The key making SEIS, or any data management system, really … · 2016. 7. 28. · without data. - Daniel Keys Moran The key making SEIS, or any data management system, really work

I never guess. It is a capital mistake to theorize before one has data.

– Sherlock Holmes

You can have data without information, but you cannot have information without data. - Daniel Keys Moran

The key making SEIS,

or any data management system, really work for you

is to document WHAT happens WHEN it happens.

- Deb Shaw

Management of Pending Students 1

Pending Students Showing Current Services 1

Pending Students Date Search 1

Pending Students with Parent Consent Date (Home Page Notice) 2

Weekly Searches 3

Blank SSID 3

Early Intervening Services Field Marked Yes or left blank 3

IEP Date is Over 1 Year 3

Last Eval Date is Over 3 Years 3

Trans Reg Fields 1-8 - SPP Indicator 13 4

Initial Evaluation Timeline Review - SPP Indicator 11 4

Duplicate Student Records 5

Monthly Searches Week 1 6

Service Searches

No Services 6

Duplicate Services 6

Code 900 Services 6

Eval Delay Management

Eval Delay Code 90 "Other" with Reason Missing 7

Eval Delay Code 90 "Other" With Reason 7

Initial Eval Beyond 60 Day time Line Without Explanation 8

Third Birth Delay 8


English Learner, but Native Language English 9

Ethnicity Searches

Ethnicity AND Race 1 BOTH Intentionally Left Blank 10

Ethnicity Non-Hispanic AND Race 1 Intentionally Left Blank 10

Suggested Routine Searches for Quality Student Data Management


Data "Clashes"

Residential Status and School Type 11

Code 56 Charter Schools and District of Residence 12

FEDSET_SCH 450 and NOT School Type/s NPS 13

FEDSET_SCH 460 and Not Residential School Types 13

School Type Report Option #1 14

School Type Report Option #2 14

Home School and Not Homebound 15

Residential Facility is Service Location vs Residential Status 15

Misc.

Grades 12 and 13 16


Additional SPP Searches

>80% in Gen Ed - Indicator 5A 17

1

Management of Pending Students

Even the best search will not be useful if you have Eligible or Code 70, 80 or 90 students who are listed as Pending.

Pending students are NOT reported to CASEMIS. Good management of your Pending Student list is essential to having

good, accurate reporting data.

Pending Students Showing Current Services

Open Pending Students from “My Caseload Report” or the Students drop down in the Nav Bar.

Select “Copy this Search” in the upper right corner

Select “Current service report” from the drop down in the Columns to Show section.

If the Service Start and End Dates are current

o That is NOT a Pending Student

o That student and all services are NOT being reported to CASEMIS

o The Student Status must be changed to ELIGIBLE, Plan type 10 or 15 ASAP.

Pending Student Date Search

This search looks at dates for the 4 main reasons a student may be in Pending status;

Student Transferred into the district (may have active IEP)

New Student Record was created (may have active IEP)

Record was re-activated into Pending for re-evaluation

New Record was created for the purpose of evaluation

Open Pending Students from “My Caseload Report” or from the Students drop down in the Nav Bar.

Select “Copy this Search” in the upper right corner

Edit the Columns to Show section to show:

o Date Student Record Transferred In

o Date Student Record Added

o Date of Initial Parent Consent

Download the results into Excel

Follow guidelines in Pending Students handout for determining which students have been in Pending status for

more than 60 days based on the most recent of those 3 dates.

Some users also like to use the date of Initial Eval in addition or in place of Parent Consent Date in these searches of

Pending Students.

It is important to remember that these are guidelines! Actual first day in the district may be earlier than the date the

record was created in SEIS, Transfer Date may be earlier or later than the date the student actually enrolls in the district.

2

Pending Student with Parent Consent Date (Home Page Notice)

Once the Parent Consent Date field is filled for a Pending student they will be listed on the Home Page in the

Meeting Alerts section under “Upcoming Initial Evals”

This list will show

Parent Consent Date

Projected Inti Eval Date (60 calendar days from Parent Consent

Date)

Number of days until projected meeting date, or number of days it

is overdue

Initial Eval Date on Future IEP, if there is one.

