Contents
Basic Info
A Brief Overview of SEIS
Getting to Know the System
The Log In Screen
Logging In for the First Time
The Information Center
The Home Page
The Navigation Bar
Home
The Help Center
Managing Caseloads
Student IEPs List
How To View a Caseload
How To View Upcoming and Past Due IEP Dates
How To Request a Student be Added
How To Request a Student be Removed
How To Change A Student Status
The Student Change Form
How To Exit a Student
Student Status Info
How To Monitor Requests
How To View an Attendance Register
How To View a Comparison Report
How To View a DLAY Report
The Student Record
The Student Record
The IEP Pages
Future IEP
Current IEP
Historical IEP
Other Types of IEPs
How To Release Forms in Use
Services
Basic Info About Services
The Service Grid
How To Add a Service:
Service Options Before the IEP has been Affirmed
Service Options After the IEP has been Affirmed
Goals
Goals Summary Page
How To Choose a Goal from the Goal Library
How To Search Goal Banks
How To Create a Personal Goal Library
Affirm / Attest
How To Run a CASEMIS Error Check
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How To Affirm / Attest
How To Add an Attachment to an IEP
How To Delete an Attachment
How To Add a Comment to an IEP
Parent / Legal Guardian Signature
Amendments / Continuations / Corrections
How To Complete an Amendment / Continuation / Correction
Progress Reports
How To Create a Progress Report
Monitoring Students
How To View Unaffirmed IEPs and Amendments
How to View Unsigned IEPs
How To View Upcoming Meeting Alerts
Search for Students
Search For Students
Columns to Show in Results
Results
How To Search for Students
How To Save a Search
How To - Bulk Options for Searches
CASEMIS / DRDP
How To Fix Errors
How To Complete a DRDP
Reference Materials
How To View the Document Library
How To View Special Ed Publications
E-mail
How To E-mail Other Users
How To Use the E-mail Library
Appendix A: Service Tracker
Service Tracking
Assessment Tracking
Attendance Code Options For Delivery
Delivery Options
Service Tracking - Provider View
How To Record Delivery
How To Bulk Deliver Services
How To Deliver Assessments
Attendance Rosters
Reports
Appendix B: Implementation Affirm / Attest
The SEIS Implementation Affirm and Attest
Step 1: User Verification of Caseload
Step 2: Verify Services
Step 3: Verify IEP Information
Step 4: Affirm and Attest the IEP
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Basic Info
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Teacher Level User Manual
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A Brief Overview of SEIS
SEIS provides centralized online management and storage of IEPs and Special Education Student Records,
accessible from any device with an internet connection. A history of student data is collected and stored
from the time the student is entered into SEIS. There is only one active record per student which is tied to
a District of Service. This record, along with all current and historical data collected in SEIS, will follow the
student as they move around from teacher to teacher, district to district, even SELPA to SELPA, taking all
IEP and CASEMIS history with them.
Basic Information for Teachers (Service Providers)
All service providers are assigned to the student. These assignments are made by the district and/or SELPA.
Teachers only have access to students they have been assigned to.
Teachers do not Add or Exit students to/from their caseload. Instead they utilize the SEIS request forms
which are then processed by the district and/or SELPA office.
Case Manager is a teacher who is designated as the Service Provider responsible for Affirming the
student’s IEP.
Affirm / Attest
The legal IEP is the signed, hard copy, paper document. Electronic signatures are not valid on IEPs in
California. SEIS, and the IEP within SEIS, are tools used to manage all the data in both the IEP and the
Student Record.
Affirm/Attest is the process that says the information entered into SEIS has been reviewed by the Case
Manager and matches the hard copy. IEPs can only be Affirmed for an Eligible student. For more
information on the student designations and how those IEP forms are handled in SEIS please see “Student
Status Info” on page 20.
CASEMIS
CASEMIS is the agency all SELPAs have to report to twice yearly (December and June). The December
report includes all students Eligible on December 1st. The June report includes all students eligible on June
30th, Exited during the fiscal year (07/01 - 06-30) and Assessed during the fiscal year that did not qualify or
did qualify but are not provided services.
CASEMIS collects data on Students and Services in both December and June. In June, CASEMIS also
collects information on Discipline and Post Secondary Education.
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SEIS Affirm / Attest Flow chart
SEIS Student Record / IEP Flow chart
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SEIS Student Status Flow chart
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Getting to Know the System
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The Log In Screen
www.seis.org
Home link allows users to return to the Home Page of the Log in Screen.
Features link allows users to view a list of some of the SEIS features.
Contact Us link allows users to contact SEIS directly or schedule a SEIS training by CEDR Staff.
Log In link allows users to enter the Username and Password to access the system.
System Requirements Lists the minimum requirements the system must meet to run SEIS.
There are always news items and announcements on the log-in screen. These news items are
managed by SEIS staff and will notify users of new features, scheduled site maintenance, or daily SEIS
tips etc.
Logging In for the First Time
The first time a user logs in they will be directed to the Terms of Use
Agreement and will have to click I Agree before being granted
access.
Users should be sure to periodically reset the password and verify all
profile information to be sure the E-mail address and phone number
are listed correctly. More information can be found in the Information
Center section, see “The Information Center” on page 7.
On behalf of the SEIS staff, WELCOME!!!
Legally the SEIS Help Desk cannot reset passwords. If a user can’t remember their password or if they
are locked out from too many failed attempts, they will need to contact their local district and/or SELPA.
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The Information Center
The Information Center is located at the top of all pages in SEIS. It will list the user’s name, user type,
district(s) the user has access to, and today’s date.
Home
User Profile
The user’s name in the information center is a link. Clicking this link allows the user to access the Manage
my Profile section, where they can manage their E-mail address and phone number as well as change
their password.
1. Passwords must be at least 6 characters and include at least one number. The password is the key
to the SEIS file cabinet which contains IEPs and other confidential information for every student
accessible to the user. Passwords are Case Sensitive!
DO NOT HAVE YOUR COMPUTER REMEMBER YOUR PASSWORD.
DO NOT SHARE YOUR PASSWORD.
WE ADVISE THAT PASSWORDS ARE CHANGED PERIODICALLY.
2. A valid E-mail is used for communication with the SEIS Help Desk and local district SEIS managers.
This should be kept up to date in the user profile.
3. A valid phone number, including area code and extension (if applicable), is also very useful and
should be kept updated in the user profile.
LOG Out
The Log Out button must be used each time users want to log off of SEIS to close out the user account
correctly. Leaving the computer open or logged on is just like leaving all of the files open on a desk.
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The Home Page
Home
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1. Upper Navigation Bar: Quick and easy access to navigate the SEIS system.
2. Announcements: Displays news items, and administrative messages, including upcoming
deadlines and upcoming training sessions. All announcements are posted by the local District /
SELPA.
4. Searches: Provides links for up-to 5 five user created custom searches, giving easy access for the
searches run most often.
Home
3. Quick Links: Provides easy access to the most commonly used pages in the system.
5. Help Center: Provides quick links to the most frequently used Help Center items.
6. My Caseload Report: Provides totals for Current and Pending students with access to those
students’ records. Also includes lists of students recently added to, or removed from, the teacher’s
caseload.
7. Unaffirmed IEPs/Amendments /Unsigned IEPs: Totals for Unaffirmed IEPs, Amendments, and
Unsigned IEPs with links to access those lists.
8. Requests Submitted to District / SELPA: Lists all the requests that were submitted to the SELPA and/
or district via the Student Change Form or Add Students Form.
9. Meeting Alerts: The meeting Alerts section gives the user easy access to all upcoming activities.
This section displays 30 day alerts for Annual Meetings and 75 day alerts Triennial meetings based
on Next Annual and Next Triennial fields on the Student Record. It also displays Upcoming Initial
Evals based on parent consent date for students aged 3-22 and Upcoming Initial Evals for infants
based on the Date of Referral to SpEd.
An Alert icon will show in the header for any section which has students who are past due.
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The Navigation Bar
Home
Home link will bring the user back to the SEIS Home Page.
Students
Student IEPs: List of Current and Pending students with links to the Student Record, IEPs, Progress Reports, and DRDP.
Caseload: View/Print/Download caseload reports.
Current Students: Listing of students whose status is Eligible (students who are receiving services).
Pending Eligibility: Listing of students whose status is Pending (students whose Eligibility has not been determined).
Student Change Form: Form used to request that changes be made to the student’s status or Student Record.
Add Students Form: Form used to request that a new record be added to the teacher’s caseload.
IEP Dates: Listing of students displaying upcoming meeting dates.
Attendance Register: Print out attendance registers.
Comparison Reports: Run comparison reports on Student Record information.
DLAY Report: Run Initial Evaluation and Third Birthday DLAY Reports.
Tide Report: Download feature to export all Tide Data entered into SEIS.
Goals
Search Goal Banks: Browse through over 10 goal bank libraries authored by Special Educators and Admins.
Manage My Goal Bank: Create and Manage a personal goal bank.
Searches
Search for Students: Create a custom search which generates a report
My Custom Searches: A list of all searches the user has saved.
Shared Searches: Links to any searches that have been shared with the user. Will only appear if searches
have been shared with the user.
Reference Materials
Document Library: View/Print forms added to the library by the SELPA and/or district.
Special Ed Publications: Various Special Education materials, maintained by SEIS.
Communication
Teacher Message Board: Access for users across the state to post questions and advice. Please Note: The
Message Board may contain ideas and opinions not supported by SEIS or by local districts and/or SELPAs.
E-mail Other Users: Ability to E-mail other users within the SELPA.
E-mail Library: Create/store a library of custom E-mail templates.
Help Center
Please see “The Help Center” on page 11.
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The Help Center
Help Center
Contact the Help Desk
When contacting the Help Desk be sure to include as much information as possible.
If an E-mail address is not
listed in the user profile, E-mails
cannot be sent through the
Contact the Help Desk link.
When the Help Desk replies
to an E-mail, the reply is sent
to the E-mail address listed in
the User’s Profile. If the E-mail
address is invalid, the reply will not be sent.
Please identify students using their SEIS ID and follow all FERPA and local guidelines when sending student
data via E-mail.
To update E-mail address see “The Information Center” on page 7
FAQ Section
A list of frequently asked questions broken out by category and there is also an option to search by
keyword. The User Type drop down allows users to flip through all FAQs for different user types.
Suggestion Box
Users can submit suggestions to the SEIS team for review. The Help Desk reviews all suggestions that are
submitted.
Training Manuals
View manuals, Power Point presentations, conference materials, and materials used in training sessions.
Training Videos
View videos and webinars which demonstrate how to perform many different tasks in SEIS.
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Managing Caseloads
Viewing Caseload
Adding Students
Removing Students
Changing Students Status
Student Status Info
Exiting a Student
Monitoring Requests
View / Print Attendance Registers
View Comparison Reports
View DLAY Reports
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Student IEPs List
Students
The Student IEPs list shows all Eligible and Pending students the user has access to. Current Students are
students whose status is Eligible (students who are receiving services). Pending Eligibility are students whose
status is Pending (students whose Eligibility has not been determined).
>>
Student IEPs
Find
Use the IEP search box to search for students.
Show Reporting Errors allows the user to check for CASEMIS errors at anytime on any student
regardless of status.
Affirm / Attest icons are available only for Eligible students if the user is the Case Manager or has
the Affirm IEPs permission.
Student Record icon will take the user to the Student Record.
Future will take the user to the Future IEP. The Future is the Editable copy of the IEP.
Current will take the user to the Current IEP. The Current IEP is the most accurate representation of the
most recent, complete IEP meeting. (If the student does not have a Current IEP, this link won’t show).
History opens a list of all Historical IEPs for the student. (If the student doesn’t have any Historical IEPs,
this link won’t show).
Write Progress icon will allow the user to write Progress Reports for the selected student and Affirm
progress reports if the user is the Case Manager.
View Progress icon will display for any students with an Affirmed Progress Report and allows the
users to View / Print any historical Progress Reports. (If no Progress Reports have been Affirmed this link
will not appear.)
DRDP icon will show for students age 0-6 and allows the user to complete the DRDP rating record.
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How To View a Caseload
Permission Needed: None
Students
>>
Print icon allows the user to print the caseload.
Student Record icon allows the user to go to that student’s record.
At the top of the page is a count of students on the caseload who are Pending, Eligible, that the teacher
is the Case Manager for, and the total number of students.
Caseload
Download Caseload icon allows the user to download the caseload to Excel.
Past Due Annual and Tri IEP dates will show in RED on the Caseload.
How To View Upcoming and Past Due IEP Dates
Permission Needed: None
Students
The IEP Dates Report is used to view or print a list of Eligible students and important IEP-related dates.
>>
IEP Dates
Student Record Icon allows the user to go to that student’s record.
IEP Icon allows the user to go to the Student IEP list page
Student Alert Icons allow the user to see if there are any Health Alerts ( ), Parent Restrictions (
or Ed Rights Alerts ( )for the student. Hover over the icon for a description of the alert.
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How To Request a Student be Added
Permission Needed: None
How To Add a Student to the Caseload
Students
Teachers use the Add Student Form to request a student be added to their caseloads. This will send a
request to the district / SELPA level users.
>>
or
When filling out the Add Student Form please use legal names. The district/SELPA will use the
information entered to search for an existing record in SEIS. Using nicknames can cause duplicate
records to be created. Nicknames or AKA names can be listed in the comments box. If unsure about
the spelling or other student info, make a note in the comments box on the add form.
