CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction...

CALIFORNIA DEPARTMENT OF EDUCATIONJack O’Connell, State Superintendent of Public Instruction

California Department of Education

Special Education Self-Review Training

Entering Findings into the SESR Software

March 2008

JACK O’CONNELLState Superintendent of Public Instruction

Before You Begin• Make sure of the following:

– PLEASE READ THE DETAILED SOFTWARE MANUAL.

– The Monitoring Plan has been approved by CDE and the relevant data entered into the SESR software.

– The forms used to conduct the SESR were generated using the approved Monitoring Plan.

– The Summary of Non-compliant Findings has notations in each section of the form, either:

• NC findings;• A statement that the area was assessed and

there were no non-compliant findings; or• A statement that the area was not assessed

for that student because it did not apply.

When the software is started, a log on screen will appear. It requires four items – USERNAME

PASSWORD

DISTRICT and

DISTRICT PASSWORD

The USERNAME is "SESR"

The PASSWORD is "0708"

Enter the DISTRICT name. There is a pull-down list.

There is an individual PASSWORD for each district to protect student confidentiality. Your CDE Consultant Will provide you with the District Password.

Once these have been entered, select and click "OK".

Phase II-Enter Student Data and District Findings includes a number of functions:

• Entering new students-students not included in the CASEMIS data

download;

• Editing entries of new students;

• Entering findings at the student and district level;

• Editing findings; and

• Previewing and Printing Reports.

To enter a new student (one not included in the software), select and click the first button.

Under INSTITUTIONAL IDENTIFICATION

select the District of Service and School.

Enter demographic information about the student under STUDENT DEMOGRAPHICS.

To edit information about a student who has been entered select and click the second button.

Select the student from the drop down list.

Select and click the "EDIT" button and the software will open the fields that are available to edit. The software also allows a newly entered student to be deleted using the "DELETE" button.

The software does not permit the user to edit information about students imported through the CASEMIS data download.

To enter findings select and click the third button.

To enter student level findings, select and click "Student Level Forms".

Begin by selecting the student whose findings are to be entered. Use the drop down list.

Be sure to open every area that was reviewed for a given student whether or not there were non-compliant findings.

Once the student is identified, the user needs to identify what items (School Age, Preschool, or Infant) or what section of the reviewed student record form needs to be entered (English Learners, IEP Implementation, etc.).

The School Age Review form is organized into sections. The School Age section includes items that apply to all students. These must be evaluated for all school age students.

Other sections include items that apply only to some students (e.g., Low Incidence, English Learners). If the items apply to the student, then the additional items in the special sections must also be entered into the software.

Record findings in the appropriate section of the Summary of Non-compliant Findings Worksheet form.

If an item is marked Non-compliant or Not Applicable, the reviewer must record the reason for making their determination.

Enter the Item Number; whether the Item is NC or NA; and the reason (what was observed) for making the determination of NA or NC.

School Age Review Items

Recording findings in the proper section of the Summary of Non-compliant Items form facilitates accurate entry in the software.

The School Age area in the software corresponds to the School Age section of the student record review form. This section must be completed for all students who are school age. Once the School Age button is selected the "Enter A Finding" window appears.

The window will only display items that were on the record review forms. The window includes information about the Item. And it includes several ways to navigate through the items.

Use the navigation buttons or the drop down box to find the item you wish to enter for the student.

The software assumes the item is Compliant unless a finding is entered. Press "Non-Compliant" or "Not Applicable" to enter a finding for that student on that item.

When the entry is complete select and click on "SAVE".

The software will indicate that the finding is saved. Select and click "OK" and the screen will be set to enter another finding.

NOTE: If a student has been reviewed but there are no "Noncompliant" or "Not Applicable" findings, you must pull up the student’s name and select and click "SAVE". The software will automatically default to Compliant. This insures that the software records that the student has been reviewed and creates an accurate student count.

Use navigation buttons to find next item. When completed with all items for that student, select and click "RETURN TO SELECTION" button.

The software will ask if all items have been entered for this form.

If completed, enter "Yes". It is important to enter this information correctly as it is needed in several of the reports generated by the software.

If completed, there is a COMPLETED indicator

in green next to that form area.

If the user entered "NO" (not completed), there is an

INCOMPLETE indicator in red next to that form area.

To continue entering student data, the next area to be entered is selected and clicked.