Be sure to communicate with

teachers, especially Case

Managers regarding Pending

students. They need to

understand the importance of

communicating Status Change

requests as needed.

3

Recommended Weekly Searches

Blank SSID

If other searches indicate that you may have issues with accurate School Types you might consider restructuring this

include ALL School types and to show School of Attendance.

Filter section

o Student SSID is like blank

o NOT School Type is in

64 Private Preschool

75 Private day school (not certified by Special Education Division)

76 Private residential school (not certified by Special Education Division)

80 Parochial school

Early Intervening Services Field Marked Yes or left Blank

Most SELPAs have few, if any districts who will have students that qualify for a Yes in this field. Many however will

confuse this with Early Start Early Intervention Services, or simply think that it should be Yes if any interventions were

tried before Spec Ed.

Searching for where this field is NOT marked No will give you all students where it is marked Yes or has been left blank.

Filter section

o NOT Early Intervening Services is in No

IEP Date is Over 1 Year

CASEMIS does not look for the last ANNUAL IEP but the last IEP, however labeled, must be within one year. This will give

all students whose IEP Meeting date is showing as more than one year ago. You can adjust the second date as needed..

Filter section

o Date of IEP (Meeting Date on Future IEP Forms) is between 1/1/1900 and the date of one year ago

from today’s date.

Last Eval Date is Over 3 Years

Filter section

o Date of Last Evaluation is between 1/1/1900 and the date of three year ago from today’s date.

4

Trans Reg Fields 1-8 - SPP Indicator 13

This search will show all 8 of the Tran Reg fields for any eligible/previously eligible student who is 16 or older. You can

download the results to Excel and filter to find results that are not “Yes”.

You can adjust the age if you want to see preparation for younger students or if requirements change. You should NOT

be reporting anything in these fields for students outside of the age range.

You can filter on each Trans Reg field individually as well.

Filter Section:

Age >= 16

Student Exited = No

Student Eligibility Status = Eligible/Previously Eligible

Columns to Show Section:

Trans Reg 1

Trans Reg 2

Trans Reg 3

Trans Reg 4

Trans Reg 5

Trans Reg 6

Trans Reg 7

Trans Reg 8

Initial Evaluation Timeline Review - SPP Indicator 11

Used to determine Initial Eval timelines in excess of 60 days, reason noted for the delay and outcome of the assessment.

You will download this data to Excel and run calculation on the Date of Initial Parent Consent and Date of Initial

Evaluation to determine those that are over 60 days as explained in the Pending Students handout, however this search

is not limited to Pending students.

Filter Section:

Date of Initial Parent Consent is between whatever timeframe you wish to look at

Columns to Show Section:

Student Eligibility Status

Case Manager

School of Attendance

Date of Initial Parent Consent

Date of Initial Evaluation

Evaluation Delay (Exceeds 60-day timeline)

5

Duplicate Student Records

**This search is also recommended for CASEMIS time, but it should be done periodically throughout the year not only

for managing student data, but to monitor users and making sure they are trained on how to use SEIS correctly.

If you find that there is an issue with duplicate student records being created look at the SEIS ID number. The highest

number will be the newest record created. The “Record Created By’ field will let you know if some users need to

retrained in this area.

Check based on Duplicate SSID and Duplicate Name and DOB.

Duplicate student records should be reviewed. PDFs of IEP from the least complete record should be attached to the

most complete record and any relevant notes or information attached or noted to the most complete record. The least

complete record should be marked DNR and Duplicate Record, them exited. You can also note the SEIS ID of the exited

record in the History and/or Notes areas of the Student Record of the record that remains active.

Filter section:

o No changes need to be made to the Filter section. You will pull in all Current and Pending students.

Columns to Show section:

o Record Created By

o Select “Duplicates by Last/First Name & DOB” from the Select Type of Report drop down.