Add Student Form
1. Fill in all required fields (those with a red *) and any additional info as applicable. Please Note:
All required fields must be complete for the request to be submitted.
2. Click the Submit button to send the request to the district / SELPA.
Home Pgae
Users can track these requests on their Home Page under Requests Submitted to District/SELPA.
>>
Once the Student is added to the user’s caseload a new notice will appear in the New Additions to my
Caseload section of the Home Page.
Quick LInks
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How To Request a Student be Removed
How To Remove a Student from a Caseload
Students
Teachers use the Student Change Form to request a student be removed from their caseloads. This will
send a request to the district / SELPA level users. Users can track these requests on their Home Page under
Requests Submitted to District/SELPA.
1. Click in the drop down menu to select the student’s name.
2. Click the Go button.
>>
3. Select Student
Should Not be On My Caseload
in the Select Request drop down.
Student Change Form
4. Enter any comments for this student
in the comments box.
5. Click the Submit Request button.
The progress of the request can be tracked in the Requests Submitted to District/SELPA section of the
Home Page.
Once the Student is removed from the user’s caseload a new notice will appear in the Students Removed
from Case Load section of the Home Page.
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How To Change A Student Status
Students who are Pending should have their status changed as soon as their eligibility is determined.
Pending students can be made Eligible (will be receiving SpEd services) or Does Not Qualify / Not
Providing Services (either Ineligible for SpEd Services, or Eligible but services will not be provided).
Eligible Students who no longer qualify should be Exited. These students should not be changed to Does
Not Qualify / Not Providing Services.
How To Change a Student’s Status
1. Click in the drop down menu to select the student’s name.
2. Click the Go button.
3. Select Change Eligibility of
Pending Student in the Select
Request drop down.
4. Enter any comments for this
student in the comments box.
5. Click the Submit Request
button.
The progress of the request can be tracked in the Requests Submitted to District/SELPA section of the
Home Page.
If the Student was changed to Eligible, they will show in the Current Students search in the Case Load
section of the Home Page.
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The Student Change Form
Permission Needed: None
Once submitted, all requests will post notices on the Home Page of all district / SELPA level users.
Students
The Student Change Form is the tool used to communicate with the district/SELPA regarding students
currently on the teachers caseload.
1. Click in the drop down menu to select the student’s name.
2. Click the Go button.
>>
3. Choose an option from the drop down menu. The options available will depend on the
student’s Eligibility status.
4. Click the Submit button.
Request
Options (if applicable)
Available To
Service Provider Change
Add Provider, Remove Provider,
Change Case Manager
Eligible and Pending students
Student should not be on my
caseload
Schedule an IEP meeting
Eligible and Pending students
Date field, Time field
Change of Address
Student Change Form
Please Note: A few of the options on this form also trigger CASEMIS checks to make sure the information
is accurate before submitting the request.
Eligible and Pending students
Eligible and Pending students
Exit the student from Special
Education
Exit Date field and CASEMIS Exit
Reason drop down
Eligible Students
Student is moving to another
district/ SELPA
Exit Date field and CASEMIS Exit
Reason drop down
Eligible Students
Determined Eligible Will Receive
Services.
Change Eligibility status of
Pending Student
Eligible-No IEP, IFSP or ISP-Parentally
placed in a private school.
Eligible-No IEP, IFSP or ISP-Other
Reasons
Pending Students
Determined Ineligible-DNQ
Assessment not completed.
Other
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How To Exit a Student
Permission Needed: Edit Student Record
1. For Services
Services,, click the Discontinue link to update the End Date for each
service. DO NOT DELETE SERVICES OR ANY OTHER DATA FROM THE IEP
FORMS OR STUDENT RECORD!!!
>>
2. Add comments to the comment section of each service. (if applicable)
Students
Students should be Exited in SEIS when they are no longer eligible or if they exit the district’s SpEd
program (to return to regular ed, transfer to another district, etc.). The IEP should reflect any information
pertinent to the student’s exit.
3. Affirm the Exit IEP. (if applicable)
4. Use the Quick Links to navigate to the Student Change Form.
Student IEPs
How To Complete a Student Change Form to Exit a Student
1. Click in the drop down menu to select the student’s name, then click the Go button.
2. Select Exit the Student from Special Education in the Select Request drop down.
3. Enter an Exit Date and Exit Reason.
>>
Future
4. Enter any comments for this student
in the Please Type An Explanation
For The District Person Making The
Change box. These comments will
be saved on the History page of the
Student Record.
5. Click the Submit Request button.
>>
6. The progress of the request can be
tracked in the Requests Submitted
to District/SELPA section of the
Home Page.
Once the Student is removed from the user’s caseload a new notice will appear in the Students
Removed from Case Load section of the Home Page.
The following are examples of information that must remain on the Student Record/IEP when exiting a
student.
3. Services: ALL services that were provided to the student over the course of the current fiscal
year MUST remain on the Student Record/IEP in order to be reported to CASEMIS accurately.
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Student Change Form
2. Plan Type: The students plan type should remain as it was during the time the student was
receiving services. DO NOT update the plan type to code 70/80/90. The student is not
ineligible, but instead NO LONGER receiving special ed services, and thus being exited.
>>
1. Disabilities: Primary and Secondary disabilities must remain as they were when the student was
receiving services.
Quick Links
Please Note: When a student is exiting special education, regardless of the reason, their IEP must
maintain all of their information from when the student was receiving services. This information will be
reported to the CASEMIS, for the June 30th year end report.
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Student Status Info
Current Students
Current(Eligible) Students are receiving services and will be reported to CASEMIS twice a year. They must
be marked Plan Type 10 (IEP) or 20 (ISP). If at any point the student is determined to no longer be Eligible
for Special Ed services, they will need to be EXITED from the system, not changed to DNQ/Not Providing
Services, to ensure students are reported properly on the June CASEMIS report.
Pending Students
Pending students have been referred for assessment, but their Eligibility has not yet been determined.
Once the assessment has been completed, they are changed to Eligible (Current) or to Plan Type
70/80/90 (DNQ or Not Providing Services). Pending students are NOT pulled into the CASEMIS report.
When a student’s record is transferred to a new district, they will enter that new district as pending
and will remain pending until the new district changes their eligibility status. IEPs for Pending students
cannot be Affirmed until they are changed to Eligible. This is especially important for SELPAs new to SEIS
when managing records.
Teacher Level Users will no longer have access to the Exited or 70/80/90 students once the status
change is processed.
Exited students were previously Eligible but have since exited the district’s Special Ed program. When
the student is exited all information on the Future IEP is locked into .pdf format and saved on the History
page of the Student Record in the IEP History section as a Drop / Transfer copy.
When a student is exiting special education, regardless of the reason, their IEP must maintain all of
their information from when the student was receiving services. This information will be reported to the
CASEMIS, in the June 30th year end report. See “How To Exit a Student” on page 19 for more info.
Student Status Info
Exited Students
Plan Type 70/80/90:
A student is marked Plan Type 70/80/90 when they do not qualify for Special Ed or qualify but the
parents have declined services. Fields A-1 through A-32 on the CASEMIS A page are required for all Plan
Type 70/80/90 students as they are reported in the June CASEMIS report. The IEP will not be Affirmed
for these students in the same way as for an Eligible student. Once the status change is processed
all information on the Future IEP will be locked into .pdf format and saved on the History page of the
Student Record, in the IEP History section, as an Ineligible copy.
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How To Monitor Requests
Permission Needed: None
Home Page
Requests submitted to the local district/SELPA can be monitored in the Requests Submitted to District/
SELPA section of the Home Page.
New Students To Be Added
New Students to be Added includes all students for whom an Add Student Form was completed. This list
allows teachers to monitor the requests they sent to the district and/or SELPA.
Current Students To Be Exited
Includes all Eligible students for whom the Exit From Special Ed option was selected.
Change Pending Students to Ineligible/Eligible
Includes all Pending students for whom the Change Eligibility Status option was selected.
Student Record Changes
Includes all students for whom the following options were selected: Request a Service Provider Change;
Schedule an IEP meeting; Student Should Not Be On My Caseload; and Other.
Student Address Changes
Includes all students for whom the Change of Address option was selected.
Teachers should be using the Student Change Form to indicate a new address for the student if one
was reported at the IEP.
Some districts may use the Integration feature in SEIS which links their SIS to SEIS. If a district uses
Integration, SEIS data can be updated as often as nightly from their SIS. The district will need to make
sure to make all changes to a student’s information in the proper system (usually in the SIS and not SEIS
for demographic information) so that these changes won’t get overwritten every time the Integration
feature runs.
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How To View an Attendance Register
Permission Needed: None
How To Print an Individual Register
1. Choose the date range that will appear on the attendance register. (If the month being
printed only has 30 days make sure to choose to print through the 30th and not the 31st, as that
can cause errors).
3. Choose how the register will be sorted.
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Attendance Register
4. Click the Get Roster button. This will bring up a .pdf that can be saved or printed.
>>
2. Choose the school(s) to print a register for.
Students
The stock Attendance Register is a non-interactive form, meant to be printed and written on.
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How To View a Comparison Report
Permission Needed: None
Students
The Comparison Reports allows users to compare selected Student Record information.
How To Run a Comparison Report:
>>
1. Choose a field from the first drop down.
2. Choose a field to compare to.
3. Select a District. (A user will only see the districts they have access to under their user profile.)
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Comparison Report
4. Click either the Show Report button (to view results) or the Download Report button (to download
results).
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How To View a DLAY Report
Permission Needed: None
EVLDLAY – Missing Reason: This report will display a list of students where the Initial Eval exceeds the 60 day
timeline and a Reason has not been chosen.
Students
There are 4 DLAY reports in SEIS.
TBDLAY – Missing Reason: This report will display a list of students where the Initial Eval is beyond the
student’s 3rd birthday and a Reason has not been chosen.
DLAY Report
TBDLAY Anomaly: This report will display a list of students where the Initial Eval is BEFORE the student’s 3rd
birthday but a Reason has been chosen.
>>
EVLDLAY Anomaly: This report will display a list of students where the Initial Eval does NOT exceed the 60
day timeline, but a Reason has been chosen.
How To Run a DLAY Report:
1. From the drop down titled Select Report, choose the EVLDLAY.
2. Click the Go button.
3.
When the list appears, click on the Student Record link next to the Student’s name to be
directed to the CASEMIS A tab.
4. Enter or Remove the Reason in field A-30 EVLDLAY depending on which type of DLAY report was
run. (Missing Reports need a reason entered and anomaly reports need a reason removed)
5. Click the Save button.
6. Click the Return to List link at the top of the page to return to the EVLDLAY report.
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The Student Record
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The Student Record
The Student Record which contains the most recent data for the Student. Any field on both the Student
Record and Future IEP pages is linked. When information is changed on one, it instantly changes on the other.
The Demographics Page and the CASEMIS A page are pictured on the next pages as examples of the
Student Record Pages. Descriptions of all pages are listed on the following pages.
1
Students
Any custom fields created by the SELPA and/or district to gather and maintain information that is
important locally are displayed on the Student Record at the bottom of the page they were added to.
2
>>
3
Student IEPs
5
4
>>
All pages of the Student Record have a consistent structure:
1. Basic student information is located in the top left corner in the white student info box.
2. Student Search box:
Click the Show All Students link to view all students the user has access to, or enter First name,
Last name or DOB and click the Find button to find a specific student. This will bring up a pop
up listing of students.
3. Navigation and Buttons
Save Form
button is located at top and bottom of each page.
Student Change Form takes the user to the Student Change Form to submit requests.
View IEPs list takes the user to the Student IEPs list.
E-mail Team takes user to E-mail feature.
Print Page will print the Student Record page (page content only).
4. Student Record Navigation allows the user to move from page to page of the Student Record.
5. Form Content - See the next pages for more information about what each page of the Student
Record contains.
Some districts may use the Integration feature which links their Student Information System (SIS) to
SEIS. If a district uses Integration, SEIS data can be updated as often as nightly from their SIS. The district
will need to make all changes to a student’s information in the proper system (usually in the SIS and not
SEIS) so that these changes won’t get overwritten nightly when the Integration feature runs.
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Demographics Page
Students
>>
Student IEPs
>>
>>
Demographics
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CASEMIS A Page
Students
>>
Student IEPs
>>
>>
CASEMIS A
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Demographics Page
This page houses all demographics information for the student, and contains more contact info than the
IEP pages. It has two main sections: Student Information and Parent Guardian Information.
The Schools page lists a student’s district and school information. Please Note that District of Residence
can be changed by using the drop down menu, but District of Service is read-only. In order to change
District of Service the student’s record must be transferred to a new district in SEIS. Workability is a field
listed only on this page, and not on the IEP.
>>
The Dates page is one central location to find information about important dates. Some of these dates
are CASEMIS fields and others are just for reference. Parent / Legal Guardian / Adult Student Signature
in Agreement of the IEP is also displayed on the Dates page. This field is required during the Affirm
process and can be updated if necessary at any time after the Affirm.
Student IEPs
Dates Page
>>
The Attendance School Type field displays the School Type as read-only, and will default to the School
Type set up in the school’s profile. Users can select a different School Type for the student by using the
School Type drop down. This way if the School Type should be a different CASEMIS code for a particular
student, a different school type can be selected from the drop down menu. It is the selection in this
drop down menu that is pulled for CASEMIS reporting. Teachers and Service providers should NOT
change the school type for a student without consulting the district.
