation.

Definitions: ASQ Online: The web-based system for ASQ, offering online data management, questionnaire completion by hand or through the internet. ASQ Online offers many benefits:

• Saves time and ensures accurate implementation of ASQ.
• Provides online data security.
• Helps programs streamline the data management process.
• Allows programs to manage screening data efficiently through:
  • a Family Access component that lets parents/caregivers complete questionnaires online.
  • automated questionnaire selection.
  • scoring that is accurate and automated.
  • individual child reports and overall program reports that help you analyze and monitor progress.
• Offers customizable letters for mail-out campaigns and sharing results with parents/caregivers.
• Provides easy tracking of the points at which children need to be screened again.
• Gives parents/caregivers convenient access to activities they can try at home to encourage their child’s progress.

ASQ HUB: An account for bigger organizations that allows the organization to pull reports of de-identified data for linked ASQ Enterprise accounts. The Kansas State Department of Education administers the Kansas ASQ HUB.

ASQ Enterprise: An online data management system for ASQ-3 and ASQ:SE-2, that allows communities with multiple community partners to create individual programs in the system for each one. In Kansas, local Part C programs administer ASQ Enterprise Accounts to increase access to the ASQ for programs serving young children and their families.

Your Role as Account Administrator

Kansas Part C programs are responsible for administering the local ASQ Enterprise Account. These responsibilities are outlined in the Part C contract with the Kansas Department of Health and Environment:

• Add new programs in the local Part C ASQ Enterprise Account.
• Provide basic assistance or direct to appropriate resources for assistance in setting up and managing the programs within the local Part C ASQ Enterprise Account.
• Transfer individual child records between programs within the Statewide ASQ Online System, if primary caregiver consent is provided.
• Run or pull aggregate level data as requested/needed.
• Maintain communication with ASQ Enterprise Statewide Hub administrator at KSDE.
• Disseminate information to programs to keep them informed of the necessary technical system and statewide implementation updates for proper administration of the local Part C network ASQ Enterprise accounts.
• Conduct outreach to programs in the areas that may want to join the local Part C Network ASQ Enterprise Account.

Although as an Account Administrator you cannot perform the central function of ASQ (entering screenings for a specific child), you do have a supervisory role in that you have the ability to view the results of all screenings entered in every program within your account, by generating reports based on those screenings.

Understanding User Roles and Permissions

Account Administrators can manage the ASQ Enterprise Account, create programs, and assign program administrators to programs, and access all information in the ASQ Enterprise Account.

Program Administrators can create additional users who have access to the program and have the power to view, add, edit, and delete specific child records or screenings.

II. MANAGING YOUR ENTERPRISE ACCOUNT

Custom Fields

As an Account Administrator, you have the ability to create custom fields for child and/or caregiver profiles. To add a custom field, follow these steps:

1. Select Account from the top navigation menu.
2. Scroll down to the Custom Fields tab.
3. Click the Add tab next to the Custom Fields tab.

Fill in the following information:

• Location*
• Label*
• Required*
• Data Type*

When you have finished entering the information, click the Save button.

Creating and Managing Account Administrators

To create or manage Account Administrator accounts:

1. From the main menu, select "Account."
2. Select the Quick Link for "Add Account User."
3. Enter the required information for the user and select their user role.
4. Click the “Save” button.

Creating Programs

To create a new program:

1. From the top navigation menu, select "Programs" and click the Quick Link for "Add Program."
2. Fill out the required information:
   • Program name
   • Contact name
   • Email
   • Phone

Click the "Save" button when you are done.

Transferring Child Records

As Account Administrator, you can transfer child data between programs in your account. This includes:

• Child Profile
• Caregiver Profile(s)
• Child's screenings

To transfer a child:

1. From the main menu, select "Child Profiles."
2. Click the "Add to Transfer" link next to the name of the child you would like to transfer.
3. Click "Start Transfer" at the bottom.
4. Follow through the prompts to select the destination program for the child.

About Family Access

Family Access is ASQ Online’s questionnaire completion system that allows your program to create a customizable web page for parents/caregivers to complete ASQ-3 and ASQ:SE-2 for their children online.

III. INTERPRETING RESULTS AND GENERATING REPORTS

ASQ Online enables you to quickly generate reports for individual children, individual programs, and/or groups of children across multiple programs. Some useful reports include:

Reports are available in three formats:

• PDF
• CSV (Comma Separated Value)
• Preview Report

IV. ASQ ONLINE HELP AND RESOURCES

Many resources are available to support ASQ Online implementation, including user manuals, self-guided tutorials, FAQs, and technical support resources.