Filter section:



o Record Created By

o Select “Duplicate SSID” from the Select Type of Report drop down.

6

Monthly Searches Week 1

Service Searches

No Services

Filter section

o Service Record Count (Stu Total Active Services) = 0

o Student Eligibility Status = Eligible/Previously Eligible

Duplicate Services

Used to flag duplicate services to be marked Do Not Report for CASEMIS. Also see Duplicate Services under CASEMIS

Searches

Filter section

o You can filter on Service Start Date if you want to narrow the timeline


o Select type of report drop down select Duplicate Services Report

Code 900 Services

Whatever is reported as a 900 must be submitted to CDE for the Annual Service Plan.

Filter section

o Service Code = 900 Other special education/related services

7

Eval Delay Management Searches

The SELPA director must sign off on these “Other” reasons, so be sure to review them to make sure they are appropriate.

Eval Delay Code 90 “Other” Without Reason

Eval Delay of Code 90 Other without explanation. You will need to sort the results by the EVLDLAY Other Reason field to

find the blanks. If you want to sort further, into district, school, etc. then download to Excel where you have additional

sorting options.

Filter section

o Eval Delay (exceeds 60-day timeline) is in 90 Other (SELPA must list reason in district summary report)

o ** NOTE if Pending students show in this search who have had an Initial Eval the Eligibility Status needs

to be addressed ASAP.


o EVLDLAY Other Reason

o Student Eligibility Status

o Date of Birth

o Case Manager

o District of Service

o School of Attendance

Eval Delay Code 90 “Other” With Reason

Eval Delay of Code 90 Other and the reason noted which will be submitted to CDE

Filter section

o Eval Delay (exceeds 60-day timeline) is in 90 Other (SELPA must list reason in district summary report

to CDE)




o Date of Birth

o Student ID (District SIS)

o Case Manager



o Date of Initial Referral


o Date of Initial Evaluation

o Evaluation Delay (exceeds 60-day timeline)


8

Initial Eval Beyond 60 Day Time Line Without Explanation

This will require downloading to Excel and running formulas to determine the number of days between Parent

consent date and Initial Eval Date. Create a blank column in Excel. If column D is the Date of Initial Parent

Consent and column E is Date of Initial Eval, then use the formula =DAYS(D2-E2) in the blank column. Place the

formula in the first row of data and drag it to the bottom. The numbers that appear will show the number of

days between the 2 events. You can then sort of filter for those beyond 60 days and for those with a blank on

the EVLDLAY Other Reason field. Add or remove fields in the Columns to Show section as needed.

Filter section

o Eval Delay (exceeds 60-day timeline) is in Blank

o *Optional: Date of Parent Consent is between Whatever time frame you want to look at



The home page Upcoming Initial Eval alert will show Pending Students who have a Parent

Consent Date, but do not have an Initial Eval Date.


o Date of Initial Referral





o Date of Birth

o Case Manager



Third Birthday Delay

When comparing dates for Initial Eval, first IEP, etc. remember that infants may be coming from outside your SELPA such

as regional centers or the COE and the transition may not be completely recorded in SEIS.

Filter Section:

o Evaluation Delay (exceeds third birthday timeline) is in 10, 20, 30, 90

o Date of Initial Referral is between Whatever timeline you want to look at


o Date of Birth

o Case Manager



o Date of IEP (meeting date of Future IEP forms)

o Evaluation Delay (exceeds third birthday timeline)

o TBDLAY Other Reason

You may also consider a search for all students whose Age = 3 and showing their IEP Date and Date of Birth in results.

Then you can use Excel to find figure when the 3rd birthday was and then those whose IEP date is after the 3rd

birthdate.

9


English Learner, but Native Language English

Student shows as an English Learner, but Native Language is listed as English. This will cause a CASEMIS error.

