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Product Entitlement Guide

Entitlement Guide

 

Differences in Wording:

  • ERF’s (Electronic Record Forms) – for example, on the product BDI – customer has option to use hand scoring paper records OR the electronic version of the records (examiners portion) 
  • Test Records – for example, used often as “score license, score usage” or “score opportunity”, usually phrased more with the WJ products (examiners portion)
  • Fulfilled vs Entitled – Fulfilled on orders means CS has submitted the order and it is in process of getting to a customer, whereas Entitled, means the licenses/records have been digitally applied to the scoring account.

 

If customer order only has "Student Response Booklets/Workbooks components - Those would not need to be entitled. The same goes for any WJ Product as well as BDI.

 

BDI2 Data Manager (specifically for 2nd edition only)

https://bdi2datamanager.com/CustomerService/login.aspx?ReturnUrl=%2fcustomerservice%2fCustomers%2fSearch.aspx (log in for internal use)

Helpful ways to search for a customer:

  1. Go to the “Advanced” tab
  2. Click the State pertaining to the account
  3. Select Organization
  4. Click “Edit Customer”
  5. Click on the “Features” tab
  6. Check to see if the customer is “disabled” – depending on how long ago their last renewal for DM is (code # 1686222)
    1. if it is past one year – sales reps sometimes do not honor renewal pricing  
    2. if it is order renewal for DataManager within one year – uncheck the “Disable Customer” box and select save.
  1. Under the ERF’s tab – (BDI2 ERFS come in packages of 20) calculate how many to add on to the field and save.
  2. Once you have added entitlement go back to the General Information tab and make sure the Netsuite account number is listed by the asterisk * and select save. 
Something to look out for - There are several different levels/roots/subareas of locations or divisions in some organizations. Generally, Customer Service will Specify in the order which division needs to be entitled within the score account for BDI. The sample screenshot below shows the drop down available for a sample location.

Riverside Score Product Components:

https://clinical.riversideinsights.com/Organization/Search (internal use)

https://riversidescore.com/ (customer log in)

https://www.riversideinsights.com/support/order-forms (all WJ order forms – handy to have if need to check components of any items)

  • Bateria IV Woodcock-Munoz 
  • Batelle Development Inventory 3rd Ed
  • WJ IV – Woodcock Johnson 4th Ed       
  • Woodcock Interpretation and Instructional Interventions Program (WIIIP) – Interpretation and Instructional Interventions Program
  • WJ IV Tests of Early Cognitive and Academic Development (ECAD) – Tests of Early Cognitive and Academic Development
  • Woodcock-Muñoz Language Survey III (WMLS III) – Woodcock-Munoz Language Survey 3rd Ed
  • University Training for WJ Versus BDI3 # of records
  1. WJ IV University – for every pack of Test Records we give double licenses so that the training of examiner and student can each have a record. (university orders use different codes/order form)
  2. BDI3- confirmed we do not entitle double for licenses for this product. Entitlement quantities are as is on the order.

 

WIIIP – a comprehensive report that is an “add on” product to an already existing WJ score purchase/score account.

  • The WIIIP is sold based on how many examiners will be using the product and the length of time. There is an initial cost and then thereafter, a yearly renewal fee. (If you notice the renewal is 1 year after the last expiration – notify CS, as we will need to work with Sales Rep, etc.). A one-year leniency for honoring renewal prices is a rough time frame we use. (Managers can confirm)
  • WIIIP is sold based on 1 user or the Individual and chosen time frame.
  • OR sold based on tiered number of examiners. (see screenshots below for differences between initial and tiered examiner groupings)

University Product Entitlements (for WJ/Bateria/General Form – double test records given for every pack - see below for example)

Typically, we offer the university training discount coupon to Test Records/Kits ONLY (which is why some order may show a variation in pricing.)

 

All University Training Kits includes 25 paper test records and 50 online scoring licenses for entitlement.

Battelle Developmental Inventory, 3rd Edition (BDI-3) Entitlement

Full Product Descriptions are on

 https://f.hubspotusercontent30.net/hubfs/7083436/BDI-3_pricing_sheet_vF.pdf?__hstc=224913157.4b513db41ddc61864573970b3e6571ee.1600891123025.1609775623366.1609779891040.50&__hssc=224913157.1.1609785576135&__hsfp=2324073213&hsCtaTracking=a609c615-e285-4162-be13-7d400ae7c716%7C931dabb8-9b5d-4a42-a378-f0be11b0e855

Each BDI3 Kit comes with 25 ERF's per kit (screenshot below). This also applies to the combo kits. Each combination type of kit included in the order will get 25 ERF's. For example, The combo item code #2000295 - will need entitlement for KITS and ERF's for BOTH the BDI3 Academic Survey test AND the BDI3 Screener Test.

 

Additional ERF's can also be purchased. These will be entitled a bit differently; explained later.

 

 Entitlement for BDI3 regarding ERF’s & Kit Products

Example:

  • Important note: In this example: The “Quantity” represents Kits only 
  • Any additional ERF’s would be added to last column “Available ERFs” per customer order quantity.

As you see in this example for Florence- The customer has purchases 1 Kit for Developmental (which comes with 25 ERFs BUT then ADDITIONALLY purchases 50 ERFs). For the BEAS, the customer purchased 3 kits – which all came with 25 ERFs. Also, again- unlike BDI2 (which only comes with 20 ERFs) – BDI3 always comes with 25 ERFs.

do not entitle bdi3 until an order shows billed (start date reflects 7 to 10 days after order has shipped)

WJ IV 

  • With the WJ IV, this is probably the most common clinical product purchased, all kits come with the 25 test records and most of the time the bigger school districts/organizations purchase several additional Test Records.
  • The order form for all the WJ kits, will be most helpful to have on hand- but as far as the MOST common item codes for Tests Records WITH Online Scoring (used by Examiners at 1:1), the following below will come in handy for quick reference.
  • Product designed to use- test records, online scoring licenses and subject response booklets all together or else this will cause an imbalance (frequently call explained by CS).
  • Cognitive, Oral Language, and Academic Forms A, B & C (which are all parallel/used for retesting different times) – are all separate types of records and will be entitled such as the example below.

When entitling these products:

Quantity of Test Records per packs on order and the reference of SO number will suffice.

Bateria IV Woodcock-Munoz

  • Again, each Test Kit comes with 25 Test Records and this product will come with either the Cognitive (Cognitivas) or Achievement (Aprovechamiento) options or a BUNDLE kit – or the wording of “Complete Battery” which implies essentially all products needed for this battery come sold together and would each need pertaining records for kits.
  • See below for codes common for just purchasing the Test Records for Online Scoring.

WJ IV ECAD

  • The ECAD is a little more straightforward – essentially the customer will make the ECAD Kit purchase first (there’s only one kit), and then get just the combo code # 1621578 for the Test Records/Response Worksheet w/Online Scoring Licenses thereafter.

WMLS III 

  • Notice- some variations in codes between English & Spanish or Combo.