Students
School Page
Vision and Hearing dates are listed as read only but pulled from the IEP. There is also a place to track
Private School Letters sent to parents.
CASEMIS Guidelines about the Entry Date: Based on information available from school records or parent
statement, it is the date when the student first entered special education. It is also defined as the date
when the student first received special education services, including infant services provided through
an IFSP if applicable. Note: If the student had entered the program, left, and then came back several
times, use the date of the first entry to special education in this field. Teachers and Service providers
should NOT change the Entry Date for a student without consulting the district.
CASEMIS A Page
All of the fields that are reported to CASEMIS for table A are stored on this page in the numerical
order as they are assigned by CASEMIS. CASEMIS field titles as well
ell as explanations are listed for clarity.
ell
CASEMIS field descriptions can be viewed by hovering over the
icon to the left of each field.
Clicking on the Show CASEMIS Errors button at the top of the page will display an error / warning
message in red text next to each field in error / warning. When the CASEMIS errors are corrected on this
page the corrected data will automatically be updated on the Future IEP. CASEMIS warnings should be
reviewed and updated if needed.
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CASEMIS B Page
The CASEMIS B page has 2 main sections:
SERVICES: This page displays the same service grid that’s also displayed on the Future IEP Services page.
The service grid contains all fields reported to CASEMIS on Table B.
>>
Please Note: Unlike the CASEMIS A page, the error check on CASEMIS B will show errors listed at the top
of the service section, not next to each incorrect or blank field. Required CASEMIS fields are noted with
a red asterisk * next to each field title, per service.
Students
PROVIDERS: The Service Providers section is where service providers and Case Managers are listed,
along with the dates they served the student. Only service providers designated as Teacher Level Users
can be added to student’s records.
CASEMIS C Page
Table C is used to record disciplinary actions, suspensions, and expulsions that are reported to CASEMIS
each June 30. All disciplinary actions from the current fiscal year will be pulled for each June CASEMIS
report, but the page will display all historical disciplinary actions recorded in SEIS.
Student IEPs
Permission Needed: Edit Discipline Info
Please Note: Unlike the CASEMIS A page, the error check on CASEMIS C will show errors listed at the top
of the page, not next to each incorrect or blank field.
>>
IEP Information Page
This page houses fields from the IEPs that are linked to the Search for Students feature. These fields are
read only. Section headers will denote which State SELPA IEP Form each field is housed on.
Notes / Attachments Page
Alerts can be turned on by the user for the student, if applicable. These alerts will show on search results
and in the white student information box. Click the checkbox next to each alert to turn that alert on,
and then enter the text for the alert in the text box.
Notes and Attachments can be added to, edited, or deleted from this page at any time. Anyone
who has access to the student can leave a note or attachment here. This page functions as a bulletin
board with a locked door that only certain people have the key to. These notes are NOT part of the IEP
form. Often this page gets used to keep track of attempts to contact parents, but it can be used as a
confidential place to note something about the student.
Please Note: Make sure notes are always professional. Users should never post anything to this page
that they would not want to take ownership of. Anything posted on this page will have little value as a
legal document, but can be subpoenaed, as can anything in SEIS.
History Page
The History page contains information about the student for as long as they have been in SEIS. This page
records information on Case Managers, Service Providers, Status Changes, Transfers, Bulk Changes, and
more! Information on this page cannot be edited, instead it is recorded based on actions taken in the
system (Exiting, Transferring, Deleting services etc). There is a text box at the top of the History page to
make any notes necessary.
Custom Page
Custom fields can be created by the district or SELPA and are located on the various pages of the
Student Record at the bottom of each page. This Custom Fields page shows all custom fields created
for the student without having to view each Student Record page individually.
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The IEP Pages
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Future IEP
Students
The Future IEP is the working copy of the IEP. Any field on both the Student Record and Future IEP pages
are linked. When information is changed on one, it instantly changes on the other. This allows the IEP forms
to be pre-populated with demographic and CASEMIS data. In turn, what is entered on the Future IEP will
reflect back onto the Student Record.
1
>>
2
Student IEPs
3
4
>>
Future IEP Forms List page:
1. Basic student information is located in the top left corner in the student info box.
Print Selected Forms button will print all pages that have been checked (with any print options
that have been selected).
Future
2. Print Options
Print Forms In drop down allows the user to print forms in Spanish. Please Note: Form content will
not be translated to Spanish. Forms that have not been translated will print in English.
Check the applicable box to Automatically Number Pages and Remove Page Numbers.
Instructions link provides instructions on how to disable the pop-up blocker for SEIS.
3. An IEP forms list is shown. Please Note: The order of the forms is determined by each SELPA.
Switch to IFSP Forms icon will toggle between IEP and IFSP forms. (if the SELPA uses the
feature)
Return to IEPs List icon will take the user to the IEPs list page.
View Current IEP icon will toggle between the Future and Current IEP. (If the student does
not have a Current IEP, this link won’t show).
View Student Record icon will take the user to the Student Record.
Edit icon allows the user to access the data entry screen for the IEP forms.
4. Attachments
Attachments link is available to add attachments to the IEP.
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Data Entry Screen of Future IEP Forms:
All information for the Future IEP is entered into the data entry screen of each form.
Students
1
2
3
4
>>
Last Updated By: Nikki Thomas On: 6/9/2014 9:45:09 AM
5
Student IEPs
6
1. Basic student information is located in the top left corner in the student info box.
>>
2. Forms box is used to navigate between the pages of the IEP.
The Form title is listed in bold in the center.
Previous Form and Next Form links allow the user to navigate to the next or previous form. These
links will list the title of the page that is previous or next.
Future
Links to additional pages of the form are listed below the title. (for multiple page forms)
The A-Z alpha bar and View All Forms link gives easy access to all forms.
>>
3. Student Search box
Click the Show All Students link to view all students the user has access to, or enter First name,
Last name or DOB and click the Find button to find a specific student. This will bring up a pop up
listing of matching students, allowing the user to switch student to student while staying on the
same form.
4. Buttons and Quick Links
Buttons include Save, Print, Affirm, and Spell Check.
Quick Links provides easy access to different areas of the system such as the Student Record or
E-mail feature.
5. Last Updated On / By information is listed for each IEP page. This will be updated when a user
saves a change to the page.
6. Form Content gives access to the IEP form so information can be edited or added. Some fields
are text boxes, radio buttons etc., some have limited options as they are reported to CASEMIS
so only CASEMIS values can be selected. Please Note: All fields on the IEP that are reported
to CASEMIS appear in blue boxes for easy identification, except during CASEMIS season when
they turn red.
To Exit the IEP pages use a link such as Home, Edit Student, etc., otherwise the page will be left
checked out and unavailable to other users.
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Current IEP
Students
The Current IEP is created when the Future IEP is Affirmed/Attested, The Current IEP is locked as an
un-editable .pdf and should be the most accurate representation of the most recent IEP meeting,
whether that IEP is complete, awaiting signature, etc. Updates can be made to the Current IEP by use
of Amendments/Continuations/Corrections and/or Attachments.
1
>>
2
Student IEPs
3
5
>>
4
Current IEP Forms List page:
Current
1. Basic student information is located in the top left corner in the student info box.
2. Comments box is available for users to add comments about the IEP.
3. Printing Options
Print Selected Forms button will print all pages that have been checked (with any print options
that have been selected). Please Note: Any forms not checked during the Affirm process can
only be printed individually.
Print Forms in drop down allows the user to print forms in Spanish. Please Note: Form content will
not be translated to Spanish. Forms that have not been translated will be printed in English.
Instructions link provides instructions on how to disable the pop-up blocker.
Automatically Number Pages will put page numbers in the header of any printed page.
4. An IEP forms list is shown. Please Note: The order of the forms is determined by each SELPA.
Forms selected during Step 4 of the Affirm process will appear in bold.
Return to IEPs List icon will take the user to the IEPs list page.
View Student Record icon will take the user to the Student Record.
View Future IEP icon will toggle between the Future and Current IEP.
View / Print icon allows the user to print forms individually.
5. Attachments and Amendments
Attachments link is available to add attachments to the IEP.
Add Amendment/Continuation/Correction link is available to add an amendment, hold a
continuation meeting, or make a correction to the IEP.
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Historical IEP
The Historical IEPs are all IEPs that have been Affirmed for the student.
Students
>>
Attachments / Amendments columns list if the IEP has Amendments / Continuations / Corrections or
Attachments.
Student IEPs
View / Print Historical IEPs will take the user to the IEP forms list for the selected IEP.
>>
History
Other Types of IEPs
or
Different types of IEPs can be found on the History page of the Student Record. These are IEP forms that
are locked into .pdf format when a student exits Special Education, transfers to another district/SELPA,
or has an assessment that results in the student not receiving services. At the time these actions are
performed a copy of the Future IEP is saved on the History page to record any data on the IEP forms at
that time.
>>
Demographics
View IEPs will take the user to the IEP forms list for the selected IEP.
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How To Release Forms in Use
Permission Needed: None
When a user attempts to open a form that is currently in use or has been locked, they will see a screen
listing who has the form checked out, and when they checked it out.
Students
Most IEP forms are single use forms, meaning only one user can have access to the form at a time. If a user
doesn’t exit a form correctly it will remain locked by that user and no one else will be able to access it.
Forms may be accidentally left checked out/locked due to various circumstances including:
>>
1. Exiting the form page by using the browser’s Back button.
2. The browser or computer shut down prior to logging off of the page.
3. A cat jumped on the keyboard and suddenly you’re on Facebook, leaving the form checked out.
Student IEPs
>>
Future
How To Unlock a Form That Is Checked Out
>>
Checked out by the user:
1. Click the Edit link next to the form that is checked out to open it (it will only open for the user that
has it checked out).
2. Log out of the form correctly (click the Home link, a link to another page, or the Print Multiple
Forms button).
Unlock a form checked out by someone else:
When attempting to open a form that is currently in use or has been left locked by someone else, a
prompt will appear alerting that the form is in use, who has it checked out, and when they checked it out.
There are a few things that can be done:
1. Contact the person who has the form checked out and ask them to follow the steps above to
unlock the form.
2. Contact the district/SELPA office and ask they Release the Form. If the page is not saved first any
new data may be lost.
3. Wait 4 hours until the form automatically releases.
Multiple use forms, like the Goal Summary Page, are the exception to this single-user-at-a-time rule. All
summary pages can be viewed by multiple users, but each individual data entry page is single use.
Examples are Goals, Notes, BSP, and Prior Written Notice.
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Services
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Basic Info About Services
All services listed on the Service page of the Future IEP are also linked to the CASEMIS B page of the
Student Record. This manual will refer to services on these pages as services in the Service Grid. When a
service is deleted off of the Service Grid a record of that service can still be found on the History Page of
the Student Record.
Services and CASEMIS:
The June 30th CASEMIS report must include every service provided to a student during the fiscal year. Only
services listed on the Service Grid will be reported to CASEMIS, which means that any service provided
during the year should be reported to CASEMIS on June 30th. Any service that ends during the school
year should not be deleted from the Service Grid, so it will be reported at the end of the year.
For both the June and December CASEMIS reports, SEIS will include all services listed in the Service Grid
with the exception of any services meeting either of these two criteria:
1. Services marked Do Not Report.
2. Services with a Start Date after the upcoming CASEMIS report date (either 12/01 or 06/30).
SEIS allows duplicate services to be listed on the IEP, but CASEMIS does not allow duplicate services to be
reported. A duplicate service is one with the same service code and provider agency.
All but one of the duplicate services occurring in current or previous fiscal years will need to be marked Do
Not Report (DNR) to avoid duplicate service errors from the CASEMIS software.
There is no need to mark services starting in the next fiscal year as DNR since, they will not be pulled
into the report and will not cause an error. Marking them DNR could be problematic if they are not
unmarked DNR in the next school year.
For more information on duplicate services please see the “Services and Searches” on page <?>
ESY services are not reported to CASEMIS and are in their own Service Grid. ESY Services are not listed on
the Student Record. For more information on ESY services, see the ESY Services section.
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The Service Grid
Students
>>
2. Sort Order allows users to easily put services into the desired order. Please Note: There is a search
available in SEIS to pull primary services - which are the services with #1 as their order.
Student IEPs
1. Expand / Collapse arrow will expand or collapse each grid to show additional information.
Do Not Report check box allows the user to mark the service DNR and exclude it from being
reported to CASEMIS.
>>
3. Action Links column allows the user to perform actions such as Edit / Delete (see next section for
more details).
4. Service column lists basic info about the service such as service code.
Future
5. Dates column lists the start and end dates.
6. Duration / Frequency column displays all duration and frequency information.
>>
7. Blank Grids to Print drop down allows the user to print blank service grids for hand written notes
during IEP meetings. The selected number of blank grids are inserted after the service on the
printed page only.
8. Copy to ESY link will copy the service to the ESY section of the Future IEP. See the ESY section for
more info.
Do Not Print check box allows users to designate services that will not be printed on the IEP. For
Example: Services that have been discontinued and don’t need to print on the IEP, but need to
remain on the Service Grid for CASEMIS Purposes.
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How To Add a Service:
1. Click the Add New Service button.
Students
>>
Student IEPs
2. Fill in all the required fields on the Service Pop-up.
Service: The CASEMIS service code of the special education service received by the student
or infant.
•
Start Date: The date the service will start being provided to the student.
•
End Date (optional): The date the service will no longer be provided to the student. Please
Note: This date must be on or after than Start Date.