Filter section:

o Field English Language Status = Yes

o Native Language = English


o Date of Birth

o Case Manager


o English Language Status

o Native Language

o Primary Language of Student

10

Ethnicity Searches

These Ethnicity searches address issues of disproportionality caused by students seen as “multi-ethnic”. This can inflate

your number of students being reported as multi-ethnic causing a district to fall into disproportionality.

Additionally, the race/ethnicity fields should match what districts are reporting in their SIS. That data from their SIS is

being used to create the denominator, and if the students don't match it will also skew the data.

Ethnicity AND Race 1 BOTH Intentionally Left Blank

Filter section:

o Field Ethnicity (Hispanic Background) = 900 Intentionally Left Blank

o Race 1 = 900 Intentionally Left Blank


o Date of Birth

o Case Manager


o Ethnicity (Hispanic background)

o Race 1

o Race 2

o Race 3

Ethnicity Non-Hispanic AND Race 1 Intentionally Left Blank

Filter section:

o Field Ethnicity (Hispanic Background) = 501 Non-Hispanic

o Race 1 = 900 Intentionally Left Blank


o Date of Birth

o Case Manager


o Ethnicity (Hispanic background)

o Race 1

o Race 2

o Race 3

11


Data Clashes

Data combinations that will pass CASEMIS checks but are incompatible.

You can also use the two fields in results. Then you can download into excel and sort all different ways to find

inconsistencies.

You can also add 3 fields to the results and bring in FEDSET fields to check for compatibility.

In Excel you can also use Pivot Tables to highlight areas where you may have many cases of conflicting data so you know

where to focus your attention.

Residential Status and School Type

There are many combinations that can be done in this area, any sort of residential facility on either field can easily clash

with the other field. Here are some examples for the Filter section:

Residential Status is in 50 Residential Facility

Type School Type (Attendance School) is in Public Day School

NOT Residential Status is in 50 Residential Facility

School Type is in 71 Nonpublic Residential in Ca, 72 Nonpublic Residential outside Ca, 76 Private Residential

School

Residential Status is in 60 Incarcerated institution

NOT School Type is in 32 Correctional institution or facility

12

Code 56 Charter Schools and District of Residence

Code 56 charter schools are considered their own LEA for Special Ed purposes. Districts of Residence and Service are

reported differently for these schools than for Code 55 charter schools.

“Regular” Code 56 charter schools use the authorizing district of the charter as the students’ District of Residence.

SBE Code 56 charter schools, those schools chartered by the State Board of Education use the same 7 digit code as the

school for District of Residence.

From the 2015-16 CASEMIS TAG:

• For students served by charters that are LEAs for special education purposes – SELPA – where charter is a member – DOR – authorizing district CDS code – DOS – charter school CDS code number (requires authorization by CASEMIS) – School – charter school CDS code number – School Type – 56

In order to be considered a charter acting as an LEA, the school must be included in a CDE approved local plan.

• For students served by schools that are chartered by the State Board of Education – SELPA – where charter is a member – DOR – charter school LEA CDS code number – DOS – charter school LEA CDS code number – School – charter school School CDS code number – School Type – 56

Filter section:

o School of Attendance = ________________________


o School Type

o District of Residence


o Case Manager

o School of Attendance (Include if searching for more than one school at a time)

13

FEDSET_SCH is another field that often in listed in conflict with either Residential Status or School Type. You can set up

separate searches to include the FEDSET field in the filter, or you can create searches to show all three fields in the results

and download to Excel to filter for each option to locate conflicts.

Here are some FEDSET searches you may want to include in your schedule of searches

FEDSET_SCH 450 and NOT School Type/s NPS

FEDSET_SCH Code 450 is for children who receive all special education and related services in educational programs for

greater than 50% of the school day in public or private school specifically for children with disabilities.

Filter section

o Federal Setting School Age is in 450 Separate School

o Student Exited = No

o NOT School Type is in 15 Special Education Center, 70 Nonpublic day school, 79 Nonpublic agency



o Case Manager



o School Type (SCH_TYPE)

o Federal Setting – School Age

o Plan Type (Edu Plan for SpEd Svcs)

o Percent IN Regular Class


FEDSET_SCH 460 and Not Residential School Types

FEDSET_SCH Code 460 is for public and private residential facilities where students reside during the school week and

receive special education and related services for greater that 50% of the school day.

