Bulk Upload IEPs in Polaris

1 Start the Bulk Upload Process

To begin uploading your IEP documents in Polaris, click the Create button located in the top right corner of the dashboard. This will open the Document Upload modal, where you can start selecting the files you want to upload.

2 Upload PDF Files

Drag and drop your PDF files into the upload area, or click Browse Files to select them from your computer. Once your files are listed, click the Upload button. Polaris will process your uploads in the background, so you can safely navigate away or refresh the page without interrupting the workflow.

3 Review and Match Uploaded Files

After your files have finished uploading and processing, click Review Files to proceed. Polaris will attempt to match each document to a student: files with matching names will appear as High Confidence Matches. For any unmatched files, use the Select student dropdown to manually assign them to the correct student.

4 Confirm Matches and Create Drafts

Review the High Confidence Matches tab to ensure all documents are correctly matched to students. Once you have verified the matches, click the Create Draft IEPs button to begin generating draft IEPs for the matched students.

Manage Duplicate Students & Drafts in Bulk Upload

• Discard Existing Drafts: Manually select a student who already has an active draft IEP to move the newly uploaded document to the Duplicate Student section. Click the link to Discard the Draft and automatically return the document to High Confidence when you reopen bulk upload.
• Duplicate Document Matches: If two uploaded documents name the same student, Polaris will not match both as high confidence, preventing accidental duplicate imports.

5 Return to Dashboard and View Drafts

After the draft IEPs are created, a confirmation message will appear. Click Back to Dashboard to return to the main view, where you will see the newly created draft IEPs listed for your students.

6 Review Extracted IEP Information

Open the draft IEPs to review the information Polaris has extracted, including annual goals.

Aligned Standards

• In the Annual Goals section of the draft IEP, educators can align each goal to relevant standards using the Aligned Standards section. Polaris allows educators to filter standards by area, category, standard type, grade, and state.
• Standards alignment connects goals to ongoing progress monitoring. Based on aligned standards, goal-related data from other Everway products is automatically added to corresponding IEP goal progress, and the Suggested Materials provide instructional materials and resources that address the skills associated with the goal.

7 Finalize IEP and Start Progress Monitoring

Within the draft IEP, click Start Progress Monitoring to begin the finalization process. Polaris will check for any incomplete areas; once the review is complete, click Finish to convert the draft into an active IEP ready for progress monitoring.

8 Confirm Active IEP Creation

After finalizing, look for the Great Work! confirmation message. From here, you can choose to start tracking the student's progress or print the IEP as needed.

9 Manage Uploaded Documents

If a document or IEP was uploaded by mistake, you can remove it directly from Polaris.

• Select a student name on the Polaris Dashboard to to the student's Student Details page.
• Select the Recent Documents tab.
• Locate the file and click the trash icon to clear it from the student's record.

If the uploaded file is currently connected to an IEP, discard that IEP first so you can remove the document from the Student Details page.

• Select a student name on the Polaris Dashboard to go to the student's Student Details page.
• Locate the relevant IEP card and click the three dots to open the options.
• Select Discard IEP Roadmap.