•
Provider Agency: The service provider of the service code listed above.
•
Location: The physical location where the service in B-5 is delivered.
•
Session Based: When selected, this is used to document the minutes per session and the
number of sessions the service will be provided. If sessions are unknown or such detail is not
needed, uncheck to remove this detail from being documented as part of the service.
•
Minutes / Session: For Session Based services only. This documents how many minutes per
session the service will be delivered.
•
Session / Frequency: For Session based services only. This documents how many sessions will
be delivered per frequency.
•
Frequency: Documents the frequency of receiving the service. (Daily, Weekly, Monthly,
Yearly, or Other)
•
Total Minutes / Frequency: Documents the total number of minutes to be delivered in the
period.
>>
•
Future
>>
Please Note: If Session Based is selected this field will not be editable. Instead it is a
calculation of Minutes / Session times Sessions / Period.
•
Initial Start Date (optional): Used to document the original Start Date the service was
provided to the student.
•
Delivery (optional): Check the applicable check boxes to document the delivery of the
service.
•
Comments (optional): Add any comments about the service as necessary.
3. Click the Save button.
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Do services need to be
Amended between meetings?
Prepare for the next full
IEP meeting
Affirm the Amendment
Enter an End Date for the “old”
version of the Service.
Make changes to the Service as
needed.
Click the Amend Service link next
to the service(s) to be Amended.
Yes
Affirm the IEP
DO NOT delete the Service until AFTER
the June 30th CASEMIS Report.
This will end the “old” service and
allow the user to edits the new version
of the service with drafted / updated
information.
This will end the Service.
Draft any continuing services
as needed
Click the Continue link AFTER THE IEP
MEETING HAS BEEN HELD
Yes
Click the Discontinue link AFTER THE IEP
MEETING HAS BEEN HELD
No
Is the existing Service
continuing to the next IEP?
Service Options Before the IEP has been
Affirmed
Students
These are services that have been added to the Future IEP before the meeting has been Affirmed. Once
the IEP meeting is held and the IEP is Affirmed, the service grid will reflect different options as noted in the
next section.
>>
Student IEPs
How to Edit a Service:
>>
1. Click the Edit link next to the service to be edited.
3. Click the Save button. Please Note: Edit and Delete options will still be available on this service to
modify and delete as needed until the IEP is affirmed.
Future
2. Edit any fields as necessary. Please Note: The Service Code will not be editable. If this field needs
to be edited a new service will need to be created and the incorrect service will need to be
deleted.
How to Delete a Service:
>>
1. Click the Delete link next to the service to be removed.
2. Click the Delete Service button in the confirmation window.
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Service Options After the IEP has been Affirmed
Once the IEP meeting has been held and the IEP is Affirmed, this service grid will reflect different options.
Students
>>
Student IEPs
How To Amend A Service:
>>
Future
>>
This link is usually used when editing a service through the Amend/Continuation/Correction feature. If a
change occurs to an existing service between complete IEPs, the service will need to be Amended (e.g.
Duration of service needs to be increased).
1. Click the Amend Service link.
2. Enter an end date. This should reflect the day the existing version of the service will be ending.
3. Click the Continue button.
4. Update the information to reflect the most recent modifications needed to the service. Please
Note: The Start Date will be auto generated for one day after the end date entered on the first step
of the Amend Service process. This date is editable and can be updated if the auto-generated
date is incorrect.
5. Click the Save button.
•
The Amended version of the service will remain on the service grid and will be marked Do not
Report to avoid duplicate service errors.
•
The Amended version of the service will be listed as Amended, showing that iteration has since
ended.
•
The new iteration will also be listed reflecting the most recent information of the service.
•
The new iteration of the service will have Edit and Delete options to modify as needed until the
IEP / Amendment is Affirmed.
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How To Continue an Existing Service Onto a New IEP:
If the existing service will be continued on the next IEP, follow this process to update the needed
information to reflect what will be provided during the upcoming year.
This should only be done AFTER the IEP meeting has been held. If preparing ahead of time, Print Blank
Grids should be used to have additional grids on the IEP for proposed services as needed.
Students
1. Click the Continue to New IEP link.
>>
2. Update the information to reflect what will be provided during the new IEP.
Student IEPs
>>
Future
3. Click the Save button.
The Continue to Next IEP link:
Automatically ends the existing service, with an end date of the day before the date you click
the link or the end date entered, whichever is sooner.
•
Creates a new version of that service, with a start date of the day after the end date.
•
Removes the previous service from the IEP.
>>
•
Please Note: Edit and Delete options will be available on the continued service to modify and delete as
needed until the IEP is affirmed.
Continue vs. Amend
Continuing a Service generally happens at the Complete IEP meeting.
This link should be used when the Service Code is continuing. Any detail about the service,
except the Service Code, can be edited during this process. For Example, a student has a
Speech service for 30 minutes that will continue but be offered for 45 minutes. Continue can be
used for this situation.
Amending a Service generally happens during the Amendment Continuation process.
This link should be used to show a change to an Offer of FAPE or a change to a service as a
continuation / correction. This process will show both the old and new version of the service.
Some SELPAs instruct users to always amend service and never continue them. Please follow any
SELPA guidelines set forth.
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How To Discontinue A Service:
When a service is no longer being provided to the student, the service should be discontinued on the IEP /
Amendment.
Students
1. Click the Discontinue link.
>>
2. Enter an End Date. This should reflect the last day the service will be provided.
3. Enter any comments (if applicable).
4. Click the Discontinue button.
Student IEPs
>>
>>
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Teacher Level User Manual
Future
Details about the service will still be displayed on the service grid but the service will be marked
discontinued and only a Delete link will be available. The service must remain in the service grid until after
the June 30th CASEMIS report so it will be reported. After the final report is run users can delete the service
permanently by clicking the Delete link.
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Page 45
When To Delete an Affirmed Service:
1. Click the Delete link next to the service to be removed.
Students
The delete option will only be available on Affirmed services that have been Amended or Discontinued.
Once the final June 30th report has been created, it is ok to delete the service from the service grid and
no longer keep it on the IEP.
2. Click the Delete Service button on the confirmation window.
>>
ESY Services:
Student IEPs
ESY services are not reported to CASEMIS, and therefore are only displayed on the IEP page and not
on the CASEMIS B page of the student record. Please Note: Due to ESY services not being reported to
CASEMIS, the service grid will not show the 3 links after the IEP has been affirmed.
>>
Future
Add ESY Service button will add a new service into the ESY grid.
•
Copy to ESY link in the regular service grid will copy a regular service into the ESY grid.
•
Edit link allows the user to edit any of the service content, such as Start / End dates when service is
copied from the regular services section.
•
Delete link allows the user to remove the service when it is no longer being provided.
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>>
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Goals
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Goals Summary Page
Permission Needed: Edit IEPs
Students
>>
allows the user to create a new goal on the IEP. This button will take the user
to the new, blank goal form.
Delete Selected Goals allows the user to delete goals in bulk.
Student IEPs
Create New Goal
Go to Progress Report Summary Page allows the user to access the Write Progress feature.
>>
Check boxes allows the user to select multiple goals.
Add To My Goals drop down allows teachers to add goals to their personal goal bank.
Future
Edit Goal icon allows the user to edit the goal.
Delete Goal icon allows the user to delete a goal.
Print Goal icon allows the user to print an individual goal page.
Goal Order drop down allows user to change the goal order.
>>
Update link allows the user to update the Updated On / By information.
Please Note: If the SELPA uses more than one goal form there will be separate Goal Summary Pages for
each style of goal form.
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Page 48
How To Choose a Goal from the Goal Library
1. Click the Create New Goal button.
2. Click the Choose Goal link to access the various Goal Banks.
Students
If editing an existing goal, click the Edit icon next to the goal to be edited. This will open the
existing goal which can be edited.
>>
Student IEPs
>>
3. Choose the goal library to use.
Future
4. Use the drop downs to find the goal to be added to the IEP. Please Note: Each goal library
functions slightly differently. Some will have a link to choose goal and others will have a button to
add selected goal to goals page.
>>
Please Note: There are different options when using the goal banks. Some offer Spanish translations
of goals, some bring in the students name, etc. All goal banks are different and have different
options to work with.
5. Click the Save and Return to Goal Summary Page button to save the form.
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Page 49
How To Search Goal Banks
Permission Needed: None
Goal Bank Variations:
ACSA/CARS+ Goals: This link directs the user to the ACSA/CARS Goals bank.
AuSpLan Goals: These goals are created by Children’s Hospital & Research Center at Oakland,
Cochlear Implant Center and are used for students with Cochlear Implants or Amplification. Included in
this goal bank are Auditory Speech and Language goals.
BASICS Goals: This is a goal bank created in San Bernardino County that many special educators are
familiar with.
Search Goal Banks
Goal Banks Available in SEIS
>>
When accessing the goals through the IEP (clicking the choose goal link), some goal banks will allow the
user to add both the goal and objectives where others will allow the user to add only the goal OR objective.
Goals
Each goal bank is set up based on the authors’ specifications, so each goal bank will vary slightly in
how it is set up. Usually there will be drop downs at the top of the goal bank to narrow down the search
results. Some drop downs are required and others might be optional. There is also a keyword search in
each goal bank.
CSHA Goals: These are for Speech and Language Pathologists written to California Standards created
by the California Speech-Language-Hearing Association (CSHA).
R.O.P.E.S. Goals: These are for improved executive function (Patricia Schetter, MA).
SEACO Goals: These are for moderate and severely handicapped students.
SEACO Revised CAPA Blueprint Goals: Library of sample revised goals for CAPA Students.
Early Intensive Autism Interventions Goals: This is a goal bank for early intensive autism interventions.
ELD Goals: Compilation of linguistically appropriate goals for English Learners. These goals are aligned
to the English Language Development standards in California. Created by: Jarice Butterfield, Claudia
Echavarria, and Laura Tripp – Santa Barbara County SELPA.
English Language Arts for Common Core: A collection of teacher developed IEP Goals based on the
Common Core State Standards developed by the North Coastal Consortium for Special Education.
Math for Common Core: A collection of teacher developed IEP Goals based on the Common Core
Standards developed by the North Coastal Consortium for Special Education.
Secondary Trasition Goals: Goals by area, grade span, aligned to Common Core Standards and the
Transition Planning Basics Booklet. Developed by Sue Sawyer, in collaboration with Shasta County
District Office, County Office and SELPA representatives.
Statewide Teacher Generated Goals: These are goals collected from various SELPA’s Teacher
Generated Goal Banks.
Teacher Generated Goals: This is a list of teacher created goals the SELPA has selected to include in the
SELPA-wide bank.
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Teacher Level User Manual
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Page 50
How To Create a Personal Goal Library
Goals
Teachers are given the option to Create and add goals to their own personal goal library. Every goal a
teacher adds to their goal library is available for review by their SELPA. The SELPA can then choose to
add it to the SELPA-wide Goal Bank.
>>
Manage My Goal Bank
Add Goal
allows the user to add a new goals.
Delete Selected Goals
Manage Focus Areas
allows the user to delete goals in bulk.
allows the user to create a new focus area.
Check boxes allows the user to select multiple goals.
Edit Goal icon allows the user to edit the goal.
Delete Goal icon allows the user to delete a goal.
Move Selected Goals To drop down allows user to change the focus area of goals in bulk.
Users will need to create a focus area before they can add a goal, as all goals need to be assigned
to a focus area.
How To Manage Focus Areas
1. Click the Manage Focus Areas button.
To Add / Edit a folder:
1. Enter the title of the new folder in the text box.
If editing an existing folder, click the Edit icon next
to the folder to be edited. This will place the folder
name in the folder title box so it can be edited.
2. Click the Add / Update button.
How To Delete a Folder:
1.
Click the Delete icon next to the folder to be deleted. Please Note: This icon will only show
for focus areas that don’t have any goals listed in them.
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How To Add a Goal to the Personal Goal Bank From the Mange Goal Page
1. Click the Add Goal button
2. Fill in the Goal text. (required)
Goals
If editing an existing goal, click the Edit icon next to the goal to be updated and edit any of
the fields listed below.
3. Add up to 4 objectives. (optional) Please Note: A template can be used to create the goal or
objective by clicking the Use Template link.
>>
4. Choose a focus area for the Goal. (required). Please Note: If no focus areas exist, click the
Manage Focus Area button to add a focus area.
5. Click the Save Goal button.
Also Note: When adding goals to the Personal Goal Bank Via an IEP, remove the student’s name and
replace with ((((STUDENT)))) to ensure the user does not accidently use the goal with a pre-existing
Edit Goal Bank
Go Please Note: Goals can also be added to the teacher’s personal goal bank from the Future IEP. In
this instance, choosing a focus area from the drop down on the goals summary page and clicking the
Go button will add the goal to the teacher’s personal goal bank.
student name on another student’s IEP. It is also recommended to remove other specific information
such as dates.
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Page 52
Affirm / Attest
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Teacher Level User Manual
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Page 53
How To Run a CASEMIS Error Check
Permission Needed: Edit Student Record
Students
Any user can run an Error Check. While the CASEMIS error check is helpful in catching most errors, the Case
Manager still needs to check the accuracy of the data. Example: If English is entered for Native Language,
SEIS has no way of knowing if that is correct or not, it can only check to see if the field is filled out.
>>
Student IEPs
1. Scroll through the CASEMIS A tab looking for errors and warnings shown in red.
>>
2. When an error is found, read the error description and fix the error. When a Waning is found, it
should be reviewed for any necessary corrections.