This should NOT include children who receive special education programs at the facility but do not live there.

Filter section

o Federal Setting School Age is in 450 Separate School


o NOT School Type is in 15 Special Education Center, 70 Nonpublic day school, 79 Nonpublic agency



o Case Manager





o Plan Type (Edu Plan for SpEd Svcs)

o Percent IN Regular Class


14

School Type Report Option #1

Filter section:

o School of Attendance in is ____________________ (You will go through each school. Possibly best

done at a district level)

Columns to show section:

o School Type (Attendance School)

This is the School Type associated with this school as part of its School Profile

If it is not intentionally changed it is the School Type reported to CASEMIS for any student

showing that school as School of Attendance.


This is the field that will actually be reported as School Type for the student.

In most cases it should match School Type (Attendance School) unless it has been intentionally

changed.

In some cases such as CA Spec Schools where some children are residents and some are not it

may be necessary to make this change for certain students.

You may also have other instances such as County. Programs where School Type may vary.

o Watch for:

Charters 55-56

High School and Continuation 10 and 20

In and Out of Ca Residential 71 and 72

Other conflicts that may be common in your district or SELPA.

School Type Report Option #2

To save time you may create searches filtering for specific School Types that you suspect may be incorrect and show the

schools in results. Sort the results or download to Excel and filter to find anomalies.

Filter section:

o School Type (Attendance School) is in ___________________

This is the School Type associated with this school as part of its School Profile

If it is not intentionally changed it is the School Type reported to CASEMIS for any student

showing that school as School of Attendance.

Columns to show section:


o School Type (Attendance School)


This is the field that will be reported as School Type for the student.

15

Home School and Not Homebound 460

Home School and Homebound are different. Homebound is due to a medical condition you are required to receive services at home versus Home School where parents are choosing to educate you in the home. If their School Type is Home Instruction then the fed set should be 470. There is a data clash if it is not 470.

Filter section

o School Type is in 40 Home Instruction


o NOT Federal Setting School Age is in 470 Homebound/Hospital



o Case Manager





Residential Facility is Service Location vs Residential Status

Check to ensure that students who have a Service Location as Residential Facility also have Residential Status is

also Residential Facility.

You may also do this one using School Type NOT Residential as the filter

Filter section:

o NOT Residential Status = 50 Residential Facility


o Select Type of Report: Current Service Report

o Download report and filter for Services Location that = Residential Facility

You may also want to periodically run other filters such as School Type with the Current Service Report to check for

data clashes.

16

Grades 12 and 13

You can use this to create a Summary checklist to use during the end-of-school period, or use it to monitor Grad Plan

information

It is important to understand the difference between EXITED and TRANSFERRED in SEIS. You cannot pull both Exited

and Transferred students into the same search.

Exited:

o The student has been exited/dropped from your district or SELPA.

o The student has not been picked up by any other district within SEIS.

o With the permission activated you can still edit the exited record if need be.

Transferred:

o The student has been exited/dropped from your district or SELPA.

o The student has been added by any other district within SEIS.

o You can never edit a Transferred student’s record in SEIS.

o Any changes required for CASEMIS must be done on the file outside of SEIS before submitting the report.

You will want to structure this search a few different ways to pull in exited and transferred students.

To pull Current and Pending Students:

Filter section:

o Grade Level is in 12 OR 13

o Use Shift or Control key to select BOTH 12 and 13


You can delete the criteria for Student Exited if you want to include them with the current students.

You change the “No” to a “Yes” to pull ONLY Exited, but this will not give you TRANSFERRED Students.