Use navigation buttons to locate items, enter findings, and go on to the next section.

Be sure to open and indicate completion for every area that was reviewed for a child - even if there are no non-compliant findings. The software uses the information to calculate systemic findings and to generate several reports.

To complete sections tested that have no noncompliance - open the section for the student, click on "RETURN TO SELECTION" and answer "Yes" when asked if you have reviewed all of the items on the form.

To select the next student, return to the "Select a Form" screen and use the drop down box to select the next screen.

To enter Policy and Procedure findings – select and click the "District Level Forms" button.

Next, select and click "Policies and Procedures".

Like the student record, use the navigation buttons to find the Item Number and enter the finding.

Once the finding is entered, select and click the "SAVE" button.

Select and click "OK".

Like the student record, indicate when all of the items have been recorded for the district. If complete, select and click the "Yes" button.

To edit student or District findings select and click the fourth button.

To begin, on the Edit Findings screen find, select and click "Student" or "District".

Select a student using the pull down list.

Student information will appear; findings can be scrolled using navigation buttons.

Selection of "Edit Findings" allows a change from Non-Compliant to Compliant to Not Applicable.

Select Non-Compliant and you will be permitted to edit the finding.

Selecting and clicking "DELETE" will delete the finding.

To edit District level findings, select and click "DISTRICT". Then "EDIT" or "DELETE" findings in the same manner as for "STUDENT" findings.

To View or Print reports, select the last button.

To select a report, double click on the button next to the report you want to view or print.

This screen allows the user to customize reports. To change the defaults, select and click on the radio button. Drop down lists will enable the user to select specific subsets to be included in the report.Select and click "Print" or

"Preview" to review a report.

To export a report, first select and click "Preview".

Sample report – Student Listing

Sample Report - Students with Findings

Sample - Item List of Students with Findings

Sample - Summary Item List

Sample – District Findings List

School Age Infant Items Not Reviewed

Preschool Items Not Reviewed Ident. & Init. Assessment Completed

Suspension Expulsion Not Reviewed Low Incidence Not Reviewed

English Learners Completed African American Not Reviewed

Transition Not Reviewed Behavior Intervention Plans Not Reviewed

Ed. Benefit Completed IEP Implementation Not Reviewed

OHI/Diabetes Not Reviewed

Sample – REVIEW FORMS COMPLETED record report

The accuracy of the POTENTIAL SYSTEMIC REPORTS is based on:

1) Complete data entry for all students – including

opening and completing all forms tested; and

2) Using the appropriate compliance threshold/ tolerance value.

Once the POTENTIAL SYSTEMIC REPORTS report has been selected, the software will ask for the Non-compliance Tolerance. This value can be found in the same table that was used to establish the number of student records to be reviewed.

What is the Non-compliance Tolerance Percentage?

Special Education Self-Reviews: Selection of Student Records

Enrollment Group

District SizeNumber of Special

Education StudentsRandom Sample Size (Number of SE Files)

Non-compliance Tolerance

Percentage

Sample of Infant/

Toddler Files

Sample of Preschool

1 150,000 + 4,158 – 19,950.5%

up to 8025 8 8

2 30,000 – 149,999 2,055 – 16,4382%

up to 7022 7 7

3 15,000 – 29,999 975 – 3,4983%

up to 6019 6 6

4 5,000 – 14,999 400 – 1,8308%

up to 5016 5 5

5 1,000 – 4,999 60 - 68230%

up to 4013 4 4

6a 1 – 999 20 - 12950%

up to 3010 3 3

6b LESS THAN 20 NONE 0 0 0

Sample – Potential Systemic Report

Sample – DISTRICT Item List of Findings

School Age 27 Infant Items 2

Preschool Items 3 Ident. & Init. Assessment 14

Suspension Expulsion 1 Low Incidence 6

English Learners 7 African American 9

Transition Not Reviewed Behavior Intervention Plans Not Reviewed

Ed. Benefit 5 IEP Implementation 10

OHI/Diabetes Not Reviewed

Sample – REVIEW FORMS COMPLETED record report

Policies and Procedures 1

SELPA Governance 1

Wesson

Smilodon

Remington

Wesson

Sample – OVERALL FINDINGS REPORT

Sample – Systemic List

CALIFORNIA DEPARTMENT OF EDUCATION Jack O’Connell, State Superintendent of Public Instruction...

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