3. Once the page is error free, click the Save button to save all changes.
4. Click the link to the CASEMIS B page.
5. Click the Show CASEMIS Errors button on this page. Please Note: Errors on this page will show at
the top of the services section, not next to each field like the CASEMIS A tab.
6. Read the error description(s) and fix any error(s).
7. Once the page is error free, click the Save button to save all changes.
8. Click the link to the CASEMIS C page.
9. Click the Show CASEMIS Errors button on this page. Please Note: Errors on this page will show at
the top of the services section, not next to each field like the CASEMIS A tab.
10. Read the error description(s) and fix any error(s).
11. Read the warning descriptions to determine if data needs to be updated.
12. Once the page is error free, click the Save button to save all changes.
Please Note: Some fields may have the same error number/descriptor as some errors are related. For
example the error “Error: E137 GRADE IS 04 FOR AGE 1” will show next to the student’s Birth Date field, and
next to the Grade field. This is because the error could be caused by either the selected grade level being
incorrect, or the Birth Date being incorrect. Review both fields and when corrected in one place, both
errors will disappear.
Some notices will be Warning and not Errors. Warnings should be reviewed and updated if needed,
however Warnings will not affect the Affirm process.
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Page 54
How To Affirm / Attest
Permission Needed: Must
Edit Student
Record
andand
Affirm
IEPsEdit Student Record permission
Be Case
Manager
have
Pending students will NOT have the Affirm/Attest option available until the student is designated as
Eligible.
>>
Affirm Process:
Students
SEIS recommends that the Affirm/Attest is done within 7 days of the meeting by the student’s Case
Manager ONLY. Some SELPAs may establish different users to do Affirm/Attest. Be sure to follow any
local guidelines.
This process can also be initiated on the data entry screen of the Future IEP by clicking the Affirm /
Attest button.
Click the Begin Affirm Process button on the Initiate Affirm / Attest page.
Step 1 - Unaffirmed Amendments Verification, if applicable.
If there are Unaffirmed Amendments the user must go to the Current IEP to either delete or Affirm any editable
Amendments. If there are not any Unaffirmed Amendments the user will be taken directly to Step 2.
>>
Step 2 - Verify Meeting Information
1.
Verify the meeting date. The meeting date listed is the same one entered on the IEP forms, if
the information is not correct click the Return to Future IEP button. (There are links on the future
IEP, where the IEP purpose is located, to Calculate Next Dates and Calculate Last Dates for
the Annual and Triennual date fields.)
2.
Choose the Plan Type of the student, either IEP, ISP, or IFSP.
3.
Indicate whether the parent / legal guardian / adult student has signed the IEP in agreement
at the time of Affirm.
4.
Verify the purpose(s) of the meeting, this information listed is the same as listed on the IEP
forms, if the information is not correct click the Return to Future IEP button.
5.
Add any additional comments as necessary.
6.
Review Other Meeting Dates and adjust if necessary. The dates listed are the same ones
entered on the IEP forms, if the information is not correct click the Return to Future IEP button.
7.
Click the Continue button.
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Teacher Level User Manual
Student IEPs
1.
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Step 3 - Correction of CASEMIS Errors
Students
If there are CASEMIS errors on the Student Record they will need to be corrected before the Affirm can
be completed. (If the Student Record is error free, click the Continue button to go to step 4 to complete
the Affirm Process.)
>>
Step 4 - Select Forms:
1.
>>
Check the Check Box(es) next to the form(s) used for
this meeting. Please Note: All pages will be Affirmed but
only those checked will remain bold on the Current IEP list
page. This will show at a glance which forms were used for
this particular meeting.
Student IEPs
Once the Student Record is error free, click the Return to Affirm / Attest button. Please Note: If the
CASEMIS pages still contain errors, users will remain on the page. Users will only be able to complete the
Affirm process once all CASEMIS errors have been cleared.
2. Click the Preview PDF button. (optional). This .pdf preview
process will enable users to verify they’ve selected the
correct group of forms for the particular meeting. To close
down the .pdf preview, use the X in the upper right hand
corner.
3. Add or Remove any forms to make the list accurate. (if
applicable)
4. Click the Submit button to submit the accurate .pdf file
and complete the Affirm.
5. Click the Yes button in the confirmation window. This will generate the final .pdf document.
6. Click the Ok button in the next confirmation window.
The IEP has successfully been Affirmed. It can be viewed as the Current IEP.
What Happens During the Affirm Process
Upon completion of the Affirm process all information on the Future IEP is locked into an un-editable
.pdf document which becomes the Current IEP. All information is also copied back into the Future IEP.
This allows the user to pick up where they left off with the Future IEP they will never have to start from
scratch.
All forms are Affirmed during this process. Those selected in Step 4 will be bold in the Current IEP. Those
not selected will still have all of their information locked into place, however they will be grayed out on
the Current IEP to show that they were not used in this meeting.
All bolded forms can be printed in a batch, using the check boxes and the Print Selected Forms button.
All forms grayed out can be printed by Clicking the View / Print icon.
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How To Add an Attachment to an IEP
Permission Needed: None
This process can also be initiated on the data entry screen of the Future IEP by clicking the Attachments
link in the Quick Links drop down.
Students
Attachments can be added to any IEP for any student. Please Note: Attachments stay with the IEP
they are attached to. Example: An attachment is added to the Future IEP, when that IEP is affirmed the
attachments will move with the IEP to the Current IEP and so on.
1. Click the Attachments link.
>>
2.
Click the Add icon.
3. Title the attachment. SEIS recommends including the student’s First Name (Example: 4/1/2010
Corrections to Jessica’s IEP).
Student IEPs
4. Click the Browse button and find the file.
5. Click the Upload button to attach the file to the IEP.
6.
Click the Return to IEP List icon to return to the IEP and view the Attachment.
>>
If the Attachment includes student info, return to wherever the file was saved on the computer and
delete it. Then go to the computer’s recycle bin and empty the trash. SEIS is a secure site for these
attachments since it is password protected. The computer might not be.
Future
>>
How To Delete an Attachment
Future IEP:
Current / Historical IEPs:
Teacher level users will need to contact their district and/or SELPA to request the attachment be
deleted from an Affirmed IEP.
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Teacher Level User Manual
Attachments
Click the Delete icon next to the attachment to be deleted.
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How To Add a Comment to an IEP
Permission Needed: Edit IEPs
Students
Comments can be added to any Current or Historical IEP. This is a separate Comment box from the one
included as part of the Affirm process, however these comments will show below any comments made
during the Affirm on the History page of the Student record. Comments can be made by any user with
permission to Edit the IEP and can be seen by any user with access to the Student.
1. Click the Edit icon in the Comments box.
>>
Student IEPs
2. Enter comments into the text box.
3. Click the Save button when done entering comments.
>>
Permission Needed: None
This field is housed on the Dates page of the Student Record. It allows users to note if the Current IEP has
been signed by the Parent / Surrogate / Legal Guardian / Adult Student in Agreement of the IEP.
In step 2 of the Affirm process, Parent / Legal Guardian signature is a required field. Users will mark whether
the Parent / Legal Guardian has signed the IEP at the time of the Affirm. This information will populate on
the Dates page of the Student Record. If No was selected, the student will be listed in the Unsigned IEPs
section of the home page.
>>
Affirm Process
Current
Parent / Legal Guardian Signature
Users should not Re-Affirm the Future IEP when the parent signs the IEP.
When the parent signs the IEP, if no changes were made, follow these steps:
4. Click on the View IEP icon next to the students name, on the Unsigned IEP list.
5. Click on the Current link.
6. Enter a comment stating that the parent has signed the IEP and the date of signature.
7. Click on the Student Record Dates Tab link.
8. Select Yes, for Parent/Guardian signature on Current IEP.
9. Click the Save button.
If changes were made, use the Amendment form to document all changes and follow the steps listed
above. Also use the comment box to note changes made and date.
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Page 58
Amendments / Continuations /
Corrections
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How To Complete an Amendment /
Continuation / Correction
The mission in SEIS is to tell the story of the IEP as accurately as possible. The Amendment process as well as
our recommended best practices will help users tell the story of the IEP most accurately.
Students
The Amendment process includes steps to handle meetings held in parts (continuations), fixing errors
on a Current IEP (corrections), and the traditional Amendment process. This feature is referred to as the
Amendment/Continuation/Correction process, but for the sake of this manual we will refer to it as the
Amendment process.
>>
Permission Needed: Edit IEPs
Please Note: The Add Amendment/Continuation/Correction link is only available on the Current IEP. Only
one Amendment can be open (in edit mode) at a time for a student.
>>
Note to New SEIS Users: If an Amendment was completed for an IEP that was held before the SELPA began
using SEIS, you may want to continue using the local SELPAs hardcopy Amendment form and attach it to
the hard copy IEP. Being that the full IEP was held “Pre-SEIS” the option to add an Amendment will not be
available until your first IEP has been affirmed in SEIS.
Student IEPs
SEIS recommends using the Amendment form in conjunction with any additional Future IEP forms necessary
to document changes to the Current IEP after the original meeting, regardless of the type of changes.
Using this process will show exactly what was discussed during the original meeting (information on the
Current IEP) as well any information changed after the meeting due to a continuation meeting, correction,
or amendment.
Current
>>
Edit icon allows the user to edit an Unaffirmed Amendment.
Print icon allows the user to print the Amendment.
Delete icon allows users to delete an Amendment. Please Note: Once the Amendment has been
Affirmed only users with the permission to Delete Amendments will be able to see the Delete icon.
Attachments icon allows the user to add attachments to the Amendment. If an attachment has
been added, Yes will be displayed next to the icon. If there are no attachments, No will be displayed.
Comment icon allows the user to see the purpose of the Amendment, and any comments.
Signed column allows users to see if the Amendment was signed.
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Teacher Level User Manual
Add Amendment / Continuation / Correction
Add Amendment/Continuation/Correction link allows users to add a new Amendment, continue an
IEP meeting, or correct an error on the Current IEP.
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How To Begin an Amendment/Continuation/Correction
1. Click the Add Amendment/Continuation/Correction link.
If editing an existing Amendment, click the Edit icon next to the Amendment.
Students
2. Fill out the Amendment form. Please Note: Different SELPAs may use different Amendment forms.
>>
Student IEPs
>>
Current
3. Be sure to Save you work often. Users can also Save and come back to this Amendment at any
time. It will remain editable until it is Affirmed.
4. Select if additional forms are required with the Amendment.
•
If No is selected, Affirm the Amendment. Please see “How To Affirm an Amendment” on page
62 for more info.
•
If Yes is selected click the Edit icon next to any of the forms that need to be included with
the Amendment. This will direct the user to the Future IEP where they can edit forms.
5. Edit the form(s) as necessary using the forms box to navigate to different pages. Please Note: The
IEP date that is at the top of all Future IEP forms has been replaced with the Amendment date.
6. Once all forms have been updated click the Return to Amendment button.
7. Click the Save Form button to save all changes.
CASEMIS field A-36 (IEP Date on the Future IEP forms) should reflect the date of the last COMPLETE IEP,
IFSP or ISP meeting, not an Amendment to an IEP. Updating the IEP date on the Future when holding an
Amendment will cause an unaffirmed IEP, IFSP or ISP notice on the home page.
When holding an Amendment, enter the date that the Amendment was held on the Amendment page
and use the Additional forms at the bottom of the Amendment to access Future IEP pages, as this will
block the IEP date from being changed. The IEP Date field on any Future IEP pages needs to continue to
reflect the date the actual IEP meeting was held, not the Amendment.
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Page 61
How To Affirm an Amendment
1.
Click the Edit icon next to the Amendment.
3. Click the Save / Affirm Amendment button.
Students
2. Review all info on the Amendment. Once it is Affirmed it will be locked as a .pdf document and
will not be editable.
4. Click the Affirm button in the confirmation window.
5. Select the Amendment Purpose.
7.
>>
6. Click the Continue button
Please Note: The Amendment being affirmed is automatically included with the form(s) that are checked
in Step 4. All forms will be Affirmed but only the Amendment and those that are checked will remain bold
on the Amendment list page to show which forms were used for this Amendment.
8. Click the Preview PDF button. (optional). This .pdf preview process will enable users to verify
they’ve selected the correct group of forms for the particular meeting. To close down the .pdf
preview, use the X in the upper right hand corner.
Student IEPs
Check the Check Box(es) to select the form(s) that were used in conjunction with the
Amendment. The forms selected should help users who view this Amendment know what forms
were part of this meeting.
>>
9. Add or Remove any forms to make the list accurate. (if applicable)
10. Click the Submit button to submit the accurate .pdf file and complete the Affirm.
12. Click the Ok button in the next confirmation window.
Current
11. Click the Yes button in the confirmation window. This will generate the final .pdf document.
The Amendment has successfully been Affirmed. Once Affirmed, the system will date stamp the
Amendment with the date it was Affirmed. It will also list the user who Affirmed the Amendment.
Amendment Print Screen
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Click the Print icon next to any Amendment created after 07/07/2012.
The Attachments Yes / No and the Parent Signature Yes / No information is housed on the Amendment
print screen and displays on the Amendment grid on the Current IEP.
Students
Parent/Legal Guardian Signature on Amendment allows user to note if the Parent has signed the
Amendment. This will show a Yes or No in the signature column of the grid on the Current to let users
see this info at a glance.