To see Transferred Students use the “Additional Search Filter drop down at the top of the Search Filter section.


o Grad Plan

o Any other data fields you want to check

17


Additional SPP Indicator Searches

>80% in Gen Ed – SPP Indicator 5A

Filter Section:

o Percent IN Regular Class > 80%

o NOT Grade Level is in

15 Ungraded

16 Infant

17 Preschool

o NOT Federal Setting School Age is in

450 Separate School,

460 Residential facility

470 Homebound/Hospital

480 Correctional facility Columns to show Section:

o Disability 1

o Case Manager


o Grade Level

o Percent in Reg Class

o Federal Setting- School Age

18

Pre-K Regular Setting – SPP Indicator 6A

To determine Pre-k students in regular early childhood programs (Indicator 6A)

Familiarize yourselves with the code descriptors as codes 400/405 and 410/415 have specific program guidelines.

Filter section:

o Federal Setting-Preschool is in

400 Reg early childhood prgm or K > 10 hrs/week – majority of SpEd svcs provided in prgm or K

405 Reg early childhood prgm or K > 10 hrs/week – majority of SpEd svcs provided at other

location

410 Reg early childhood prgm or K < 10 hrs/week – majority of SpEd svcs in provided prgm or K

415 Reg early childhood prgm or K < 10 hrs/week – majority of SpEd svcs provided at other

location

o Age = 3


Columns to show Section:

o Date of Birth

o Case Manager


o Grade Level


Pre-K Separate Setting – SPP Indicator 6B

To determine Pre-k students in separate settings (Indicator 6B)

From APR Guide: Percent = [(# of children aged 3-5 with IEPs attending a separate special education class, separate

school or residential facility) divided by the total # of children aged 3 – 5 with IEPs)] times 100.

Filter section:

o Federal Setting-Preschool is in

440 Separate class

450 Separate School

460 Residential Facility

o Age = 3


Columns to show Section:

o Date of Birth

o Case Manager


o Grade Level


19

Parent Input is Not Yes - SPP Indicator 8

Searching for where this field is NOT marked Yes will give you all students where it marked No, No Response or left blank.

NOT Parent Input = Yes

Age = >/= 3

Dropout – SPP Indicator 2

Also see “Transferred Students with Exit Code 74 (drop out) – June 30 Report” under CASEMIS Searches

To monitor Dropout Rate-Indicator 2 of the State Performance Plan. Students marked as Dropped Out, should be

students who have actually dropped out of school. If you have a students that is not known to be continuing, or attempts

to contact are unsuccessful, it is recommended that further research be done to ensure this a TRUE Dropout.

Filter section:

o Exit Reason is in 74 Dropped out, includes attempts to contact unsuccessful or not known to be

continuing.

o Date of Exit from SpEd is between ________________ and _______________


o Date of birth

o Case manager


o Exit Reason Description

o Date of Exit from Spec Ed.

20

CASEMIS Searches

Transferred Students with Exit Code 74 (drop out) – June 30 Report

If the student is now showing up in your “Transferred Students” list then the record has been picked up by another district

in SEIS. You cannot edit the actual record in SEIS, but you can update the Exit Code on the CASEMIS report to reflect that

the student did continue.

Filter section:

o Exit Reason is in 74 Dropped out, includes attempts to contact unsuccessful or not known to be

continuing.

o Date of Exit from SpEd is between ________________ and _______________

o Select “Display ONLY Students who have transferred out of your district/selpa” from the Additional

Search filters drop down.


o Date of birth

o Case Manager


o Exit Reason Description

o Date of Exit from Spec Ed.

Preschool Students with Plan Type 20

Preschool students, even if attending a private preschool, should be coded as Plan Type 10. *NOTE you could also do this

search as Plan Type is NOT Code 10 to check for any incorrectly labeled as a Plan type 15.

Filter section:

o Grade Level is in 17 Preschool

o Plan Type (Edu Plan for SpEd Svcs) is in 20 Individual Service Plan (ISP) _______________


o Date of birth

o Case Manager


21

Eval Anomaly Reports available from the Nav Bar: Students > DLAY Report

This will give you students who have a Delay reason listed, but their Eval Dates are not beyond the timeline.

