San Joaquin County Office of Education seis help Desk



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Adding a Student to your caseload:

Click on the Add Student Form link from your left hand navigation bar, under the Students section:

Fill out the Add Student Form to the best of your ability and click “Submit”. This places a notice on the district and SELPA level users homepage, and places a receipt of this request on your own home page so you are aware of the progress.

Please use legal names. If the student you want is Cecilia do not request Sissy or Cece, request Cecelia. The Admin staff is going to do a search to see if there is already a record for the child in SEIS. If Cecelia has 4 years of IEP history in SEIS, you want to have it.

Monitor Requests:

You can monitor your requests here on your Home Page. Simply click the view link to the right of the number to view the details.





After submitting your Add Request, you will notice links to Cancel Request, in case it was submitted in error. Once the request has been completed or denied, the Cancel Request link converts to Remove Notice. Press the Remove Notice link to remove the receipt of the request from your homepage section.

Also, whenever the district/SELPA assigns a student to your caseload, an alert will be displayed on your Home Page’s Caseload Report, New Additions to My Caseload, click View to see the list, then use the Remove Notice link to remove the alert and keep the list manageable.



You should always remove the notice of new addition as soon as you have verified that the student has been added to your caseload.



Caseloads: Requests submitted to District/SELPA -- Cont.

Exiting, Eligibility Status Change:

The Student Change Form is your other tool to communicate with the district/SELPA regarding students currently on your caseload.

There are three places you can access the Student Change Form:


  1. Left hand navigation bar

  2. Search Results pages

  3. Future IEP data entry screen

We will go through the link on the left hand navigation bar:

When you click on this you will have a drop down menu containing your student’s names.

After selecting the student’s name and pressing GO, the following form appears:

Start by selecting the type of change you need from the Select Request drop down.

Different selections in the “Request” drop down menu will result in different options being made available.

In some cases the options will depend on the student’s Eligibility status.

For instance, if a student is Current/Eligible, then you’ll see options to request the student be Exited. If the student is Pending Eligibility, then you’ll see options to request the student be made Eligible or Ineligible, rather than be exited. This is because a pending student is not part of your special education program and so cannot be exited. A currently eligible student will not have the option to be made Ineligible, since that is not a valid option. This student would be exited because he/she is NO LONGER eligible.

A few of the options on this form also trigger CASEMIS checks to make sure the information is accurate before submitting the request.

A complete list of the choices is shown on the next page.

The available options will be different depending on the student’s eligibility status; graph indicates the selections and the options for each:

Request

Options

Available to:

Request a Service Provider Change

3 choices of:

Add Provider, Remove Provider, Change Case Manager

And Comments box


Eligible students

Pending students



Student should not be on my caseload

Comments box

Eligible students

Pending students



Schedule an IEP meeting

Date field, Time field

And Comments box



Eligible students

Pending students



Exit the student from Special Education

IEP must be affirmed/errors cleared before submitting form.

Exit Date field and CASEMIS Exit Reasons drop down

And Comments box


Eligible students

Student is moving to another district/ SELPA

IEP must be affirmed/errors cleared before submitting form.

Exit Date field and CASEMIS Exit Reasons drop down

And Comments box


Eligible students

Change Eligibility Status

Change to Eligible---and comments box

Change to Ineligible (Not Providing Services)---CASEMIS fields A1-A30 must be error free before submitting form.---and comments box

Assessment not completed---and comments box


Pending students

Other

Comments box

Eligible students

Pending students


Once submitted, all requests will post notices on the district and SELPA level users homepage, and place a receipt of this request on your own home page so you are aware of the progress, similar to the Add Student Form process.

Custom Searches

When you select the “Search for Students” link located in the Custom Section of the left hand navigation bar, the following screen will appear:



With this function, you can create custom searches, name them and save them for future use. Use the drop down boxes in the criteria area to establish the criteria for the search. You can add as many as you’d like to collect the set of records you need. You can use one or all of the pre-included fields or select other fields from the drop down list.

Use the drop down boxes under Columns to Show in Results (below the black line) to select the information you want to see about the group you established with the search criteria. You can use one or all of the pre-included boxes, or select other fields from the drop down list.

Your results will show just like any results from the searches in the Students section: Current Students, Pending Eligibility. Use the Perform Task menu, located in the upper right hand corner of the search results page, to Print your results, Download your results or Download Mailing Labels.

Use the instructions on the next page if you want to create a contact list for your students.

Creating & Saving a Custom Search/Report to display student contact information



Task: Create a Custom Search to display parent phone numbers.

1. Click on “Search for Students” link on the navigation bar.

Notice the 2 areas of drop down menus: “Search Criteria” & “Columns to Show in Results”

You may have to scroll up and down to see both areas.


2. Click on a drop down arrow in any of the 4 boxes in the “Search Criteria” section.

Notice all the different fields of data you can use to select a particular group of students.

Notice that you may add additional fields to further narrow down your search.
3. Select “Next Triennial Date” in any of the drop downs.

Notice how the choices box just to the right changes to allow you to enter a spread of dates.

Make no selections at this time.
4. Select “Case Manager” in any of the drop down boxes.

Notice how the choices box just to the right changes to a drop down of your teachers.