Purpose allows the user to view the purpose of the Amendment. This could have been selected
during the Amendment Affirm process, but is always editable on this page.
Student IEPs
Click the Return to IEP List icon to return to the IEP list.
>>
Print Selected Forms button will print all pages that have been checked (with any print options that
have been selected). Please Note: Any forms not checked during the Affirm process can only be
printed individually.
>>
Current
Click the Student Record icon.
Click the View Current IEP icon to return to the Current IEP.
How To Add Attachments To An Amendment
Any Future IEP forms that are updated are now included in the Affirm process for the Amendment and do
not need to be attached to the Current IEP. There might, however, be additional forms that need to be
attached to the Amendment, such as scans of the signature pages etc. To do so follow these steps:
1.
Click the Attachment icon on the Amendment print screen.
2. Title the Attachment. SEIS recommends including the student’s First Name (Example: 01/30/2013
Jessica’s Star Matrix).
3. Click the Upload button to attach the file to the Amendment.
4. Click the Return to IEP list icon to return to the Amendment and review the Attachment.
If the Attachment includes student info, return to wherever the file was saved on the computer and delete
it. Then go to the computer’s recycle bin and empty the trash. SEIS is a secure site for these attachments
since it is password protected. The computer might not be.
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Teacher Level User Manual
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Page 63
Progress Reports
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How To Create a Progress Report
Permission Needed: Edit IEPs
Students
The Progress Reports are written in the Write Progress section. For an accurate Progress Report, it is VERY
important for ALL goals for the student to be prepared by the provider responsible for them before the
Progress Report is Affirmed.
>>
Student IEPs
>>
Print Selected Goals
allows the user to Print all selected goals at once.
Write Progress on Selected Goals allows the user to write progress info on selected goals.
Affirm / Attest PR
allows the user to Affirm the progress report. Please Note: This button will only
show if the student is Eligible and if the user is the Case Manager.
Print Affirmed PR
allows the user to print the most recently Affirmed Progress Report.
Show All Students allows the user to switch between students without leaving the page.
Return to List icon takes the user to the Student IEPs list page.
Check boxes allows the user to select multiple goals.
Goal Order drop down allows user to change the goal order, which affects the order in which the
goals are printed.
Update link in the Ready for PR column allows the user to update the Progress Report status.
Update link in the Updated On / By column allows the user to update the Updated On / By
information. Information in this column will automatically update to show the last user to save a
change to the goal.
Return to Goals Summary link takes the user back to the Goals Summary Page
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How To Write Progress on Goals
1.
Check the Check Box(es) next to the goal(s) on which progress needs to be written.
2. Click the Write Progress on Selected Goals button.
Students
3. Fill in the necessary information for that progress period on all goals. Please Note: Different
SELPAs use different goal forms so the options for the progress section could vary from what is
listed here. Each progress section will match the goal form the SELPA uses.
>>
Student IEPs
>>
4. Mark the goal as ready for PR. Please Note: Only goals marked yes will be included in the
Progress Report, however all goals should be marked to let the Case Manager know that all
progress information has been completed and the Progress Report is ready to be Affirmed.
5. Click the Update Progress on Goals button to save all updates and return to the Progress
Summary Page. Please Note: All progress information entered is updated on Future IEP goals
page.
How to Affirm a Progress Report
Only the Case Manager will see the button to Affirm the Progress Report. Verify that all goals are ready
for the final Progress Report to be created. This means all goals that will be included in the Affirmed
Progress Report have been updated and marked with a YES, and those that are NOT to be included
are marked with NO or N/A.
1. Click the Affirm Progress Report button.
2. Click the Ok button in the verification window.
3. Click the Ok button in the confirmation window.
The Last Affirmed Progress Report Done On information will be updated with the date and time of the
Affirm. When the Progress Report is Affirmed the Yes and No indicators in the Ready for PR field on the
goals summary page will blank out so they are ready to be used again for the next Progress Report.
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How To Print a Progress Report
1. Click the Print Affirmed PR button.
Please Note: This will only print the most recent Progress Report.
Printing can also be accessed by clicking the Print Progress icon on the Student IEPs List page. This page
will display ALL progress reports the student has ever had affirmed.
SELPAS that Use Multiple Goal Forms
If the SELPA uses more than one goal form there will be separate Progress Summary Pages for each style of
goal form. Radio Buttons are available at the top of the page to toggle back and forth between Progress
Summary Pages.
Make sure to complete the Progress Report section on all goals on both goal forms before the Progress
Report is affirmed. When a Progress Report is Affirmed it will include all goals from BOTH forms that have been
marked Yes.
When a Progress Report is Incorrectly Affirmed
Example: Some goals were not prepared at the time of Affirm and were missing from the first Progress Report.
If a second Progress Report was Affirmed just for the goals missing from the first Progress Report the most
recent Progress Report will then only show the goals marked Yes the second time around.
Once it’s determined a second Affirm needs to be done to correct the Progress Report, finish marking any
goals that were missed the first time around. Then click the update link in the Ready For PR column for any
goals that were included the first time the Progress Report was affirmed. This will ensure that ALL goals that
should be in place will be included on the Progress Report the second time around and there won’t be 2
separate Progress Reports to print in order to capture the complete Progress Report.
A Note About Bulk Printing
The most recent Progress Report can be printed in bulk for batches of students by selecting the student in
the Search For Students function. For specific instructions please see “How To - Bulk Options for Searches”
on page 64.
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Monitoring Students
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How To View Unaffirmed IEPs and Amendments
Permission Needed: None
Home Page
Unaffirmed IEPs:
This list is a calculation that compares the IEP Meeting Date (Field A-36 on the CASEMIS A page) and
Affirmed Date (Date the current IEP was Affirmed). A student’s name will show on this list if the Meeting
Date is more recent than the date of the last Affirm.
If a student is on this list in error it usually means the IEP Date may have been updated on the Future IEP
when no complete meeting had been held. This can be fixed on by changing the IEP date on the Future
IEP back to match the date of the Current IEP.
Unaffirmed Amendments:
This is a list of Amendments that have been created, but not affirmed. This page will display the date the
Amendment was added along with info about the student and Case Manager.
How to View Unsigned IEPs
Permission Needed: None
This list is a list of all students whose Current IEP was marked as unsigned by the parent / surrogate / legal
guardian / adult student during step 2 of the Affirm process. If a parent / surrogate / legal guardian / adult
student has signed the IEP, this field will need to be updated on the Dates page of the Student Record,
which will remove the student from this list.
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How To View Upcoming Meeting Alerts
Permission Needed: None
Home Page
30 Day Alert for Next Annual Meeting:
This will show all annual IEPs, IFSPs, and ISPs due within the next 30 days. Past Due meetings will be listed in red.
This alert is generated from the Date of Next Annual IEP field which can be found on the Future IEP or the Dates
page of the Student Record. If a student is marked DNR (Do Not Report) in SEIS there will be a blue box under
the student record icon.
75 Day Alert for Next Triennial IEP:
This will show all Triennial IEPs, IFSPs, and ISPs due within the next 75 days. Past Due meetings will be listed in red.
This alert is generated from the Date of Next Triennial field which can be found on the Future IEP or the Dates
page of the Student Record. If a student is marked DNR (Do Not Report) in SEIS there will be a blue box under
the student record icon.
Upcoming 3rd Birthday Alerts:
This will show all students whose 3rd birthdays are approaching. This will help users plan for any transition IEPs
from Part C to Part B.
Upcoming Initial Evaluations:
This will show a list of projected Initial Evaluation due dates. This is a calculation of the Parent Consent date plus
60 days. Past Due evals will be displayed in red. The student will continue to display on this list until the Date of
the Current IEP is AFTER the date of Initial Evaluation.
Upcoming Infant Initial Evaluations:
This will show a list of projected Initial Evaluation due dates for students ages 0-2. This is a calculation of the
Infant Referral date plus 45 days. Past Due evals will be displayed in red. The student will continue to display on
this list until the Date of the Current IEP is AFTER the date of Infant Initial Evaluation.
30 Day Alert for Upcoming 6 Month reviews:
This will show all IFSP 6 month reviews due within the next 30 days. Past Due meetings will be listed in red. This
alert is generated from the Date of Next 6 Month Review field which can be found on the Dates page of the of
the Student Record.
Upcoming 30 Day Reviews:
This will show all 30 day IEPs that need to be held within the District/SELPA. The 30 days is calculated by the
date field on the Dates Page of the Student Record called Date Student Entered District.
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Search for Students
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Page 71
Search For Students
Permission Needed: None
Searches
With this function custom searches can be created, named, saved, and if the user has the permission,
shared. The Search function is an ‘AND’ search function, meaning students will have to meet this filter AND
the next one, not one or the other.
Search Filters:
>>
Search Filters determine which records will come up in the search. Student Exited= NO is the only filter set
as a default.
Search for Students
Add icon allows the user to add a new filter below that field.
Delete icon allows the user to delete a filter.
Not check box allows the user to search for all students who DO NOT meet that filter.
Add New Search Filter allows the user to add a new search filter to the bottom of the existing list.
There are 5 types of Filters:
Dates: require two dates to be entered to search between.
< , >, =: search for a number greater than, less than, equal to, etc.
Lists: allow users to search for more than one option by selecting multiple options from the list.
Drop Down Menus: show a list of items, but only one can be selected.
Text boxes: Allow users to type in information to filter by
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Columns to Show in Results
Any number of columns can be added to the results of a search. Use these columns to generate reports
with specific information. Only those columns you choose here to show will show in your search results.
Searches
Add icon allows the user to add a new column to show below that field.
Delete icon allows the user to delete a filter.
Add New Column allows the user to add a new column to show in results to the bottom of the
existing list.
These can be found at the top of the columns to show section. These types of reports can’t be created
by the user by adding columns, so SEIS has made them readily available. All results in each type of
report will show all students who meet the selected filters. Any Columns to Show selected will show at
the end of the standard columns for all Service, Discipline, and DRDP type searches.
Search for Students
Types of Reports:
>>
Please Note: Fields can show differently in the columns to show than they do in the search filter. For
example as a search criteria Disability will show both the CASEMIS code and Verbiage. In the results they
are separate, allowing the user to select the verbiage, CASEMIS Code #, or both.
Student Report - displays one record for each student. This is the basic type of search used to
collect data on the defined group of students.
Current Service Report - displays one record for each service a student is receiving.
Duplicate Services Report - displays one record for each duplicate service per student.
Primary Service Report - displays All PRIMARY Services (Those services in the #1 position on the IEP).
ESY Service Report - displays one record for each ESY service a student is receiving.
Mental Health Service Report - displays one record for each MENTAL HEALTH (500 Code) Service.
Discipline Action Report - displays one Record for each discipline action a student has listed in SEIS.
Duplicates by Last / First Name and DOB - displays duplicate students based on Last name, first
name AND DOB.
Duplicates by DOB - displays duplicate student records based on DOB only.
Duplicate Street Address - displays duplicate student records based on street address only.
Duplicate SSID - displays duplicate student records based on SSID number only.
DRDP Report - Lists information about the status and dates of a student’s DRDP form.
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Results
The results are displayed in the report view.
Searches
>>
Search for Students
1. Side Nav Bar
Status Key lists the color codes which is a quick way to identify information about a student.
My Custom Searches lists all saved searches which are sorted by category.
Shared Searches lists all shared searches alphabetically.
2. Search Info displays the Search Title and the filters used.
Copy this Search and Redefine Search links can be used to copy or redefine an existing
search.
3. Saving and Sharing options are listed in the blue box. See”How To Search for Students” on
page 75.
4. Perform Task drop down gives options for all tasks that can be performed on the results.
5. Search Results
Student Record icon will take the user to the Student Record.
Actions icon will display all actions available for that student.
View IEPs icon will take the user to the Student IEPs list page.
Check boxes can be used to select certain student(s) to then perform a task on.
A-Z and Show All links can help narrow down results by student last name.
Column Header will sort by that column when clicked.
Show drop down will determine how many records to show per page.
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How To Search for Students
How To Create a New Search:
Searches
1. Add filters as needed to narrow down the results.
2. Add any columns to show in the results as necessary.
3. Add any Additional Filters as necessary
4. Choose the type of report.
5. Click the Search button to go to the results page.
>>
Search for Students
How To Search for Blanks:
•
Lists and Drop Downs have a Blank option built in which can be used as a search criteria.
•
For text boxes type “blank” in the text box.
•
Date and greater than/less than (< > =) type fields do not have a Blank option. To find students
with blanks in these types of fields, add those fields in the columns to show in results and then
click the header for that column. This will pull all blanks to the top of the results.
While data management and reports usually fall under the Admin responsibilities, the Search for
Students feature in SEIS can be a powerful tool for teachers. Some searches that are helpful for
teachers include:
Contact list: List all address, mailing address, phone number, and E-mail fields as columns to show.
Every time the search opened it will pull in the most recent contact information for each of the
students on the teacher’s caseload.
Alerts: Add the 3 alert fields to the columns to show to see which students have an alert and read a
description of that alert.
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How To Save a Search
Permission Needed: None
Searches
1. Set up the search to be saved according to the instructions listed on the prior page.
2. Click the Search button.
3. On the results page title the search in the Save Search As box.
>>
5.
Check the Check Box if the search should be part of the five searches on the home page
(optional).
6. Choose the default view for the search.
•
Results View will display the results of the search.
•
Filter View will display the page where the search is set up.