Duplicate Services

Only one instance of a service can be reported to CASEMIS if it has the same agency provider, so duplicate services need

to be marked DNR. This can be done in bulk, as long as the user has the proper permission.

Filter section:

o Can be left alone to pull all Eligible and Pending Students. If you have Pending Students who are

showing services they need to be changed to Eligible.


o No Changes to columns, just select Duplicate services report (Only students with duplicate service

codes will show up) from the Select type of Report drop down.

Services That Ended the Previous Year

Should also be marked DNR for CASEMIS or removed.

Filter section:

o Service End Date is between 7/1/xxxx and _6/30/xxxx


o Select “Current Service Report” from the Select Type of Report drop down.

Be cautious if you choose to remove these

ended services. Service Providers may be

keeping the service on the IEP even after it

is no longer being delivered. They may

want to be sure to discuss it at the next

IEP meeting.

22

Duplicate Student Records

Check based on Duplicate SSID and Duplicate Name and DOB.

Duplicate student records should be reviewed. PDFs of IEP from the least complete record should be attached to the

most complete record and any relevant notes or information attached or noted to the most complete record. The least

complete record should be marked DNR and Duplicate Record, them exited. You can also note the SEIS ID of the exited

record in the History and/or Notes areas of the Student Record of the record that remains active.

Filter section:



o Select “Duplicates by Last/First Name & DOB” from the Select Type of Report drop down.

Filter section:



o Select “Duplicate SSID” from the Select Type of Report drop down.

23

DRDP Searches

There are two DRDP Reports.

In the Search for Students Columns to Show section there is an option in the Type of Report drop down for DRDP

Report. Here you can look for students who should be included in the current DRDP report to see if the DRDP

form has been started or not and which have been completed.

Under Administration is the actual report that pulls the data to be submitted. This one is based on a user

permission so it is not available to everyone.

As each DRDP report season approaches the FAQ section is updated to give you the exact criteria to search for the

students who will require a DRDP to be reported.

Use these parameters to set the filters for the DRDP Report in the Search for Students area to monitor overall progress

during the evaluation period.

24

Additional Resources

There are 2 PowerPoint presentations available in the SEIS Help Center in the Training Manuals/Power Point

Presentations section that give very specific instruction on how the Report Generator works, specific field types and

options for what you can do with the results.

If you are trying to create your own new search and your results do not seem to be as expected please contact the SEIS

Help Desk and let them know what you are trying to accomplish. They will be happy to help you structure your search.

Also in Training Manuals in Additional Items is a two page quick reference guide; Search and Report Desk Card.

Additionally there is a Search for Students section in the FAQs, also in the SEIS Help Center.

Managing your Pending Students List

Use SEIS and Excel to check status accuracy based on

Date student Transferred in

Date Student Record Added

Date of Parent Consent

2016

Pending Students

IMPORTANT: Remember that the date recorded in SEIS as the Date Student Transferred In or the Date

Student Record was Added are the SEIS DATES. The student may have actually entered the DISTRICT earlier or

later. The dates and subsequent searches in SEIS are very helpful, but if you are close or overdue be sure to

check against District SIS dates as well.

PENDING STUDENTS

WHAT they are, WHY you should care, WHAT needs to be done with them

WHAT they are not:

NOT a part of your Special Ed program

NOT reported to CASEMIS

You may be providing services, but until you “tell” SEIS that these students are ELIGIBLE, none of

that information is included in your CASEMIS report. You get no credit, ZIP, ZERO, NADA, for

providing those services. And none of the information will be preserved in the student’s history

since there is no actual IEP to affirm.

WHAT they are:

Students who have been given consent to be assessed

o All students assessed, regardless of the outcome, MUST be reported to CASEMIS each

June.

o Assessments must be done within 60 days of the Parent Consent Date.

Students whose records have just transferred into your district.

o If they transfer in with an active IEP they need to be made Current/Eligible immediately.

