New Features Manual

New Features Manual
SEIS
New Features Manual
This mini-manual highlights the new features and key enhancements of SEIS
07/2012
The Log In Screen
The log in screen now boasts up
to three news items from the SEIS
team! We will try to have one
that is directed at teacher level
users, one directed at SELPA /
district level users and one that is
general SEIS info.
The Information Center
To manage your profile information (password, e-mail, and phone number) click on your name in the
information center.
Home Page News
Users are no
longer limited to
2 News items at
the top of the
page. Multiple
News Items
automatically
rotate or can be
clicked on for an
expanded view.
News items can still include graphics, HTML links, animations, and attachments. If no graphic is
chosen, the new default graphic will display next to the news item.
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Upper Navigation Bar
Sections of the left hand navigation bar have been grouped together to make navigation easier. This upper
nav bar is available on all pages on the new SEIS system to make navigation consistent across the entire system.
SELPA / district upper nav bar
Teacher upper nav bar
The left hand navigation bars have been
highlighted to show which links are in which
new drop down menus in the upper nav bar.
Students = red highlights
Goals = green highlights
Searches = blue highlights
Reference material = orange highlights
Communication = purple highlights
Administration (SELPA and district only) = yellow
highlights
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Help Guide
This Help Guide icon will appear on multiple pages throughout the system. If you are ever in need of
assistance on a page where this icon is showing, click the icon to download the page from the manual
that pertains to the task at hand.
Drop Down Menus
We have updated all drop down menus in SEIS! The new drop down menus allow the user to type into them
and narrow down the list of applicable options to chose from. As you type the list of available options will shrink
to only what matches what the user is typing. Any text that
does match will be bolded.
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Student Address Changes
This lists students who have had an address change submitted through a student change form. Teachers will
see the requests they sent to the district / SELPA and district / SELPA users will see the requests from the teachers.
Unsigned IEPs
This lists all students whose Current IEP was marked as unsigned by the parent at the time of the Affirm. If a
parent has subsequently 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.
Upcoming Initial Evaluations
This will show a list of projected Initial Evaluation due dates for Pending status students. This is a calculation of
the Parent Consent date plus 60 days. Since SEIS is not aware of school holidays this is just an estimated date to
help users know when the 60 day deadline is approaching. Past Due evals will be displayed in Red.
If an Initial Evaluation date is entered on the Future IEP the student will continue to display on this list until the
Initial Evaluation date is in the past. This is done for tracking purposes.
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Student IEPs List
The search filter is now included on the IEP list page, which allows users to narrow down the students they want
to see more efficiently.
Find
Use the IEP search box to search for a specific student or narrow down the results.
Show Reporting Errors allows the user to check for CASEMIS errors at anytime on any student regardless of status.
Affirm / Attest icons are only available for Eligible status students, if the user is the designated Case Manager or has the Affirm IEPs permission.
Student Record icon will take the user to the Student Record, Demographics page.
Future will take the user to the Future IEP list of forms page, for printing or editing the IEP.
Current will take the user to the most recent Affirmed/Attested IEP . (If the student does not have a
current IEP, this link will not appear).
History opens a list of all Historical IEPs for the student. (If the student doesn’t have any Historical IEPs, this link will not appear).
Write Progress icon will allow the user to write progress reports for the selected student.
View Progress icon will display for any students with an Affirmed Progress Report. (If no Progress Reports have been Affirmed this link will not appear).
DRDP icon will display for students age 2-6, to enter Rating Records for Preschoolers, only if the SELPA is using this feature.
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The Student Record
Many new features have been added to the Student Record!
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1
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2
1. Basic student information is located in the top left corner in the white student info box.
2. Student Record Pages can be accessed by clicking the page name in the blue box on the left. The selected page is underlined.
3. Student Search box allows all user levels to switch between students without leaving the page.
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.
Edit icon allows users to access the same page for a different student.
4. Page Content
Save Form button is located at top and bottom of each page.
Student Change Form (teacher level users only) takes the user to the Student Change Form.
View IEPs list takes the user to the Student’s IEPs list page.
E-mail Team takes user to E-mail feature to communicate with the student’s IEP Team.
Print Page will print the Student Record page.
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IEP Information Page
This is a new page to the Student Record which pulls in information from the Future IEP pages as read only.
These fields are also available in the Search for Students function. Headers in the page display which State
SELPA Future IEP form the information can be found on.
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IEP Info Search
All fields on the IEP Information page are available as both Search Filters and Columns to Show with the
exception of the Accommodations and Modifications to the Start tests. Since these fields are text boxes they
would be difficult to use as Filters, so they are only available as Columns to Show.
All fields on this page are in the filters and Column to Show drop downs in Alphabetical Order.
To set up a search for all Testing Participation, use these Filters and Columns to Show. Please Note: This
information is applicalbe only to SELPA’s using the State SELPA Committee - Statewide Assessments IEP Form.