Make no selections at this time.

For this task we will not make any selections of the Search Criteria area. The criteria default is to pull all Current and Pending Students on your caseload.

Click on Search For Students to make a fresh start.
5. Scroll down to the “Columns to Show in Results” area.

Results will automatically include Last Name and First Name.

The 3 custom columns default to Birthday, Current Case Manager and Current School.
6. Click on any of these drop down to see the fields you can select to show as your results.
7. Click on the Birthday field and scroll down to Parent 1 Phone and select.
8. Click on the Current Case Manager field and scroll to Parent 1 Fathers Work Phone and select.
9. Click on the Current School field and scroll to Parent 1 Mothers Work Phone and select.
10. Click on Add New Column
11. In this new column select Parent 2 Home Phone. **Continue to add whatever contact info you want to see**
12. Scroll up until you see the “Save Search As” box.
13. Highlight the phrase “New Search” and rename this search “My Phone List”
14. Click the “Add to Menu” box.
15. Click “Save Search”.
16. Take your mouse pointer to the very top of your window and click on the Refresh button. It will look like a recycle symbol. Roll your mouse over each one to see the definition if you are unsure.
17. Your New Search “My Phone List” will now be on your navigation bar under Custom Searches. Click on it to see the results.

Reports





CASELOAD Report:

Click Caseloads from the navigation bar to view or print a list of students on your Caseload. The list includes the Student’s Name (which when clicked on, will direct you to the student record pages), Case Manager, Eligibility status, Birthdate, Age, Gender, Grade, Disability (FHI), upcoming IEP dates for Annual, Triennial and Review, and the Attendance school. You can print and download your caseload information by using buttons located at the top and bottom of the page.



IEP DATES Report:

Click IEP Dates from the navigation bar to view or print a list of your students’ upcoming Annual and Triennial meeting dates. Use the Print drop down and GO button to print the search results, or select the Download Data option (also located in the Print drop down) to extract this information into a .CSV file.



ATTENDANCE REGISTER:

Click Attendance Rosters from the navigation bar to create an attendance form for your students, for whatever dates you choose. Many SELPA’s have local guidelines for attendance register use.



COMPARISON REPORTS:

Want to check your caseload for Gender compared to Disability, or Ethnicity compared to Primary Service? This is the place. Results are also downloadable.

Communications

Click E-mail Other Users on the navigation bar to send an e-mail message to multiple recipients. A search page is presented:




Select any of the pieces of information offered (but you must select at least one), and click the Search button.

The Send page will be presented. Follow the instructions on top of the page to send your e-mail.

If you’d like to save the “message” entered as a template for future use, click the Send and Add to Email Library link. This will send your message and keep a copy of the message as a template in your Email Library folder. Next time, when email from this page, you can selected the saved Email Template by using the Email Library drop down rather than re-typing the entire message over again.



We thank you for your time, and hope that SEIS proves a useful tool for you and your district!

Contact the Help Desk if you have any questions!

Definitions and Tips

Browser – Software that enables you to view sites on the World Wide Web. There are many popular browsers available today.

SEIS is programmed to be used with Internet Explorer, Mozilla Firefox or Safari. WE DO NOT RECOMMEND USING THE BROWSER NETSCAPE WHILE USING SEIS.

Adobe Acrobat Reader – Free software that is usually preloaded on all newer computers.

Used in SEIS to print IEP forms. It is important to use the latest version that your computer can handle.

**Browsers and Adobe Acrobat Reader are available as free downloads, see note below.

URL – Commonly called the “Address”, URL stands for Universal Resource Locator and is a standard way of specifying the location of a web page on the Internet; e.g., www.seis.org.

Link - A word, phrase or picture that, when clicked, jumps to a new page, or performs a function Most links in text are colored and/or underlined, and will change slightly when you roll your mouse over them, changing color, adding or removing an underline, etc.

Navigation bar – an area of the web page that contains links to navigate around the site. SEIS has 2 main navigation bars, the left side and the top of the screen.

Cache – A small memory storage area that your computer uses to save previously viewed web pages. The browser might show previously-viewed web pages from this area instead of showing you a newly updated page. If this happens, click the refresh button ( or ) on your browser.

Back Button The button located in the upper left corner of your browser. This button literally causes you to time-travel backwards. If you enter information and save it, then hit this Back Button, you will return to a page or “time” before you had entered that information, and so the information will not be there. Use only when the system’s own navigational tools are not available.

Save Button(s) At the bottom and top of each page where you enter information you will find buttons; “Save”, “Save Student”, etc. Use these buttons as often as possible while you work in SEIS.

Browsers Note: You should be using the latest version of Internet Explorer, Firefox or Safari . Earlier versions can cause SEIS to act poorly. If you are having problems check the browser and version. Likewise, you should use the most recent version of Adobe Acrobat Reader that your computer can handle. The System Requirements link located on the SEIS log-in screen (as displayed on page 5, provides links to download IE, Firefox, and Adobe Acrobat Reader.



Use the newest Operating System possible. Older versions of Windows, (95, 98) and older versions of Mac OS (9.x.x and older) do not always work smoothly with Adobe Acrobat Reader. This will be a situation that becomes more and more of an issue as time goes on and technology moves forward.
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