You have 30 days to do your Interim and determine if they continue as eligible

or are to be EXITED due to no longer being eligible.

o If they transfer in and are partway through the 60 day timeline for assessment.

You have however many days are left

Assessments must be done within 60 days of the Parent Consent Date.

Students whose records are created and status is not changed.

o If they have an active IEP from outside of SEIS they need to be made Current/Eligible

immediately.

You have 30 days to do your Interim and determine if they continue as eligible

or are to be EXITED due to no longer being eligible

o If the record was created in order to do an assessment

Assessments must be done within 60 days of the Parent Consent Date.

WHY you should care:

NOT a part of your Special Ed program

NOT reported to CASEMIS

Continued inaccurate CASEMIS reports will result in audits from CDE.

WHAT needs to be done with them

If you have a problem now, FIX IT.

Check your alerts for Upcoming Initial Evaluations

Don’t procrastinate

Stay on top of your transfers and update status as needed

Stay on top of teacher requests for status changes

Keep an eye on your Pending Student numbers vs teacher requests to change status

o If they are not sending the requests after assessments

Follow up

Do training

Send emails

Post news items

SELPA Level: Keep an eye on Pending Student numbers for your districts

o Address any issues in staff meetings or trainings

o Use other methods to communicate to your district leads

Develop and share the search showing three dates:

o Parent Consent Date

o Date Student Transferred into District

o Date Student Record Created

Use Excel to determine if you are out of compliance by comparing the dates to number of days

o 60 days from Parent Consent

o 60 days from Transfer or Record Creation

o 60 days from Initial Eval

For students reactivated for re-evaluation

Step 1: Set up the following search in SEIS

The 3 columns to show that have been added are as follows:

Date student Transferred in

Date Student Record Added

Date of Parent Consent

These 3 fields will cover all reasons a student would be pending

New record just added to SEIS

Record transferred in from another SELPA

Record was re-activated to be re-evaluated

Step 2: Click the Search Button

Step 3: Change the Task to Perform to Download Data and click the Go button.

Step 4: Open the file in Excel (note the columns each set of Data is in)

Step 5: Title Column G: Today

Step 6: Title Column H: Max

Step 7: Title Column I: Calc

Date of

Initial

Parent

Consent

Step 8: In cell G2 enter the formula =today()

Step 9: In cell H2 enter the formula =Max(D2:F2)

Here you are finding the most recent date to show when the record was first in your district, or received

parent consent for an evaluation.

Step 10: In Cell I2 enter the formula =G2-H2

Finding how many days since that most recent date.

Date of

Initial

Parent

Consent

Date of

Initial

Parent

Consent

Date of

Initial

Parent

Consent

Step 11: Highlight cells G2, H2, and I2

Step 12: Hover over the bottom corner of the highlighted area to get the fill handle

Step 13: Drag the fill handle down until you reach your last row of data

This will fill in the formulas for all of the cells of data

Date of

Initial

Parent

Consent

Date of

Initial

Parent

Consent

Step 14: Click on the I in column I to highlight the entire column

Step 15: On the Home Tab, select conditional Formatting > Highlight Cell Rules > Greater than

Step 16: When the Greater than pop-up comes up, enter a value of 60 (this is a ballpark value, you may

use a different one if you want)

Date of

Initial

Parent

Consent

Step 17: Any student who has been in pending for more than 60 days based on the record creation or

transfer date, or whose Parent Consent date is beyond 60 days will be highlighted. Review their dates to

determine which is the most recent (date transferred in, date record added, or parent consent.)

Youi can also search on dates such as Initial Eval using this same approach for checking Pending

Students.

Date of

Initial

Parent

Consent

page 1 quotesDirectors Searches TOC this oneSEIS Suggested Searchesblank pagePending students search Jan 1016 w P. Consent Date

Documents

The key making SEIS, or any data management system, really … · 2016. 7. 28. · without data. - Daniel Keys Moran The key making SEIS, or any data management system, really work