Search for Students
4. Assign the search to a category (optional).
7. Click the Save button
>>
How To Manage Categories:
Search
How To Add/Edit A Folder:
1. Click the Manage Categories link.
2. Enter the title of the new category in the text box.
If editing an existing category, click the Edit icon next to the category to be edited. This will
place the category name in the Category Title box so it can be edited.
3. Click the Add / Update button.
How To Delete a Folder:
1.
Click the Delete icon next to the folder to be deleted. Please Note: If a category that has
searches listed in it is deleted, those searches will become uncategorized.
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How To Redefine a Saved Search:
1. Click on the search to be redefined in the My Custom Searches box.
2. Click the Redefine Search link. If the search opens in the filter view, skip this step.
Searches
Please Note: Redefining the search is not the same as copying the search. Clicking Copy This Search
copies the search filters and columns to show into a NEW search. Clicking Redefine Search will edit the
existing search.
3. Redefine the search filters and/or columns to show.
4. Click the Search button.
>>
5. Click the Update button in the Saved / Shared Searches section.
1. Click on the search to be deleted in the My Custom Searches box. If the search opens in the
filter view, click the Search button at the bottom of the page.
2. Click the Delete button to the right of the Save and Share button.
3. Click the Ok button in the confirmation window.
Search for Students
How To Delete a Saved Search:
>>
Search
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How To - Bulk Options for Searches
All bulk tasks start from the results page after the user has set up the search and clicked the Search button.
1. Choose that option from the Task To Perform drop down in the green box on the results page.
2. From the next drop down, choose to include all search results or a sub-set of the data. (If sub-set is
chosen, check the check boxes next to the students to be included in the sub-set.)
Searches
For each bulk option:
>>
Search for Students
3. Click the GO button to access the page for that bulk feature.
All instructions below can be followed from this point.
How To Print Data:
Permission Needed: None
>>
Search
1. Title the search, group and/or sort if necessary.
2. Click the Print button.
Please Note: Do not use characters in the title of the search as that can cause printing issues due to the
system recognizing them as computer code.
How To Download Data:
Permission Needed: None
1. Choose to either open the data in Excel or save the Excel file.
2. Click the Ok button.
How To Download Mailing Labels:
Permission Needed: None
1. Choose the format for the labels.
2. Click Download Labels and save the file.
3. Save the Excel file and follow the instructions in the FAQ section of the Help Center to complete a
mail merge. FAQs are listed for all versions of Word.
Please Note: In order to view mailing addresses for ALL students living within the district, it might be necessary
to use the Additional Search Filter to Include Students who are Not Served in the District but are Residents.
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How To Bulk Print IEP / IFSP Forms:
Permission Needed: None
Searches
This feature allows users to print one Future IEP page for a group of students at once, without having to
access each individual student’s Future IEP. Please Note: Each print request will process up to 100 students
at a time so it might be necessary to narrow the search results or use the sub-set option.
>>
1. Choose the Future IEP / IFSP form to be printed from the drop down.
3. Confirm the number of students whose forms will be printed.
4. Click the Submit Print Job button.
Please Note: After clicking the button to submit the print job users will remain on the bulk print page so
they can continue to select forms until they are done submitting bulk print jobs. To exit the page, click the
Cancel / Return to Search Results button.
Search for Students
2. Title the job. (This will help tell jobs apart in the queue. E.g., IEP At A Glance A-C.)
>>
How To Bulk Print Progress / DRDP Reports:
Permission Needed: None
Search
This feature allows users to print the most recently affirmed
Progress / DRDP Report for a group of students at once
without having to access each individual Report. Please
Note: Each print request will process up to 100 students at a
time so it might be necessary to narrow the search results or
use the subset option.
1. Confirm the number of students whose progress reports will be printed.
2. Title the job. (This will help tell jobs apart in the queue. E.g., IEP At A Glance A-C.)
3. Click the Submit Print Job button.
How To Check the Status Of (Or Print) A Bulk Print Request
All Bulk Print jobs will be listed in the bulk print queue. This queue is in the upper right hand corner of SEIS
and will appear on most pages.
1. Click on the number located in the queue prompt, section in the upper right hand corner of the
screen: i.e. ‘You currently have 1 jobs in queue.’
2. Click the View link to download the .pdf of the chosen form.
3.
4.
Click the Printer icon to print the forms.
Click the Delete icon to delete jobs out of the queue. Completed jobs will be deleted
automatically within 7 days of being generated.
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CASEMIS / DRDP
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How To Fix Errors
Permission Needed: Edit Student Record
Home Page
CASEMIS is the agency all SELPAs have to report to twice yearly (December and June). The
December report includes all students Eligible on December 1st. The June report includes all
students eligible on June 30th, Exited during the fiscal year (07/01 - 06-30) and Assessed during
the fiscal year that did not qualify or did qualify but are not provided services.
CASEMIS collects data on Students and Services in both December and June. In June, CASEMIS
also collects information on Discipline and Post Secondary Education.
Before the Report Date:
1. Click the Click Here To Fix CASEMIS Errors link to go to see a listing of all the errors.
2.
Click the Fix Error icon to the left of the student’s name to go to the Student Record.
3. Click the Show CASEMIS Errors button.
4. Fix any CASEMIS errors.
5. Click the Save button.
6. Click the Return to CASEMIS Errors Page button. This step is very important. If this link is not used to
return to the CASEMIS errors page, the error will continue to show on the list even though it has been
corrected. These errors will drop off once a new report is run.
7. Continue to fix errors until error free.
Please Note: Some error codes will note that the Error will continue to remain until the SELPA re-runs the report.
This means that even after the error has been corrected by the user it will remain on the error list until the SELPA
runs a new report and uploads errors into SEIS. This message is displayed next to errors that when corrected, will
automatically add or delete rows to the report (such as services).
After the Report Date:
Users will be correcting errors on the copy of the report only and not in live SEIS data. Any changes made to the
copy of the report will also need to be made to live SEIS. This allows users to continue to work on IEPs that take
place after the report date without compromising report data.
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How To Complete a DRDP
Permission Needed: Edit Student Record and Edit IEPs
Students
This is a utility to capture and report DRDP information for preschool children. Data can be collected in SEIS
and tables can be generated to run through the CASEMIS software.
How To Add / Edit a DRDP:
1. Click the Add DRDP Access button.
3. Click the Save Form button to save all changes.
How To Affirm a DRDP:
1.
Student IEPs
2. Fill in or edit any of the fields on the form. To edit any read only fields a change will need to be
made to the Student Record so it can be reflected on the DRDP form.
>>
If updating an existing DRDP click the Edit icon next to the DRDP and edit any of the fields on
the form.
Click the Edit icon next to the DRDP.
>>
2. Review all info on the DRDP. All fields must be filled in before the DRDP can be affirmed. Once it
is Affirmed it will be locked as a .pdf document and will not be editable. If a change needs to be
made to an affirmed DRDP, a new DRDP will need to be created, filled out, and saved before the
old one can be deleted.
3. Click the Save / Affirm / Attest button.
Also Note: Before the DRDP is affirmed options to Edit, View/Print, and Delete are available. After the DRDP
has been affirmed the only available option is to View / Print.
How To Delete a DRDP that has Been Affirmed:
Teachers
need toDelete
contact
their district / SELPA office to have an Affirmed DRDP deleted.
Permissionwill
Needed:
DRDP
SEIS users can now delete an Affirmed DRDP.
1.
Click the Delete icon next to the DRDP to be deleted.
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Reference Materials
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How To View the Document Library
Permission Needed: None
Reference Materials
>>
Search
Document Library
1.
Allows users to search for documents based on keywords.
2. Click the Folder name to expand / collapse the folder
3. Click the document title to open the document
When a document is opened it is actually being downloaded onto the computer. Different computers
can be set to handle downloads in several different ways depending on how the browser preferences
are set. However the computer handles downloads, one thing to be aware of is that it will not title the
form as it appears on the screen. It will automatically name the form based on the date and time it
was uploaded into the Document Library by the district/SELPA rather than the name displayed on the
screen.
Please Note: If a form is saved on the computer and student information is entered into it, the form
needs to be deleted from the computer after all work with that form is complete. Also make sure to
empty the recycle bin. SEIS is a secure site for these documents since it is password protected. The
computer might not be.
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How To View Special Ed Publications
Permission Needed: None
Reference Materials
The Special Ed Publications area contains various Special Education Publications. Please send suggestions
into the Suggestion Box for any Special Ed materials that should be included here.
>>
2. Choose to open or save the publication.
3. Click the OK button.
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Teacher Level User Manual
Document Library
1. Click the title of the publication to be viewed.
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E-mail
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How To E-mail Other Users
Permission Needed: None
Enter search criteria to find users. Click the Search button to add users to the To box in the E-mail template.
Communication
Search For Users to E-mail:
>>
E-mail Other Users
First Name: Will narrow down results based on the user’s First Name listed in the system.
Last Name: Will narrow down results based on the user’s Last Name listed in the system.
User Type: Will show all users for the user type selected.
IEP Team For: Will show a list of all students the searching user has access to and will populate all teachers
tied to that student’s record.
District Name: Will show all users tied to the district selected. SELPA level users will not show as they are not
tied to a specific district.
School Site: Will show all users tied to the school site selected. This list will only display if school site is chosen
as the user type.
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How To E-mail Other Users:
2. The From box will display the name of the user sending the E-mail. This can be edited as needed.
3. The E-mail address of the user sending the E-mail will automatically populate in the From field if
they have one listed in their user profile. If not, it will need to be filled in.
Communication
1. In the To box, select the names of the users this E-mail will be sent to. Please Note: E-mails are
sent to the E-mail address listed in the individual’s user profile in SEIS. If the E-mail address in SEIS is
incorrect the E-mail will not reach the intended recipient. Only users with E-mail addresses listed in
their SEIS profile will be listed in the To box.
4. Enter any additional E-mail addresses in the Additional CC field. These can include E-mail
addresses of Non-SEIS users. Use commas to separate multiple E-mail addresses.
>>
5. Choose an E-mail template. (if applicable)
6. Click the Browse button to search for an Attachment if one needs to be added to the E-mail.
8. Enter a Subject. If an E-mail template was selected and this is included in the template, it will be
automatically filled in.
9. Enter the Message. If an E-mail template was selected and this is included in the template, it will
be automatically filled in.
E-mail Other Users
7. Enter a Greeting. This greeting will display at the top of the E-mail and list all recipient’s names
after the greeting. If an E-mail template was selected and this is included in the template, it will be
automatically filled in.
10. Click the Send E-mail button.
This process can also be initiated by clicking the E-mail Team icon on the Student Record or by
clicking the E-mail Team link in the Quick Links section of the data entry screen of the Future IEP.
In either instance the To box of the E-mail will be populated with all providers tied to that student’s
record.
Users should take FERPA guidelines into consideration when sending E-mails. No student names,
identifying information, or IEP pages should be sent via E-mail. SEIS recommends using the SEIS ID, SSID, or
District ID as the only identifying information on the student.
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How To Use the E-mail Library
Permission Needed: None
Communication
Use the E-mail library to store templates of E-mails that are sent out often.
>>
E-mail Library
Add E-mail
allows users to add a new E-mail to the E-mail library.
Edit icon allows the user to edit existing E-mail templates.
Delete icon allows the user to delete the E-mail template.
How To Add / Edit an E-mail Template:
1. Click the Add E-mail button.
If updating an existing E-mail template click the Edit icon next to the E-mail template to be
edited and edit any of the fields listed below.
2. Enter a Subject. (required)
3. Enter a Greeting. (required)
4. Add an Attachment (if applicable).
5. Enter the E-mail message. (required)
6. Click the Add button.
To test the E-mail template the user can click the Test button to send a copy to the E-mail listed in their user
profile.
Saving an E-mail as a template can also be initiated from the E-mail Other Users function. Once the E-mail
is complete click the Send and Save To E-mail Library button.
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Appendix A: Service Tracker
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Service Tracking
The Service Tracking feature in SEIS allows users to document the delivery of services to students. Delivery
is documented along with the amount of time each service is delivered to students, the service setting
(independent or group), the student’s plan type (IEP or IFSP), and the District providing the service. Since
this is done within SEIS, all pertinent information such as services on the IEP, Case Loads, Provider Types,
and Service Frequency / Duration information is already in place.
The Service Tracking feature will monitor the total amount of minutes provided to the student and
can be used to report when services are being over-provided or under-provided. A Service Tracking
Register can also be created based on what is entered into this feature, which prevents teachers from
having to do double entry.
Assessment Tracking
The Assessment Tracking feature in SEIS allows providers to record the amount of time they spend on an
Assessments for students. Reports can be pulled from this data as well.
Medi-Cal Billing
All data entered into the Service Tracking feature in SEIS can be exported and sent to the district’s
Medi-Cal billing agency.
Error Checks
The Service Tracking feature in SEIS has error checks to help prevent the user from recording the delivery
of services erroneously, and will warn providers of delivery over the total minutes written into the IEP. A
few of the error checks include:
•
Users will not be allowed to deliver services after the Exit Date of the student.
•
Users will not be allowed to exit a student with an Exit Date before the date of the last delivered
service.
•
Users will not be allowed to Discontinue a service with an End Date before the last delivered date.
•
Providers cannot deliver past the End Date of a service.
•
Total Minutes billed will turn red on the delivery page once they go past the total minutes written
into the IEP.
User Types and Permissions
Teachers are automatically providers in the system and will see the provider version of the Service
Tracking feature.