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Future IEP
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2
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1. Basic student information is located in the top left corner in the student info box.
2. Print Options are now available in the blue Printing Options box
3. IEP forms list. Please Note: The order in which forms are listed is determined by each SELPA.
Switch to IFSP Forms will toggle between IEP and IFSP forms. (if the SELPA uses this feature)
Return to IEPs List will take the user to the student’s IEPs list page.
View Current IEP will toggle between the Future and Current IEP. (If the student does not have a Current IEP, this link will not appear).
View Student Record will take the user to the Student Record, Demographics page.
Edit icon allows the user to access the data entry screen, of the IEP.
Attachments link is available to add attachments to the IEP.
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Data Entry Screen of Future IEP:
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2
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1. Basic student information is located in the top left corner in the student info box.
2. Student Search box allows all user levels to switch between students without leaving the page.
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.
Edit icon allows users to access the same page for a different student.
3. Buttons and Quick Links
Buttons have been moved to the box below the student search box.
Quick Links provides easy access to different areas of the system such as the Student Record or E-mail
feature.
4. Consistent Header
All forms now have a consistent header with the title for the form in the center. Under that is the student’s
first and last name as well as the IEP date.
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Current IEP
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2
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1. Basic student information is located in the top left corner in the student info box.
2. Print Options are now available in the blue Printing Options box.
3. IEP forms list. Please Note: The order in which forms are listed is determined by each SELPA.
Return to IEPs List will take the user to the IEPs list page.
View Student Record will take the user to the Student Record.
View Future IEP will toggle between the Future and Current IEP.
View / Print icon allows the user to print forms individually.
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Amendment Process
Only one Amendment can be open (in edit mode) at a time for a student.
Add Amendment link allows users to add a new Amendment, to the Current IEP.
Edit icon allows the user to edit an Unaffirmed Amendment.
Print icon allows the user to print the Amendment form and any other IEP pages used during this
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 directly to the Amendment.
Amendment Print Screen
Click the Print icon to access the Amendment Print Screen. This page will list all the forms in the
IEP. Those selected as part of the Amendment will be bolded and have check boxes to the left of the
form title, just like a Current IEP. This is also where the user can view Attachments added directly to the
Amendment.
Return to IEPs List will take the user to the student’s IEPs list page.
View Student Record will take the user to the Student Record.
Return to IEP will return the user to the Current IEP list page.
View / Print icon allows the user to print forms individually.
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Amendment Data Entry
Users now have the option to select if additional forms are required with the Amendment.
If Yes is selected click the Edit icon next to any form that needs to be included with the Amendment. This will
direct the user to the Future IEP where they can edit forms.
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.
Once all forms have been updated click the Return to Amendment button and save all work.
Affirming an Amendment
This is now the same process as Affirming an IEP. Users will be taken to the Affirm step where they can
select all forms to be included in the amendment.
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Goal Summary Page
Create New Goal
Delete Selected Goals
allows the user to create a new goal on the IEP.
allows the user to delete goals in bulk.
Go to Progress Report Summary Page allows the user to access the Write Progress feature.
Check boxes allows the user to select multiple goals, for use of the Bulk Printing and Deleting options.
Add To My Goals drop down allows teachers to add goals to their personal goal banks.
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, as shown on the summary page and when printing.
Update link allows the user reflect when the goal was last edited, and by whom, in the Updated On / By information.
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Progress Report Summary Page
The Progress Reports are documented in the new Write Progress section.
Print Selected Goals allows the user to Print all selected goals at once.
Write Progress on Selected Goals allows the user access to the data entry screen, to write progress info on multiple goals, at one time.
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 or has the Affirm Progress Reports permission.
Print Affirmed PR
allows the user to delete goals in bulk.
Show All Students allows the user to switch between students without leaving the page.
Goal Version radio buttons allow the user to toggle between the Goals A and B pages. This only
applies to SELPAs that use more than one goal form.
Check boxes allows the user to select multiple goals for use of the Bulk Print, or write Progress features.
Write Progress on Goals:
This page includes Student info and all
progress info including Goal, Baseline,
Area of Need, Goal Title, Short Term
Objectives, Progress Report Date,
Summary of Progress, Comments, and
Goal Ready for PR buttons.
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ACSA/CARS+ Spanish Goal Bank
The ACSA / CARS+ goal bank now has Spanish translations for all goals, and updated navigation.
Return to Goal Libraries link will take the user back to the list of all goal libraries.
Return to Search Results link will take the user back to the ACSA/CARS+ goal bank with previous search criteria still in place.
Start New Search link will take the user back to the ACSA/CARS+ goal bank with tnothing selected in the search drop downs.
Add English Text Only to Goal Page allows the user copy only the English text of the selected goal into the IEP Goal form.
Add English and Spanish text to Goal Page allows the user copy both the English and Spanish text of the selected goal into the IEP Goal form.
Cancel and Return to Goal Page
takes the user back to the IEP without adding a goal.