School Site / District / SELPA level users will vary depending on a few options.
If they are marked as Yes - Providing Services on their user profile they will see the provider version of the
Service Tracking Feature and will be listed as the provider type chosen in their user profile.
If they are marked No - Not Providing Services they will need the Service Delivery permission in order to
see the admin side of the service tracking feature.
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Attendance Code Options For Delivery
These are the available options for Attendance in the Service Delivery Screen. The option selected will
determine which attendance code shows on the Roster.
Delivered: Allows a provider to mark that the service was delivered to the student on the date(s) selected. The
total Minutes provided to the student for each date selected will be entered.
Date Student Enrolled: Allows a provider to mark the first date the student is or began with that provider.
Last Date of Students Enrollment: Allows a provider to mark the last date the student is enrolled in Special Ed.
Unexcused Absence: Allows a provider to mark that the service was not delivered to the student on the date(s)
selected due to the student’s unexcused absence. The total Minutes that would have been provided to the
student for each date selected will be entered.
NonScheduled Time: Allows a provider to mark that the service was delivered to the student above and
beyond the time written into the IEP on the date(s) selected. The total Minutes provided to the student for
each date selected will be entered.
Excused Absence: Allows a provider to mark that the service was not delivered to the student on the date(s)
selected due to the student’s excused absence. The total Minutes that would have been provided to the
student for each date selected will be entered.
Non-Participatory: Allows a provider to mark that the service was not delivered to the student on the date(s)
selected due to the student electing to not participate. The total Minutes that would have been provided to
the student for each date selected will be entered.
Holiday: Allows providers to mark a school holiday or school closure.
Please Note: If the provider is absent and is making up time, they should use the Delivered code and in the
comments they can choose to explain that they are making up for a missed session on xx/xx/xxxx date.
Delivery Options
These are the available options for Delivery in the Service Delivery Screen
Individual: allows providers to mark that the service was delivered individually to a student.
Group: allows providers to mark that the service was delivered in a group setting.
Consult: allows providers to mark that the service was delivered as a consultation.
Please Note: When the consult option is selected the minutes entered will not count against the total minutes
delivered for the service. This is so the total will reflect only the direct billed minutes yet providers can still track
their consult time without consequence to the total minutes.
If the consult service is written as a direct service (it is listed as a service in the service grid for consult purposes)
then providers should enter an Attendance Code of Delivery and a Delivery code of Individual. This will tally
the total minutes they provided consult services.
If the consult service is not written as a direct service (it is listed is the Supplemental Aides section or not listed
at all, yet still provided) then providers should enter an Attendance Code of Delivery and a Delivery code of
Consult. This will not tally the minutes they provided consult services, since the total minutes should be for the
direct services only.
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Service Tracking - Provider View
Students
>>
Service Tracker
Find
allows users to find students and services based on the selected criteria.
Tracking / Assessments / Reports / Roster tabs allow users to flip between the different features.
A - Z bar allows users to filter results based on student’s last name.
Student Record icon takes the user to the Student Record.
View IEPs list takes the user to the Student IEPs list page.
Edit icon allows users to record delivery for the selected service.
List of Delivered Services
Clicking the Edit icon on the screen above will pull up a list of all previous deliveries for that service.
Add
allows users to add a new delivery
Edit icon allows users to edit an existing delivery.
Delete icon allows users to delete a delivery.
Info icon displays any comments about the
delivery.
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How To Record Delivery
1.
Click the Edit icon next to the service to be delivered.
Or click the Edit icon to edit an existing delivery and change any of the information listed below.
Students
2. Click the Add button to add a new delivery.
3. Select the date(s) the service was delivered on the calendar.
>>
Service Tracker
4. Enter an Attendance code (this will be used on the attendance register.) Please Note: This code
will be applied to ALL selected dates.
5. Choose the Plan Type.
6. Choose the Delivery. Please Note: This will default to what is selected in the service on the IEP but
is editable.
7. Select the diagnostic code. (only applicable to Nurses)
8. Select the District of Service. For Services that get billed to Medi-Cal the district needs to be the
one who will be billing for the service delivery.
9. Enter any comments as applicable.
10. Click the Add New Claim button.
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How To Bulk Deliver Services
Services can be marked as delivered to a group of students all at once, so long as the same service
code is selected for each student to deliver against.
Students
>>
Manage Groups allows user to manage the groups of students that have been created.
Service Tracker
Check box allows users to select multiple students at once.
Add to Group allows users to add the selected students to the bulk queue. Please Note: Only 1
service code can be bulk delivered against at one time. A warning will appear if more than one
service code is attempted to be delivered against in the group.
Bulk Delivery to Group
allows users to deliver against all students added to the group the user
set up.
allows the user will select the group to deliver to students.
Manage Groups
Edit Group icon allows users to edit the group’s perameters.
Edit Students icon allows users to edit the students in an established group.
Delete icon allows users to delete the group.
Add Group
Close
allows users to add a new group name.
allows users to close the Manage Groups dialog box.
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How to Set Up a Group
1. Click the Manage Group button.
2. Click Add Group button to name, pick a service code, and delivery of the group.
3. Fill out the perameters of the group.
4. Click Add New Group to save the perameters.
5. Click Close.
6. Check the Check box next to the students with the corresponding services.
7. Select the correct group in the pull down next to the Bulk Delivery to Group button.
8. Click Add to Group botton.
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Bulk Delivering Services to a Group
Students
Select the group name from the pull down
menu and then click Bulk Delivery to Group.
Unlike the individual delivery only one day can
be delivered for the group at a time. This is
due to the nature of the bulk delivery. Since
users are delivering to a group of students
they can only deliver one date at a time.
Any student who was not in attendance for
that date will need to be managed on the
individual delivery to the student.
>>
1. Select the date the service was
delivered on the calendar.
Service Tracker
2. Enter an Attendance code (this will
be used on the attendance register.)
Please Note: This code will be applied
to ALL selected students.
3. Choose the Plan Type.
4. Enter the Total minutes provided.
5. Select the District of Service. For Services that get billed to Medi-Cal the district needs to be
the one who will be billing for the service delivery.
6. Select if there is a prescription on file, if applicable.
7. Select the diagnostic code, if applicable.
8. Enter any comments as applicable.
9. Click the Add New Claims button.
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How To Deliver Assessments
Assessments can be tracked and the time spent can be recorded for all assessments the provider is a
part of.
Find
allows users to find students and services based on the selected criteria.
Tracking / Assessments / Reports / Roster tabs allow users to flip between the different features.
A - Z bar allows users to filter results based on student’s last name.
Student Record icon takes the user to the Student Record.
View IEPs list takes the user to the Student IEPs list page.
Edit icon allows users to record the assessment for the selected student.
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How To Record Delivery
Students
>>
1.
Click the Edit icon next to the student that was assessed. This will bring the list of all
previously delivered assessments.
Or click the Edit icon to edit an existing assessment and change any of the information listed.
3. Select the Assessment Date.
4. Choose the Plan Type.
Service Tracker
2. Click the Add button to add a new assessment.
5. Select the Assessment type.
6. Choose the Delivery. Please Note: This will default to what is selected in the service on the IEP
but is editable.
7. Select the diagnostic code.
8. Select the District of Service. For Assessments that get billed to Medi-Cal the district needs to
be the one who will be billing for the assessment.
9. Enter any comments as applicable.
10. Click the Add New Claim button.
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Attendance Rosters
The roster will pull in all the services reported by a provider to provide an attendance register.
Students
>>
Service Tracker
Check box allows users to select multiple students at once.
Drop Downs allow users to select options for the register that will be generated.
radio buttons allows users to have all students or selected students print on the register
Add Students to Register button allows users to add selected students to the register.
Get Roster
button allows users to print the roster with all selected criteria.
When the Attendance Roster is printed it will show a line for each student and show all the services the
provider has entered into the Service Tracker, listing the Service Code, Attendance Code, and minutes
provided if applicable:
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Reports
The reports tab allows users to run different types of reports on the data entered into the Service Tracking
feature.
Check box allows users to select multiple students at once.
Download
button allows users to download the data to Excel.
Report Types:
Deliveries Report: shows all information entered for a student through the Service Tracking feature, for all
providers. This allows users to see all deliveries for selected students.
Overbilled Services: shows any services where the time entered into SEIS as delivered is over the amount of
minutes written into the IEP.
Single Provider Report: shows all deliveries for the provider logged into the system (or the provider the user
is logged in as, if the user is an Admin user)
Absences Report: shows all service deliveries entered for a student through the Service Tracking feature
where the Attendance Code is Unexcused or Excused Absence.
Unscheduled Time Report: shows all service deliveries entered for a student through the Service Tracking
feature where the Attendance Code is Non-Scheduled Time.
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Appendix B: Implementation
Affirm / Attest
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The SEIS Implementation Affirm and Attest
The SEIS Implementation Affirm and Attest is only done one time, for SELPAs and Districts new to SEIS.
This Affirm and Attest allows new users to verify CASEMIS information for their students, that was loaded
from their previous SpEd system.
This is a crucial step in completing the first CASEMIS report in SEIS.
Step 1: User Verification of Caseload
1. Click on the Student IEPs link in the STUDENTS section on the Upper Navigation Bar.
2. Verify all students listed on the caseload.
How To Add a Student
1. If students are missing from the Caseload, use the Add Student Form in the STUDENTS section on
the Upper Navigation Bar to request the student be added.
2. Complete each field on the Add Form. Please Note: Required fields have a red * next to them.
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How To Remove a Student
1. If students are on the Caseload and should not be, use the Student Change Form in the
STUDENTS section on the Upper Navigation Bar to request the student be removed.
Please be specific about the request and make the correct selection. For example: If the student has
been exited, use the request to Exit the student and provide the requested date of exit from Special
Education. If the student has moved, use the selection Student Has Moved to Another District/and or
SELPA, and provide any applicable information in the text box.
Step 2: Verify Services
1. Select a student from the list.
Make sure the most recent IEP, along with any amendments and other reviews, are on hand for the
selected student. To complete the Implementation Affirm / Attest, all documentation regarding the
services that the student is currently receiving will need to be available.
2. Click the Student IEPs link in the STUDENTS section of the upper nav bar.
3. Click the Future link next to the selected student.
4.
Click the Edit icon next to the Services - Offer of FAPE page.
5. Verify the services listed on the Future IEP match the paper documentation.
Use the steps listed below to edit any necessary services. When complete, all services listed in SEIS
should accurately reflect the services the student is currently receiving.
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If the services do not match
1. Click the Edit link next to the incorrect service.
2. Make any updates as needed to the service.
3. Verify all required fields (those marked with a red *) are filled in.
If a Service is Missing
1. Click the Add New Service button
2. Fill in all required fields so the service matches the paper documentation.
3. Click the Save button.
If a Service is Listed but has since been Discontinued
1. Click the Edit link next to the service
2. Verify the End Date of the service matches the paper documentation
3. Click the Save button
4. AFTER the Affirm is completed, return to the services page and click the Discontinue link for that
service.
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Step 3: Verify IEP Information
1. Using the IEP navigation bar at the top of the page, navigate to the Information / Eligibility
page of the Future IEP. This page can be found under “I” or by using the View All Forms drop
down.
2. Verify the 4 editable date fields at the top of this form. The dates listed in SEIS should align to
the dates listed on the most recent IEP. These dates are:
•
Last Annual IEP
•
Next Annual IEP
•
Last Eval
•
Next Eval
3. Verify the IEP meeting date in the top right corner of the form.
4. Document the purpose of the meeting. This information should match the most recent IEP
meeting.
5. Click the Save button to save the form.
Step 4: Affirm and Attest the IEP
Permission Needed: Be the Case Manager for the student
Only the Case Manager can complete this section. All providers who are not the Case Manager are
done with the Implementation Affirm and Attest for this student.
1. Click the Affirm / Attest button at the top of the IEP page. The Affirm process is broken down
into 4 steps:
1 - Begin Affirm Process
1. Click the Begin Affirm Process button.
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2 - Verify Meeting Information
1. Verify all meeting information on Step 2 of the Affirm. This includes:
•
Meeting Date
•
Plan Type
•
Parent / Guardian / Adult Student Signature in Agreement of the IEP
•
Purpose
•
Other Meeting Dates
2. Enter Additional Comments “Verified CASEMIS Data. No IEP Info”
3. Click the Continue button if all information is correct, or click the Return To Future IEP button to
make edits to this information.
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3 - Correct CASEMIS Errors
1. If there are CASEMIS errors / warnings a pop-up will display how many errors / warnings and if they are
on CASEMIS A or B.
2. Click the Ok button on the pop-up to start correcting CASEMIS errors.
3. Scroll down the CASEMIS A page of the Student Record looking for the red text that denotes a
CASEMIS error / warning.
4. Correct any errors as necessary. Warnings should be reviewed and updated if needed.
5. Click the Save Form button at the top or bottom of the page.
6. Click the Show CASEMIS Errors button to verify the student is error free.
7. Click the CASEMIS B link in the blue box to navigate to the CASEMIS B page.
8. Click the Show CASEMIS Errors button to find any CASEMIS B errors.
9. Fix any errors as necessary.
10. Click the Save button.
11. Click the Continue Affirm Process button.
4 - Select Forms
1. Select none of the forms.
2. Click the Submit button.
3. Click the Yes button in the first confirmation window.
4. Click the OK button in the second confirmation
window.
The IEP has now been Affirmed. Continue this process for all
students on the case load.
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