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The New Service Grid
Many updates have been made to the service grid that displays on the Future IEP and CASEMIS B page of the
student record.
Expand / Collapse arrow will expand or collapse each grid to show additional information.
Sort Order allows users to easily put services into the desired order.
Do Not Report check box allows the user to mark the service DNR and exclude it from being reported to CASEMIS.
Action Links column allow the user to perform actions such as Edit / Delete (see next section for more details).
Service column lists basic info about the service such as service code and category.
Dates column lists the start and end dates.
Duration / Frequency column displays all duration and frequency information.
Caseload column allows users to assign providers to the service for Acceli-Track purposes.
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.
Copy to ESY link will copy the service to the ESY section of the Future IEP. See the ESY section for more info.
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Service Options Before the IEP has been Affirmed
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.
How to Edit a Service:
1. Click the Edit link next to the service to be edited.
2. Edit any fields as necessary. Please Note: The Service Code and Service Category will not be editable. If
these fields need to be edited a new service will need to be created and the incorrect service will need to
be deleted.
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.
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.
Service Options After the IEP has been Affirmed
Once the IEP meeting has been held and the IEP is Affirmed, the service grid will reflect different options. When preparing
for the next IEP, determine if the existing service(s) will need to be Amended, Continued or Discontinued.
How To Amend A Service:
If a change occurs to an existing service between annual IEPs, the service will need to be Amended (e.g.
Duration of service needs to be increased). Documenting this change in service may be done while editing forms
during the amendment process.
1. Click the Amend Service link.
2. Enter an end date. This should reflect the day the existing service will be ending to subsequently start
the next service with its modification.
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 previous screen.
5. Click the Save button. The Amended Service will remain on the service grid marked as Do not Report
to avoid duplicate service errors, showing that iteration has since ended. The new iteration will also
be listed reflecting the most recent information of the service with 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 keep the service listed and update
the needed information to reflect what will be provided during the upcoming year.
1. Click the Continue to New IEP link
2. Update the information to reflect what will be provided during the new IEP.
3. Click the Save button. Please Note: Edit and Delete options will be available on this service to modify
and delete as needed until the IEP is affirmed.
How To Discontinue A Service:
When a service is no longer being provided to the student, the service should be discontinued on the IEP.
1. Click the Discontinue link.
2. Enter an End Date. This should reflect the last day the service will be provided.
3. Click the Discontinue button.
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.
When To Delete an Affirmed Service:
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.
1. Click the Delete link next to the service to be removed.
ESY Services:
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.
• Add ESY Service button will add a new service to the ESY grid.
• Copy to ESY link in the regular service grid will copy a regular service to 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.
For more information about services, see the Services Mini Manual!!!
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Search For Students
With the new Add and Delete icons, filters and columns to show can be added above or below any existing
filter or column to show.
Search Filters
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 DON’T meet that filter.
Add New Search Filter allows the user to add a new search filter to the bottom of the existing list.
Columns to Show in Results
Add icon allows the user to add a new column to show below that field.
Delete icon allows the user to delete a column to show.
Add New Column allows the user to add a new column to show in results to the bottom of the existing list.
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Results
The results are displayed in the report view.
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1. Side Nav Bar
My Custom Searches lists all saved searches which are sorted by category.
Shared Searches lists all shared searches alphabetically.
2. Saving and Sharing options
Searches can now be assigned to categories, making saved searches organized.
Manage Categories link allows user to Add / Edit / Delete categories.
A user can select up to 5 searches to be placed on the home page. This allows for
quick access to the most frequently used searches.
3. 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.
Expanded View
button shows all results in an expanded pop up for easier viewing.
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Doc Library
Search
Use the blue search box to search for documents.
Delete Selected Documents
Manage Folders
Add New Document
allows the user to deleted selected documents in bulk.
allows the user to Add / Edit / Delete folders.
allows the user to add a document to the library.
Check boxes allow the user to select documents for use of Bulk deleting, or moving files to new folders
Move Selected Documents To allows the user to drop down to change the folder of selected documents.
When a document is moved in bulk to a new folder with different user levels, the document will take on the user levels of the folder.
Edit icon allows the user to edit a document.
Delete icon allows the user to delete a document.
Download icon allows the user to download the document.
Manage Folders Screen
Add New Doc screen
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Bulk Update Provider Types
Use the Bulk Update Provider Types feature to update Teacher level users who are assigned “types” that
are being discontinued.
1.
Check the Check Box(es) to select the user(s) to be changed. Please Note: Only teachers’
provider types will be updated.
2. Click the Bulk Update Provider Type button.
3. Choose the provider type that is accurate for the selected users.
4. Check the box next to the red text that says I acknowledge that I will be updating XX users.
(The XX will be replaced with the number of users changes are being made to).
5. Click the Update button (or the Cancel button to exit this page and return to the manage users
page without updating provider types).
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E-mail Other Users
This feature is now combined into one page so users can search for users to e-mail from the e-mail page itself.
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